Trust Relationship Associate - Bay Harbor

WHO WE ARE

At Greenleaf Trust, our teams are dedicated to providing the highest level of comprehensive wealth management services, trust administration and retirement plan services. We adhere to the highest standards of fiduciary excellence while providing customized solutions and highly personal service to our clients.

SUMMARY

The Trust Relationship Associate (TRA) role is a structured, multi-year development program designed to prepare individuals for the Trust Relationship Officer position. This journey begins with comprehensive training in the Team Service Coordinator role, ensuring mastery of systems and processes, before progressing to specialized Trust Relationship Officer training. Along the way, TRAs actively support the team, gaining hands-on experience in all facets of both roles to build a strong foundation for their future.

YOUR ROLE IN SERVING OUR CLIENTS AND ASSISTING DIVISIONS INCLUDES:

Reception, Office Coordination, and Support:

• Ensure smooth office operations by providing general support and professional, timely phone coverage, using independent judgment to handle client inquiries within company guidelines.
• Welcome visitors warmly, assess their needs, and create a positive first impression.
• Plan and prepare accommodations for guests and meetings, maintaining organized, well-equipped conference rooms.
• Assemble and distribute documents, presentations, and meeting materials as needed.
• Facilitate ordering, setup, and cleanup for team and client lunches.
• Manage office and kitchen supplies to maintain readiness and efficiency.
• Serve as a local liaison for HR and Marketing on initiatives such as employee gifting, parking, advertising, Salesforce campaigns, event planning, and community affairs.
• Maintain the Bay Harbor Office Calendar, coordinating events, meetings, and building usage.
• Provide cross-functional support to Personal Trust and other departments as needed.
• Perform effectively under high volume and traffic, maintaining a positive and professional demeanor.

Client Care:

• Master Team Service Coordinator tasks, including administrative support for the Client Centric Team, transaction processing, prospect-to-client transitions, business communication, documentation management, and marketing/event assistance.
• Support Senior Trust Relationship Officers in administering various account types.
• Develop expertise in eMoney to create visual estate plan depictions, gather client data (e.g., beneficiary designations, ownership, cost basis, real estate taxes, insurance premiums), and ensure accurate records.
• Assist in preparing new wealth management plans and help clients understand their estate plan terms.
• Prepare and assemble materials for client meetings.
• Under Senior Trust Relationship Officer guidance:
  • Deliver proactive, high-touch client service.
  • Assist clients in defining needs and goals.
  • Coordinate planning efforts with outside advisors on behalf of clients.

Support Greenleaf Trust Team Members:

• Provide expertise and support to team members as needed.
• Collaborate with the Client Centric Team to address client needs effectively.
• Maintain accurate client communication records in the CRM system.
• Contribute to seminar content development within areas of expertise.
• Identify and drive process improvements, participating actively in workgroups and assigned projects.

Fiduciary Excellence:

• Under the direction of a Senior Trust Relationship Officer:
  • Manage communications, execute transactions, and perform tasks for assigned accounts.
  • Serve as backup administrator for select irrevocable accounts, acting in a fiduciary capacity to manage trusts per governing documents.
  • Ensure all necessary account documentation is complete and on file.
• Attend required meetings and training sessions for Trust Relationship Officers and Team Service Coordinators.
• Build expertise in estate planning, investment management, retirement planning, and tax planning.
• Pursue Certified Trust and Fiduciary Advisor (CTFA) designation, as appropriate

Purposeful Growth:

• Participate in sales/marketing meetings and assist the Marketing Team with execution of events
• Actively engage in the community to promote trust services, generate new opportunities across business lines, and build relationships with clients, prospects, and centers of influence, while assisting new clients in establishing trust accounts.
• All other duties as assigned

DEI COMMITMENT:

Greenleaf Trust is committed to exploring diversity, equity, and inclusion, both within the organization itself, and the communities in which we serve. We continue to seek opportunities to give back and serve, work to ensure our actions are better and more inclusive and to provide opportunities for our team members to uphold the same expectations.

SECURITY RESPONSIBILITIES:

• Employees are required to comply with all information and physical security policies and procedures
• Recurring training on information and physical security policies will be provided throughout your period of employment. Participation in these trainings is required.
• Refer to the Personnel Information Security Guide and the Information Security Policy Manual for further guidance on information security responsibilities and expectations.

WHAT YOU NEED FOR THIS POSITION:

• Bachelor's degree or higher with at least 3 years of experience in estate planning, trust administration, wealth management, and client support, or an equivalent combination of education and experience.