Estate Settlement Associate - Kalamazoo, MI

SUMMARY: Responsible for supporting the administration of trust and estate settlement relationships while developing the technical, fiduciary, tax, and client service expertise necessary to progress into an Estate Settlement Officer role. Partners closely with Estate Settlement Officers to administer estates and trusts, coordinate estate settlement activities, and provide exceptional service to beneficiaries, clients, internal partners, and outside advisors.

The Estate Settlement Associate manages assigned responsibilities with increasing independence, exercises sound judgment in day-to-day administration matters, and develops expertise in fiduciary administration, estate settlement, tax reporting, asset collection, beneficiary communication, and relationship management. This position serves as a key contributor to the Estate Settlement Team and is expected to continuously expand technical knowledge, identify process improvement opportunities, and assume increasing ownership of estate settlement relationships and responsibilities.

Principal Accountabilities:

FIDUCIARY EXCELLENCE:

• Administer assigned estate settlement accounts and responsibilities under the supervision of an Estate Settlement Officer while progressively assuming greater ownership and complexity.

• Oversee valuation, transfer, and liquidation of estate assets, including financial assets, retirement accounts, real estate, business interests, and other non-traditional assets.

• Prepare and/or process account transactions, distributions, fee calculations, and fiduciary documentation in accordance with governing documents, internal policies, and fiduciary standards.

• Coordinate with attorneys, accountants, appraisers, financial institutions, insurance companies, and other professional partners to facilitate estate administration.

• Develop working knowledge of fiduciary principles, trust and estate administration, estate planning concepts, and tax reporting requirements.

• Assist with the preparation, review, and coordination of fiduciary income tax returns, estate tax returns, and related tax reporting.

• Identify fiduciary, legal, tax, operational, and relationship risks and elevate concerns to the appropriate Estate Settlement Officer or team leadership.

• Prepare and ensure completion of documentation necessary to meet policy requirements including prep for monthly Trust Committee Meetings.

CLIENT SERVICE:

• Serve as a primary point of contact for assigned beneficiaries, advisors, and internal partners regarding estate administration matters.

• Build trusted relationships with beneficiaries, clients, and advisors through responsive service, empathy, professionalism, and consistent follow-through.

• Prepare and coordinate correspondence, account documentation, and beneficiary communications to support the administration of estates and trusts.

• Utilize independent judgment to research and resolve routine administrative matters while appropriately escalating complex fiduciary, tax, legal, or relationship issues.

• Preparation and coordination of business letters and various forms of written communications to beneficiaries and outside advisors.

SUPPORT GREENLEAF TEAM MEMBERS:

• Provide general support (“back-up”) for any appropriate position or function within Estate Settlement.

• Attend all trainings required of Trust Relationship Officers, and Trust Relationship Associates.

• Attend Trust Committee and all other meetings as assigned.

• Actively participate in event-driven marketing events.

• Track client communications in CRM system, update and maintain electronic files.

• Identify opportunities for process improvement and innovation.

• Participate as an impactful member of assigned workgroups and projects as assigned.

• All other duties as assigned.

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 expected.

POSITION SPECIFICATIONS:

MINIMUM EDUCATION/EXPERIENCE REQUIRED:

• Bachelor’s degree or higher and minimum 3 years experience in estate settlement/planning, trust administration, and customer service, or equivalent education and experience.

• Experience with client support/wealth management/trust administration.

• Paralegal Certificate, CTFA designation, or equivalent education in trust, estate, fiduciary, or legal administration preferred. Commitment to ongoing professional development expected.

TALENTS, KNOWLEDGE, SKILLS, ABILITIES:

• Ability to work effectively in both a team environment and independently

• Motivated, pro-active, self-starter, reliable

• Excellent organizational skills, able to multi-task, prioritize and manage workflow efficiently

• Excellent verbal and written communication skills

• Proven commitment to excellent client service standards

• Knowledge of estate planning, estate settlement, IRA and tax rules

• Proficient with MS Office Suite

• Community minded

• Ability to learn in a fast-paced environment, both audibly and visually

• Open minded-attentive and empathetic listener

• Keen attention to detail

• Assertive yet flexible

• Analytical skills

• Patient, honest and positive

• CRM software knowledge

EQUIPMENT USED:

• Standard office equipment – computer, phone, laptop, cell phone

PHYSICAL REQUIREMENTS:

• Light lifting

• Long periods of sitting/standing

WORKING CONDITIONS:

• Normal office environment that is well lit, properly ventilated and handicap accessible.

CONTACTS:

• Beneficiaries

• Attorneys

• Tax Advisors

• Investment Advisors

• Trust Committee Members

• Clients

• Perspective Clients

• Regular contact with most areas of the company

OTHER:

▪ The position would require full day or overnight travel, approximately 15% of time, to facilitate estate settlement. This travel may include travel outside of Michigan.