Estate Settlement Associate

Description

The Estate Settlement Associate will assist in the daily management of estate settlement matters at Blue Trust by managing documentation, tracking assets and deadlines, coordinating account activity, and assisting with communications. This role plays a critical part in ensuring estates are settled accurately and efficiently while partnering closely with Estate Settlement Advisors and escalating complex or judgment-based issues as needed. Ideal candidates are detail-oriented, highly organized, and team players. 

Principal Accountabilities:

• Provides administration and coordination support to the estate settlement team
• Maintains accurate files, assists with gathering of trust, estate, and asset documentation
• Responsible for certain account matters and duties such as document review, records related to estates, monitoring distributions
• Assists with accounting, Administrative, and Investment reviews
• Monitors correspondence and other items with critical dates such as filings, notices, and tax deadlines
• Obtains Tax Identification Numbers for, and opens, estate/trust accounts
• Coordinates with financial institutions and other professionals to establish date of death values of decedent's assets
• Prepares forms to transfer decedent's assets to respective estate or trust account/name
• Maintains tracking records related to active estates, real property within estates, annual asset reviews, fees, etc.
• Prepares and processes paperwork for client billing, cash movement 
• Assists with compilation and mailing of tax returns for the decedent, the estate, and/or trusts that are a part of the estate 
• Monitors Fidelity Alerts and notifies team when needed
• Participates in one-on-one meetings with Estate Settlement Advisor(s)
• Takes minutes at weekly TEMS meeting
• Identifies quarterly rocks and attends weekly Level 10 meetings
• Approaches work, interactions and relationships in a manner consistent with the Company’s Core Values
• Maintains the highest Compliance standards by adhering to the company's Human Resources guidelines, Compliance policies and procedures, professional designation standards, and industry's regulatory standards to mitigate risk to the company

Requirements

• Strong administrative and organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Ability to work independently while also collaborating effectively within a team
• Strong attention to detail with the ability to identify inconsistencies, missing information, or process gaps 
• Proven experience handling detailed documentation, recordkeeping, and process tracking with a high degree of accuracy
• Experience coordinating calendars, meetings, reports, and communications across internal and external stakeholders
• Comfortable working with confidential, sensitive, or regulated information
• Demonstrated ability to recognize issues that require escalation versus those that can be resolved independently
• Excellent written and verbal communication skills
• Strong sense of accountability and ownership for assigned responsibilities 
• Proficiency in Microsoft Office or comparable business software; ability to learn firm-specific systems quickly

Education, Experience & Skills:  

• Bachelor’s degree preferred
• 3+ years of experience in probate and trust administration or in a high-level administrative, operations, or support role in a professional services environment
• Experience supporting senior professionals or managing complex, multi-step workflows required