Trust Administrative Assistant

Midwest Trust Company•Overland Park, KS

4d•Onsite

About The Position

The Trust Administrative Assistant provides comprehensive administrative and client service support to the Trust Administration team by assisting with the daily administration of fiduciary accounts and delivering exceptional service to clients, beneficiaries, advisors, and internal business partners. This position serves as a key operational resource responsible for coordinating client communications, preparing trust documentation, maintaining account records, facilitating account transactions, and supporting Trust Officers throughout the trust administration lifecycle. The Trust Administrative Assistant plays an important role in ensuring efficient operations, regulatory compliance, and a superior client experience while maintaining the highest standards of confidentiality, professionalism, and accuracy.

Requirements

High School Diploma or GED required.
Proficiency with Microsoft Word
Proficiency with Microsoft Excel
Proficiency with Microsoft Outlook
Proficiency with Adobe Acrobat
Proficiency with Document Management Systems
Proficiency with Trust Accounting Systems
Proficiency with CRM software
Client Service Excellence
Attention to Detail
Organization & Time Management
Administrative Accuracy
Confidentiality
Written & Verbal Communication
Relationship Building
Problem Solving
Teamwork
Professionalism
Adaptability
Initiative
Ability to sit at a computer for an extended period.
Regularly required to sit, stand, talk, hear, and use hands and fingers to operate a computer keyboard and telephone.
Specific vision abilities include close vision requirements due to computer work.
Prolonged periods of sitting and computer use.
Occasional lifting of files or office materials up to 20 pounds.
Ability to communicate effectively with clients and coworkers.
Regular and reliable on-site attendance is an essential function of the position.

Nice To Haves

Associate's Degree in Business, Finance, Accounting, Legal Studies, or related field preferred.
Bachelor's Degree is a plus.
1–3 years of administrative experience in trust administration, banking, wealth management, legal services, or financial services preferred.
Experience supporting fiduciary account administration preferred.
Life insurance trust administration experience is a plus.
Experience with SunGard AddVantage or similar trust accounting software preferred.

Responsibilities

Serve as a primary administrative contact for clients, beneficiaries, attorneys, CPAs, financial advisors, and internal business partners.
Respond to routine client inquiries and coordinate requests with Trust Officers.
Schedule client meetings and prepare meeting materials.
Assist with follow-up communications and documentation.
Deliver exceptional client service while maintaining confidentiality and professionalism.
Provide administrative support for the administration of personal trusts, irrevocable trusts, revocable trusts, charitable trusts, estate accounts, investment management accounts, guardianships, conservatorships, and agency relationships.
Prepare documentation necessary to establish new fiduciary accounts.
Assist with account openings, account maintenance, account modifications, and account closures.
Coordinate account documentation with internal departments and external professionals.
Process account maintenance requests and administrative transactions.
Monitor outstanding documentation and follow up as appropriate.
Prepare and review trust account documentation for completeness and accuracy.
Maintain electronic and physical client files in accordance with company policies.
Assist with fiduciary documentation, correspondence, committee materials, and regulatory requests.
Ensure documentation complies with internal policies, fiduciary standards, and regulatory requirements.
Maintain document retention in accordance with company policy.
Assist with cash requests, distributions, asset transfers, client correspondence, tax documentation, beneficiary information updates, account maintenance, and investment account paperwork.
Coordinate workflow with Operations, Investments, Compliance, and Trust Accounting.
Answer department telephone calls.
Manage calendars and meeting schedules.
Coordinate travel arrangements as needed.
Order office supplies.
Prepare reports and correspondence.
Support departmental projects and initiatives.
Assist with training materials and procedure documentation.
Maintain accurate client information within trust accounting systems.
Scan, index, upload, and archive documents.
Utilize document management systems efficiently.
Assist with system updates and data quality initiatives.
Partner with Trust Officers, Portfolio Managers, Trust Accountants, Operations, Compliance, and Investment personnel to ensure timely and accurate service delivery.
Support continuous process improvement initiatives.
Participate in departmental meetings and training programs.