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Executive Administrative Assistant
2024-02-13
2024-05-09
Employment Type:
Direct
Category: Administrative
Job Number: 18400
Work Model: #LI-Hybrid
Internal Reference: #LI-MG1
Job Description
Our Downtown trust client company is seeking an Executive Assistant to provide personal wealth Administrative Assistant to support their Estates division. This is a hybrid role that will provide support to one client and the other part will support the trust firm.
Job Responsibilities:
Administrative Job Functions:
EDUCATION, EXPERIENCE & REQUIREMENTS:
• High school diploma or equivalent required, Bachelor degree preferred.
• 5 years of experience working supporting executives and management
• Ability to maintain customer confidence and protect operations by keeping information confidential.
Marketing experience is a plus (help with leasing flyers or investor presentations)
• Superior proficiency in MS Office Suite, including Word, Excel, PowerPoint, Visio, and Outlook required.
• Must have solid working knowledge of office equipment, including copier, binder, fax, and scanner.
• Excellent computer typing skills with a minimum of 70+ wpm.
• Meticulous attention to detail.
• Able to work independently with little or no supervision.
• Able to effectively prioritize multiple tasks in a fast paced environment.
• Must have excellent communication skills, both written and oral.
Job Responsibilities:
- Administering high net worth estates.
- Identify and assemble all information needed to prepare Estate Tax Returns (Form 706).
- Identification of estate assets.
- Communicate with financial institutions regarding decedent's accounts.
- Prepare funding schedules for estates and trusts.
- Coordinate and communicate with attorneys and CPAs for individual estates.
- Work with attorney to complete the probate process.
- Gather and provide information for estate, gift, and income tax returns for individuals and trusts.
- Sorting and disposition of personal files and personal property, sale of real estate, coordination with realtors.
- Coordinate with appraisers and estate sale companies.
- Responsible for moving the estate forward from beginning to end, under supervision of the trust officer.
Administrative Job Functions:
- Talking with insurance companies to determine appropriate policies for high-net-worth clients and their properties, under supervision of the trust officer.
- Ensuring insurance policies are renewed timely and paying premiums.
- Property management such as arranging occasional maintenance calls for plumbers, air conditioning, pest control, etc.
- Visiting properties as needed.
- Coordinate with household staff and ranch staff.
- Ensure payroll for staff is processed.
- Regular visits to local clients to drop off or pick up items, generally within 5 miles of downtown Houston.
- Receive and manage client mail.
- Process accounts payable.
- Communicate with banks on behalf of clients to obtain statements or coordinate client needs for replacement credit card, etc.
- Assist clients with annual birthday and Christmas cash gifts to family members, charitable gifts.
- Coordinating travel and calendar management.
- Prepare appropriate written correspondence to clients by letter and email.
EDUCATION, EXPERIENCE & REQUIREMENTS:
• High school diploma or equivalent required, Bachelor degree preferred.
• 5 years of experience working supporting executives and management
• Ability to maintain customer confidence and protect operations by keeping information confidential.
Marketing experience is a plus (help with leasing flyers or investor presentations)
• Superior proficiency in MS Office Suite, including Word, Excel, PowerPoint, Visio, and Outlook required.
• Must have solid working knowledge of office equipment, including copier, binder, fax, and scanner.
• Excellent computer typing skills with a minimum of 70+ wpm.
• Meticulous attention to detail.
• Able to work independently with little or no supervision.
• Able to effectively prioritize multiple tasks in a fast paced environment.
• Must have excellent communication skills, both written and oral.
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