JOB SUMMARY: Santa Barbara Fiduciary is looking for a dedicated, driven, and results oriented professional with an understanding of estate, financial, and tax planning strategies to join our team. The successful candidate will work closely with the licensed fiduciary to help our clients assess, plan, implement, and monitor their financial, legal and personal care needs and ensure exceptional support for our clients and clients' other advisors (e.g., CPAs, attorneys). This position is for a highly organized, detail oriented professional with financial and/or legal planning experience with a solid understanding of the tenets of personal finance and estate planning. Candidate should either have 5-7 years experience in an estate planning or financial advisor office/setting. The ideal candidate would show potential for future growth within the company.
Full-time (minimum of 30-hrs week if contract work); Remote Okay
Duties & Responsibilities
Client Services
- Assist licensed fiduciary with coordinating, implementing, and monitoring the estate and financial plan created by Client and their attorneys, tax, and financial advisors.
- Obtain, review, and document pertinent information re estate planning documents.
- Assist fiduciary with inventory and valuation of trust and non-trust assets and liabilities
- Track missing information, resolve data discrepancies & document/maintain pertinent file notes.
- Rendering and or managing other trust and/or estate administration services which may be related to insurance, property, taxes, & medical matters.
- Assist with QuickBooks data entry, accounts payable, & general accounting support/tasks.
- Complete various forms (account set-up, transfers, consolidations, distributions, etc.).
- Perform research and complete special projects as assigned.
- Proactively assess the financial, legal, and health care circumstances, needs, and objectives of client.
- Alert fiduciary to clients' issues, challenges, and potential problems .
- Communication with Client's professional team (including banks/ attorneys/accountants/brokers/ and other professionals), as necessary.
- Document management, including scanning, file naming/standardization, and maintain organization and accuracy of digital files.
Administrative/Internal
- Manage incoming leads/prospect screening, preparation of engagement letters, and intake/on-boarding processes.
- CRM including maintain client data in Salesforce and assist with transition of data as needed into SalesForce
- Assist with time management & recording, including timesheet management, invoice preparation, and processing (spreadsheets + Sage Timeslips)
- Scheduling of appointments and management of fiduciary's calendar in a fast-paced environment
- Draft letters and documents for fiduciary, editing and proofreading all written material for accuracy and format
- Support internal priorities by tracking progress and managing deadlines
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 both Mac OS and Windows OS
- IT & systems management proficiency
- Minimum of 5-years experience in high-level executive assistant, finance, accounting or business position (Required)
ESSENTIAL WORK SKILLS/KNOWLEDGE:
- The ability to work under pressure, meet deadlines and multi-task in a fast-paced environment
- Exceptional attention to detail in all facets of the job
- Excellent organization and time management skills
- Ability to follow complex instructions
- Strong analytical and problem-solving skills
- Strong verbal and written communication
- Experience with iWork and Microsoft Office
- Ability to ask for/take feedback on work and apply changes as necessary
Other Information
- General Work Hours 9:00AM – 5:00PM PST, Monday through Friday
What We Offer
- Competitive pay DOE
- 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 consider. Please do not submit an application if you do not meet the position requirements and/or are not willing/able to take an assessment (see next bullet point) within 24-hrs.
- 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. This is not the brief Indeed assessment.
- 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.