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Estate Assistant in Trusts and Estates, Legal/Wealth Management/ Family Office Services, Boston/ Hybrid (3 days in office)

About the Company: prestigious top firm, servicing high net worth and ultra high net worth individuals and families with trust services and management of estate finances. Stable and professional larger setting with approx. 500 employees in gorgeous Boston office. Hours are choice of 8-4 or 9-5.

What you'll do: As an integral member of the Estate Team, you will provide dedicated administrative and operational support to three Estate Advisors, ensuring the seamless administration of client estates and trusts. Your responsibilities will encompass a broad range of activities, including:

• Estate Administration Support: Proactively assist Estate Advisors in navigating the complexities of estate administration, adhering to governing documents and facilitating Trustee decisions.
• Client & Stakeholder Liaison: Serve as a key point of contact, expertly handling both routine and complex inquiries from clients, Trustees, legal counsel, and internal stakeholders with professionalism and efficiency. This includes managing communications, scheduling, and coordinating information flow.
• Document Management & Preparation: Take ownership of drafting, editing, and refining essential estate-related documents such as correspondence, memos, organizational charts, and spreadsheets. Maintain meticulous electronic client files in accordance with firm standards.
• Operational Efficiency: Manage daily office operations for assigned advisors, including processing mail, managing phone communications, and maintaining organized workflows.
• Meeting & Event Coordination: Skillfully coordinate internal and external client meetings, managing logistics such as room reservations and visitor arrangements.
• Estate Tax & Probate Support: Provide crucial assistance with the preparation and filing of estate tax returns, including document compilation and tracking. Support routine probate court filings and maintain a proactive system for monitoring court dockets.
• Resource Management: Efficiently manage and update estate inventory records. Retrieve and manage documents stored offsite as needed.
• Team Collaboration & Support: Provide backup and overflow support to other members of the Estate Team, demonstrating flexibility and a willingness to contribute to overall team success.

About you: You are a highly organized and proactive administrative professional with a strong foundation in estate administration and a passion for providing exceptional support. You thrive in a fast-paced environment, possess exceptional communication and interpersonal skills, and are adept at managing multiple priorities with meticulous attention to detail. Ideally, you will bring:

• A Bachelor's degree.
• 2-5 years of proven administrative support experience within the field of Estate Administration.
• Demonstrated success in managing projects and tasks involving multiple stakeholders, consistently meeting deadlines.
• A proven ability to effectively support and communicate with multiple supervisors, keeping them informed and engaged.
• Exceptional organizational and time-management skills, with the capacity to work independently and prioritize effectively.
• Superior written and verbal communication abilities, with a professional and polished demeanor.
• Advanced proficiency in Microsoft Excel and a strong working knowledge of the broader MS Office Suite. You are also a quick learner with new technology and applications.
• A collaborative and adaptable work style, with the ability to build rapport and work effectively with diverse personalities and expectations.
• A proactive approach to your work, demonstrating initiative, sound judgment, and a commitment to continuous learning within the estate administration field.
• NOTE: Per client requirements, only candidates with directly relevant experience will be considered- must have experience either within a legal setting in trusts and/ or estates (as a Coordinaor, Assistant, or Paralegal), or a wealth management or family office services setting handling financial operations,