Trust Administrator

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Rubin Rudman is seeking a self-motivated, experienced Trust Administrator to assist the attorneys in the Trusts and Estates Department with the administration of their trusts. The Trust Administrator will handle all aspects of trust administration, including servicing clients, trustees and beneficiaries, while maintaining positive contact with attorneys and staff and observe confidentiality of client and firm matters.

 

Responsibilities
  • Responsible for administration and oversight of various types of trusts, including but not limited to Revocable and Irrevocable Trusts, GST Trusts Charitable Foundations, Insurance Trusts, Special Needs Trusts.
  • Prepare formal and informal accountings for filing with the courts and/or presentation to beneficiaries.
  • Process statements and receipts for trust accounts.
  • Oversee various types of trust accounts and manage distributions to beneficiaries, bill pay, trustee fees, tax payments and work with advisors to maintain cash balances.
  • Address client inquiries in a timely and effective manner.
  • Gather information and tax forms needed for fiduciary income tax preparation and work with outside accountants to provide necessary information to complete tax returns as well as track tax filing deadlines and ensure all filings are timely.
  • Open new trust accounts with various custodians, including coordinating account openings with assigned investment advisors, obtaining EINs, notifying accountants, overseeing transfer of assets and/or initial funding.
  • Close trust accounts when required to distribute or assets exhausted and ensure reserves are kept and final tax returns coordinated.
  • Draft, read, and interpret legal and estate planning documents, including but not limited to, wills, trusts, trustee appointments, trustee acceptances and trustee resignations.
  • Be a reliable, responsive, confident resource to attorneys, fiduciaries and beneficiaries throughout the trust administration process.
  • Handle special projects or additional responsibilities as assigned from time to time by the attorneys in the Department.
  • Communicate with trust beneficiaries regarding distributions. Attend annual trust administration meetings.
  • Record billable time daily; review and edit prebills monthly and pay finalized invoices from managed funds, if applicable.
  • Organize, scan, copy, and fax legal documents in a timely manner.
  • Update and organize electronic and physical files for easy access.

 

Qualifications
  • Bachelor’s degree or equivalent knowledge and experience required.
  • A minimum of five years of experience in trust administration, preferably in a law firm, bank or corporate trustee firm.
  • Experience with fiduciary income tax returns for estates and trusts preferable, but not required.
  • Proficient in Microsoft Word, Excel, Outlook, EVP and trust administration software.
  • Excellent project management skills, including well-organized, diligent at follow-up, self-directed follow-through, and able to effectively manage multiple projects simultaneously.
  • Excellent written and verbal communication.
  • Professional attitude, reliable, strong work ethic and ability to demonstrate impeccable integrity in personal and fiduciary matters.
  • Experience working directly with high net worth clients and their outside advisors (attorneys, accountants, financial advisors, life insurance agents).
  • Ability to work independently as well as in a team environment, including the ability to build collaborative working relationships with other paralegals, attorneys and staff.

 

Compensation

The firm’s expected salary range for this position is $75,000 – 130,000 annually. Actual salary will be determined based on education, experience, internal equity, and other job-related factors, consistent with applicable law.

 

The firm offers benefits including comprehensive health, vision, and dental insurance, life and disability insurance, 401(k) retirement savings, and paid time off and holidays.

 

Location

This full-time hybrid role is based in our Boston office at 53 State Street.

 

Why Rubin Rudman

With nearly 100 attorneys and more than 70 business professionals, we’re growing with intention—attracting smart, driven people who value teamwork and the freedom to serve clients their way. You’ll find opportunities for innovation and growth—no matter your title—backed by competitive compensation, comprehensive benefits, and a culture where people truly have your back.

 

This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time. This position is a non-exempt role and work occasionally requires more than 35 hours per week to perform the essential duties of the position.

 

Qualified applicants must be able to complete essential duties and responsibilities with or without reasonable accommodation(s).

 

Rubin Rudman is an equal opportunity employer. All applicants will be considered for employment without attention to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.