Coordinator, Wealth Advisory Services, Trust Executive Division, South Bend

Overview

Position Summary Provides high-level administrative support to the WAS Senior Trust Counsel and WAS Group Head, other WAS Estate Settlement staff, and WAS Compliance areas. Responsibilities are generally complex and/or confidential in nature and include basic paralegal support for corporate governance; general corporate and transactional matters; trust and estate settlement, trust administrative, and litigation matters; preparing reports; managing incoming workflow and requests for assistance;

handling internal and third-party information requests; transcribing meeting minutes; and performing essential administrative functions such as preparing correspondence, arranging virtual calls and scheduling meetings for members of the teams.

• Completes a broad variety of critical tasks for members of the WAS Senior Trust Counsel, WAS Estate Settlement, WAS Compliance, and WAS Group Head Executive teams, including reviews of trust agreements, powers of attorney, court filings, estate matters, guardian ships, and other legal documents under the direction of the WAS Senior Trust Counsel; manages active appointment calendars; composes and prepares confidential correspondence;
  
  assists in revising and tracking versions of standard legal documents and policies; tracks legal invoices; and compiles documents for meetings.
• Performs on-line research on legal, compliance or other issues as requested by WAS Senior Trust Counsel; plans, coordinates and ensures department member schedules are followed and respected; serves as a “gatekeeper” for access to members of the designated areas of WAS.
• Organizes and expedites workflow through the office; handles incoming telephone calls, relays messages, answers questions and inquiries, and provides information when department members are not available.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for members of the respective designated areas of WAS, some of which will have material organizational impact.
• Prepares board meeting materials for specific Board of Director and WAS Committee meetings (Trust and Investment Committee and WAS Officer Trust Committee); prepares minutes and related reports; responsible for retention of minutes and board-related documents.
• Assists with regulatory examinations of the Bank, internal audits and other compliance-related duties performed by WAS Senior Trust Counsel and WAS Compliance.
• Reviews all incoming legal invoices, determines charge center, distributes for initial approvals, then follows up with WAS Senior Trust Counsel, WAS Group Head, Deputy General Counsel or General Counsel's approval before routing to Accounts Payable.
• Regular and predictable attendance is an essential requirement of the position.
• Responsible for the completion of all legal and compliance training related to the position.
• Must understand all applicable laws and regulations that apply to the position and comply with the requirements.

Performs all other duties as assigned.

• Five (5) years’ experience as an executive or administrative assistant, in an in-house legal department or a compliance department, or equivalent experience in a related field preferred.
• Professional demeanor and the ability to exercise diplomacy required.
• Good PC skills—proficiency in Microsoft Word, PowerPoint and Excel essential.
• Ability and desire to master various legal and business software applications as needed.
• Self-starter, good organization.
• Ability to protect the confidentiality/privacy of others as appropriate, as well as of company documents and records.
• Ability to handle multiple tasks in a fast-paced environment.
• Ability to meet specific deadlines.
• Good written and verbal communication skills.
• High degree of attention to detail.

College Degree Preferred But Not Required.

Paralegal Certificate is preferred but not required.

Minimal or occasional travel for meetings, projects or training as needed.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions. While performing the duties of this job, the employee is required to sit, stand and walk; use hands and fingers to operate keyboard and other office equipment;

reach with hands and arms; and talk or hear. The employee is occasionally required to stoop or kneel. The employee may occasionally lift and/or move up to 10 pounds.

MS Office PC, fax, phone and standard office equipment.