Trust Coordinator

Choate, Hall & Stewart LLP
United States, Massachusetts, Boston
Oct 03, 2025
Job Summary: The Trust Coordinator provides direct administrative support for assigned Trust Advisors and a small subset of Wealth Management Clients. Job Functions: Help to administer a small group of assigned accounts in accordance with their document terms and assist the Trustees with the administrative decisions of those accounts. Assist Trust Advisors, Trustees, Lawyers, and Clients in handling routine and non-routine transactions, including client bill-paying, account maintenance, scheduling, and payment of domestic household help, insurance matters, gifting programs, and other tasks as directed. Respond to various internal and external client requests and inquiries. Screen and direct telephone calls and client inquiries to appropriate parties. Coordinate e-mail and voicemail messages to Trust Advisor specifications. Maintain and track special client email boxes. Create, draft, edit, and revise letters, memorandums, charts, family trees, and documents utilizing sample templates. Process incoming and outgoing mail throughout the day and respond immediately to time-sensitive mail. Coordinate and schedule internal and external client meetings, including but not limited to reserving conference rooms, registering visitors to the building, etc. Assist with document production including letters, memorandums, charts, family trees and spreadsheets. Maintain electronic filing system to department standards, including filing all client communications and documents on a regular basis. Assist with vacation and overflow coverage as needed for the Trust Advisor and Trust Coordinator team by handling routine and non-routine administrative tasks at the direction of the Trust Advisors. Assist with special projects, including, but not limited to the administration of grant programs for client foundations, large mailings for family funds, and research projects. May perform additional duties as requested. Essential Competencies: Work proactively with others to support efforts within a department or function of the Firm. Organize and prioritize assignments and contribute to the department's ability to meet or exceed goals and standards. Maintain current knowledge of trends and developments affecting the area of specialization. Use innovative thinking and exercise sound judgment to achieve results. Escalates matters when appropriate. Qualifications: Bachelor's Degree required. 3-5 years' experience in a financial services setting required. Estate and trust experience is a plus. Experience in managing projects and tasks with multiple stakeholders to a successful conclusion under inflexible deadlines. Demonstrated ability to work well with multiple supervisors while keeping them informed and involved. Demonstrated ability to organize work and set priorities to meet deadlines while working independently. Superior verbal and written communication skills. Professional demeanor and presentation consistent with a professional office environment. Strong Excel skills and a proficient user of all other MS Office Suite products. Adaptability to learn and become expert in new applications with limited formal training. Strong ability to work well with a wide range of personalities and expectations.