Trust Administrative Assistant

Legacy Trust Company, N.A.; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Legacy Trust Company, N.A. is seeking a proactive Trust Administrative Assistant to support our Trust team serving ultra-high net worth families and private foundations.

The role spans client service, account administration, and payment coordination with a strong emphasis on accuracy and discretion. Collaborating with Trust Officers, you will open/close client accounts, prepare meeting materials, manage bill payments, and coordinate quarterly distributions.

Qualifications

• Minimum 5 years of administrative assistant experience supporting a professional team.
• High school diploma or equivalent required.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; QuickBooks a plus.
• Experience supporting ultra-high net worth clients or in a trust/family office environment preferred.

Responsibilities

• Maintain professional, frequent client communication and coordinate requests with the Trust Officer.
• Open and close client accounts, ensuring documentation, approvals, and processes are complete.
• Prepare materials for client and internal meetings.
• Manage client bill pay and related financial transactions; coordinate quarterly distributions with the Trust Officer.
• Coordinate client tax payments and related documentation with CPAs and the internal Tax department; track tax packages.
• Assist Trust Officers with maintaining accurate client updates within internal systems and reporting.

Skills

Client service

Communication

Organization

Time management

Discretion

Education

High school diploma

Tools

Microsoft Word

Excel

Outlook

PowerPoint

QuickBooks

Job description

Legacy Trust Company is seeking a proactive and detail-oriented Trust Administrative Assistant to support our Trust team in serving ultra-high net worth families and private foundations. This role carries broad responsibility across client service, account administration, and payment coordination, requiring strong organizational skills, clear communication, and sound professional judgment.

The Role

The Trust Administrative Assistant works closely with our Trust Officers to ensure clients receive timely, accurate, and attentive service. Behind every client request, a bill paid, a distribution processed, a question answered, is a relationship built on trust, and this role exists to keep that relationship running smoothly. Success requires the ability to manage multiple deadlines with precision, communicate warmly and professionally, and anticipate what clients and colleagues need before they ask. This is a high-touch, collaborative role suited to someone who takes genuine pride in supporting both clients and teammates.

Responsibilities

Client Service & Communication

• Maintain frequent and professional communication with clients, responding to inquiries and coordinating requests with the Trust Officer
• Responsible for opening and closing client accounts, ensuring all required documentation, approvals, and processes are completed
• Prepare materials and information for client and internal meetings

Payments & Distributions

• Manage client bill pay and related financial transactions
• Process and coordinate client quarterly distributions in collaboration with the Trust Officer

Tax Coordination

• Coordinate client tax payments and related documentation with CPAs and the internal Tax department
• Prepare, collect, and track tax packages and required tax documentation in coordination with the internal Tax department
• Coordinate with third-party vendors to facilitate client needs and services
• Assist Trust Officers with maintaining accurate and timely client updates within internal systems and reporting

Technical Expertise

• Client Bill Pay and Financial Transaction Processing
• Client Account Opening and Closing Administration

  Who You Are

  • Relationship-oriented, with a genuine people-first approach to clients and colleagues alike
  • Strong attention to detail with the ability to manage multiple deadlines calmly and precisely
  • A clear and warm communicator, in writing and in conversation
  • Proactive by nature, checking in rather than waiting to be asked
  • Discreet and thoughtful in handling sensitive and confidential information
  • Takes pride in careful, high-quality work
  • Committed to being part of a team that genuinely cares about clients and colleagues alike

  Qualifications

  • At least 5 years of administrative assistant experience supporting a team of professionals strongly preferred
  • High school diploma or equivalent required
  • Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint required; QuickBooks experience a plus
  • Experience supporting ultra-high net worth clients or in a trust/family office environment preferred

  Company Background

  As a nationally chartered trust company, Legacy Trust is a boutique firm that has been serving ultra-high net worth families and foundations since 1984. Utilizing the three core pillars of asset diversification, effective estate planning, and education, our team of experienced trust, family office, and investment professionals creates custom strategies to align with a family’s financial and non-financial needs.