Estate Planning Manager
About The Position
Stein Sperling is seeking a highly organized and experienced Estate & Trust Administration Manager to join our Trusts & Estates Practice Group. This position plays a critical leadership role in overseeing and managing the estate planning workflow, coordinating complex client matters, and supervising administrative staff supporting estate planning attorneys. The ideal candidate will bring substantial prior experience in trusts and estates, preferably from a law firm, private bank, trust company, family office, or wealth management institution, with a demonstrated ability to manage teams and complex estate planning processes. The Estate & Trust Administration Manager will oversee all aspects of estate planning matter management for the Trusts & Estates Practice Group, including managing workflow and deadlines, coordinating the preparation of estate planning documents such as wills, trusts, powers of attorney, and advance directives, and ensuring quality control across all deliverables. This role will serve as a key point of contact for clients and referral sources, coordinating client communications and meetings with attorneys, financial advisors, and other professionals. The manager will oversee the new client and matter intake process, including gathering and organizing client information, and ensuring compliance with firm policies. In addition, the position manages the closed file process, including scanning and indexing documents, coordinating file storage and retention, and confirming that all work-in-progress (WIP) and accounts receivable (AR) matters are resolved prior to closure in collaboration with billing and finance. The manager will act as a liaison with clients, beneficiaries, financial institutions, and other professionals involved in estate planning matters, maintaining the highest standards of professionalism and confidentiality.
Requirements
- Minimum of seven (7) years of experience in trusts and estates, with at least three (3) years in a supervisory or management role.
- Demonstrated understanding of estate planning concepts, including wills, revocable and irrevocable trusts, powers of attorney, advance directives, and related documents.
- Bachelor’s degree required.
- Exceptional organizational skills with meticulous attention to detail.
- Proven leadership and supervisory skills with the ability to train, mentor, and manage staff.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite and document management systems.
- Ability to manage multiple priorities in a fast-paced environment while handling confidential and sensitive information with discretion.
- Professional demeanor with a proactive, solutions-oriented approach and a strong commitment to client service.
Nice To Haves
- Prior experience in a law firm trusts and estates practice, private bank trust department, trust company, family office, or wealth management firm strongly preferred.
- Paralegal certificate or advanced degree a plus.
- Familiarity with legal billing software and client relationship management tools is a plus.
Responsibilities
- Oversee all aspects of estate planning matter management for the Trusts & Estates Practice Group.
- Manage workflow and deadlines.
- Coordinate the preparation of estate planning documents such as wills, trusts, powers of attorney, and advance directives.
- Ensure quality control across all deliverables.
- Serve as a key point of contact for clients and referral sources.
- Coordinate client communications and meetings with attorneys, financial advisors, and other professionals.
- Oversee the new client and matter intake process, including gathering and organizing client information, and ensuring compliance with firm policies.
- Manage the closed file process, including scanning and indexing documents, coordinating file storage and retention, and confirming that all work-in-progress (WIP) and accounts receivable (AR) matters are resolved prior to closure in collaboration with billing and finance.
- Act as a liaison with clients, beneficiaries, financial institutions, and other professionals involved in estate planning matters, maintaining the highest standards of professionalism and confidentiality.
Benefits
- Health Insurance including Dental, Vision, Long-Term Disability and Life Insurance.
- Flexible Spending Accounts
- 401(K) Profit Sharing Plan
- Holiday and Birthday Leave
- PTO Leave
- Free Parking
- Wellness Initiatives
- Employee Assistance Program
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What This Job Offers
Job Type
Full-time
Career Level
Manager
