Executive Assistant - Estate Administration
Job Type: Part-time (local, in-office)
Santa Barbara Fiduciary is seeking a high-level executive assistant to join our estate plan administration team. This is a PART-TIME (M-F 10AM - 2PM) position that provides the opportunity to learn about estate planning, which includes components of banking, trust and estate law, and asset management.
Hig-level executive assistant experience is required, however, no prior knowledge of estate or trust administration is required. A professional demeanor with interpersonal communication skills and the ability to maintain strict confidentiality is a must. You would work as part of a team, assisting with the administration of various trust accounts. The ideal candidate would show potential for future growth within the company.
Primary Job Duties and Responsibilities
INTERNAL
- Schedule appointments and maintain Fiduciary's calendar
- Assist with management of office files by sorting, organizing, scanning files and filing (electronically & hard copies)
- Assist with licenses and certification renewals and similar items
- Assist with social media marketing, as applicable/requested
- Assist with time management & recording, including timesheet management, invoice preparation and processing
CLIENT SIDE
- Complete various forms (Account set-up, transfers, consolidations, distributions, etc.)
- Respond to existing and new inquiries timely and thoughtfully
- Perform research and complete special projects as assigned
- Track missing information, resolve data discrepancies & document/maintain pertinent file notes
- Help with annual account reviews
- Accounts payable
- Assist with clerical aspects of personal and fiduciary tax preparation
- Occasional off-site project assistance (Review beneficiary documents, inventory personal assets, meet with vendors, etc.)
Educational and Other REQUIREMENTS
- Bachelor's degree (Provide unofficial transcript prior to interview)
- Pass basic skills testing (_See details below in _“Our Hiring Process”)
- Pass background check (Upon conditional job offer)
- Proficiency in Mac OS
- IT & systems management proficiency
- Minimum of 5-years experience in high-level executive assistant, finance, accounting or business position
Desired Skills
- Excellent organizational skills
- Superior time management
- Outstanding verbal and written communication
- Strong analytical and problem-solving skills
- Capacity to follow complex instructions
- Exceptional attention to detail in all facets of the job
- Experience with iWork and Microsoft Office
- The ability to work under pressure, meet deadlines and multi-task
- Ability to ask for/take feedback on work and apply changes as necessary
Other Information
- General Work Hours 10:00AM – 2:00PM, Monday through Friday
- Dress Code – Business Attire
What We Offer
- $30 - $45/hr
- Opportunity for growth within the company
- Initial 90-day review with eligibility for a raise and/or bonus during annual review based on job performance.
We will contact you if you are a potential match for the position. No phone calls or emails, please.
OUR HIRING PROCESS
- ONLY applicants that meet all of the above requirements AND are willing/able to take the assessment promptly after submitting application will be considered. PLEASE DO NOT SUBMIT AN APPLICATION IF YOU DO NOT MEET THE POSITION REQUIREMENTS AND/OR ARE NOT WILLING/ABLE TO TAKE THE ASSESSMENT PROMPTLY.
- Selected applicants will be provided a link to a whole-person evaluation/pre-employment assessment, administered by an online third-party._ Assessment is approximately 40-minutes. No interview given during this stage._
- If testing goes well, the applicant will be contacted for a telephone interview and/or an in-person interview (Business attire required at that point).
- Upon conditional job offer, a mandatory background check is run.