Trust Associate

First Option Bank•Paola, KS

6d•Onsite

About The Position

The Trust Associate provides essential administrative and client service support to the Trust and Investment team. This role is responsible for managing documentation, scheduling, CRM updates, and client communications, ensuring smooth operations and a high level of service for both internal staff and external clients. Supporting officers in day to day administration of trust, estate, agency and fiduciary accounts. Maintain accurate trust records and client files in accordance with regulatory and company standards and monitor account activity for accuracy and compliance.

Requirements

High school diploma or equivalent
Minimum of 2 years of experience in administrative support, preferably in financial services, banking, or wealth management.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
Professional demeanor and customer service orientation.

Nice To Haves

Associate degree or higher preferred.
Experience using CRM systems, especially FI Works or similar platforms.
Familiarity with trust and investment services terminology and processes.
Prior experience supporting financial advisors, trust officers, or investment professionals.
Active involvement in community or professional organizations.

Responsibilities

Prepare new account documents, operational forms, account opening and closing documents, and other documentation requests for Trust & Investment Officers.
Organize and manage client portfolios and related information.
Batch and index documents into the online file record system.
Prepare presentations, proposals, and client segmentation materials for meetings.
Coordinate distributions, bill payments, and tax payments.
Track deadlines related to trust provisions, tax filings, and other requirements.
Prepare correspondence, reports and basic account summaries.
Prepare and complete annual account reviews. Ensure all reviews are complete in a timely manner.
Prepare PowerPoint presentations for Investment and Trust Committees. Prepare Meeting Minutes for both Investment and Trust Committees.
Scheduling appointments and keeping accurate records of meeting information for all Trust and Investment Officers and coordinating the logistics for scheduled meetings.
Record client interactions and notes in the CRM system (FI Works).
Actively participating in the Customer Service First culture and supporting the organization’s values and policies.
Collaborate with internal teams, including loan processors and officers, tellers, operations and IT for customer support.
Provide accurate information to customers and internal teams regarding products and services offered.
Maintain accurate and up-to-date customer records.
Track customer contact history and ensure timely follow-up.
Modify account and client information, including changes to account type (e.g., discretionary to nondiscretionary), account name, customer name, address, and contact details.
Ensure updates are accurately reflected across the trust accounting system, customer contact database, and document management system.
Assist in maintaining the electronic document scanning system, including batch indexing.
Ensure all documents are accurately scanned, well organized, and filed for easy retrieval.
Ensure document retention follows all state and federal regulations, as well as company policies.
Attend and complete required annual training.
Actively participate in community activities and represent the department at events.
Support FOFS and bank-wide initiatives and activities.
Perform other tasks as requested by supervisor or Investment & Trust Officers related to departmental functions.