Operations Executive

Trust Company Family Offices; Toledo (OH); On-site; USD 120,000 - 180,000; Full time

Benefits offered by this job

Health and life insurance

Long-term disability insurance

Paid vacation

Sick days

Holidays

Bonus opportunities

Stock participation opportunities

Job summary

Trust Company Family Offices seeks an experienced Operations Executive to lead back-office operations for trust and wealth management services. The role focuses on accurate portfolio accounting, trade processing, client reporting, and regulatory compliance support.

The executive will manage budgeting, vendor relations, and system enhancements to scale operations. A strong leader with fiduciary operations knowledge is essential.

Qualifications

• Bachelor’s degree in finance, accounting, operational management, business or equivalent is required.
• Strong understanding of fiduciary and investment management operations.
• Excellent written and oral communication; leadership and reporting capabilities.

Responsibilities

• Lead all back-office operations for trust, investment and wealth management services.
• Develop strategies to support growth, efficiency, and controls.
• Oversee trust accounting, distributions, transfers and fee billing.
• Coordinate onboarding/offboarding and client reporting processes.
• Partner with Compliance to maintain internal controls and regulatory readiness.

Skills

Analytical skills

Decision-making

Reporting

Communication

Staff leadership

Microsoft Office

Education

Bachelor's degree in finance, accounting, operational management, business or functional equivalent

Tools

Global WealthES

Fi-Tek platform

Job description

Trust Company Family Offices is seeking an experienced Operations Executive to lead all back-office operations functions of our independent trust company and nominee, utilizing an omnibus model for client asset custody.The position will require the development of a deep understanding of the firm’s primary trust accounting software system, Global WealthES, licensed from and supported by Fi-Tek, LLC.This executive will ensure accurate portfolio accounting, trade processing, client reporting, regulatory compliance support, operational risk management and scalable infrastructure to support business growth.The role serves as a strategic partner to the investment and administration teams, ensuring operational excellence across all wealth management activities.

Key Responsibilities

Operations Leadership

• Lead all operational functions supporting trust, investment and wealth management services.
• Develop and implement operational strategies that support firm growth and scalability.
• Establish and maintain best-in-class operating procedures, controls and workflows.
• Identify opportunities to improve efficiency through process improvement and automation.
• Develop operational strategies that support firm growth, new products/services and changing regulatory requirements.
• Responsible for an annual budget for the operations area.

Trust Operations

• Oversee operational support for trust administration activities.
• Ensure timely and accurate processing of trust distributions, asset transfers and fee billing activities.
• Coordinate administrative workflows related to trust accounts.
• Ensure trust accounting system coding meets business needs, including data points per asset, account and client, as required for client tax reporting.
• Partner with trust administration team to ensure principal and income account system implementation meets business needs.

Investment Operations

• Manage investment operations including cash movements, trading support, DSC, NSCC and FED custodian interaction, corporate actions and reconciliation processes.
• Serve as primary operational liaison with custodians.
• Ensure timely and accurate execution of operational requests supporting portfolio management activities.

Client Service and Account Administration

• Collaborate in account onboarding and offboarding processes.
• Maintain client account records.
• Ensure timely processing of client requests and account maintenance activities.
• Oversee production of client statements, performance reports and operational reporting packages.
• Partner with client service teams to address operational inquiries.

Compliance and Risk Management

• Partner with Compliance Officer to maintain strong internal controls.
• Support regulatory examinations, audits and compliance reviews.
• Responsible for assuring departmental compliance with internal policy and audit procedures, Internal Revenue Service regulations and various governmental regulatory requirements of a nationally chartered bank.
• Monitor operational risk exposures and recommend mitigation strategies.
• Participate in business continuity and disaster recovery planning.
• Oversee operational systems supporting trust and investment functions.
• Evaluate and implement technology solutions to improve efficiency and reporting capabilities.
• Manage relationships with custodians, software providers, and operational vendors, including periodic contract negotiations.
• Coordinate system enhancements, testing, and implementation projects.
• Recruit, develop and retain high-performing operational staff.
• Establish performance expectations and accountability measures.
• Create a culture focused on client service, collaboration, continuous improvement and fiduciary excellence.
• Provide coaching, mentoring and professional development opportunities.

Qualifications

• Bachelor's degree in finance, accounting, operational management, business or functional equivalent.
• Strong understanding of personal and fiduciary income taxation.
• Strong understanding of fiduciary and investment management operations.
• Curiosity about or understanding of trust principal and income accounting.
• Curiosity about or understanding of marketable security types and trade mechanics.
• Curiosity about or understanding of legal entity structures and non-marketable security types.
• Transparent and high-integrity leadership.
• Solid, hands-on-skills including analysis, decision-making and reporting.
• Strong written and oral communication skills and a solid skill base in computing, including the Microsoft application suite.
• Demonstrated ability to oversee and collaborate with staff.

Personal Attributes

• Personable, relationship-oriented, and genuinely interested in clients and colleagues.
• Self-directed, with initiative and consistent follow-through.
• An impeccable attention to detail and ongoing commitment to improving efficiencies.
• Intellectually curious and committed to continuous learning.
• Calm and credible under pressure, with sound judgment and a low-ego approach.
• Comfortable in a smaller, collaborative organization that values flexibility and accountability.

Salary Range and Benefits

• Salary commensurate with experience and credentials.
• Health and life insurance.
• Long-term disability insurance.
• Paid vacation.
• Sick days.
• Holidays.
• Bonus opportunities.
• Stock participation opportunities.

Trust Company Family Offices knows a diverse and inclusive team is best able to manage and coordinate the affairs of families and their individual members as they navigate real-life challenges that deeply impact family wealth, vision, and legacy. Trust Company Family Offices offers a wide range of health, welfare and financial benefits including medical, wellness, dental and vision, 401(k), flexible spending and health savings accounts, life insurance, paid time off and other unique employer-sponsored programs.

For any questions related to this job posting please email [e-mail].