Trust Administrative Assistant (Client Service Associate)

Why We Exist
At The Trust Company of Tennessee, we believe everyone can live confidently and reach their financial goals. Would you like to be part of a team that works with individuals, families, businesses, and foundations to identify what success looks like and formulate a plan to get there? Come join our team of Wealth Management, Trust, Estate Administration, and Corporate Retirement Plan professionals who proudly help clients achieve their dreams.

Core Purpose
The Trust Administrative Assistant will assist Trust Officer(s) with the daily administration of trust accounts, including processing transactions, managing account operations, and ensuring compliance with regulatory standards. The Trust Specialist will also provide essential support by reviewing documents and communicating with clients to deliver a seamless experience.

Inclusion Statement

The Trust Company strives to continuously develop our company-wide identity to ensure people feel comfortable, safe, and valued through open, proactive communication. Our goal in doing so is to allow individuals to be heard, accepted, and celebrated for their differences.

Responsibilities
▪Shows a commitment to The Trust Company’s Mission, Core Values, and Client Promise.
▪Processes transactions, ensuring accuracy for incoming and outgoing payments to clients and beneficiaries.
▪Opens new trust accounts and processes updates to existing accounts by completing IPSs, discretionary forms, and maintaining accurate records in line with trust agreements.
▪Monitors and manages discretionary distributions and Investment Policy Statement, ensuring compliance with trust terms and to establish a guideline for managing trust assets.
▪Assists with the completion of fiduciary reviews to ensure Reg 9 compliance.
▪Collaborates with Trust Officer(s) to maintain accurate trust agreements by conducting regular audits and ensuring compliance with the terms of the trust, legal regulations, and internal processes and policies.
▪Drafts and mails client communications including letters and notices and assists with mail merger projects.
▪Assists in explaining bank statements, trust activity, and documents to clients and beneficiaries providing timely updates and responses to client inquiries maintaining clear communication.
▪Creates and maintains spreadsheets to track client transactions and trust activities ensuring all account activities are recorded accurately and in compliance with trust agreements and legal standards.
▪Partners with the Unique Assets Group and vendors to address maintenance needs, process payments, and ensure upkeep of trust owned property.
▪Supports Trust Officer(s) with research in preparation for client meetings and updating relevant legal and financial documents. Prepares reports, correspondence, and documents for client, prospect, and COI meetings.
▪Actively participates in internal meetings providing updates on recent client servicing requests, resolution of documentation exceptions, and breaks in service causing client impact.
▪Serves as a secondary point of contact for clients when client service team members are out of the office.
▪Maintains and builds trusted relationships with clients of assigned Client Service Team.
▪Proactively manages team members to ensure follow-up letters and other tasks are being completed timely.
▪Participates in ongoing learning and development to enhance support of TTC’s business.
▪Proactively resolves client issues and concerns.
▪Other duties as assigned.

Qualifications
▪Associate degree in Business, Finance, Law, or related field preferred
▪Basic investment and credit knowledge
▪Strong understanding of legal processes and experience with trust documents is a plus
▪Experience in general office work, accounting, and administrative duties
▪Strong interpersonal skills
▪Strong customer service skills
▪Ability to organize and prioritize multiple tasks effectively and independently to meet deadlines
▪Comfort with learning new systems and tools quickly
▪Proficiency in Microsoft Excel, Word, and internal banking/legal software