Trust Associate

First Option Bank; Paola (KS); On-site; USD 38,000 - 54,000; Full time

Job summary

First Option Bank is seeking a Trust Associate to provide administrative and client service support for Trust & Investment Officers. You will manage documents, CRM notes, client files, and schedule meetings, ensuring accurate records and timely responses.

Responsibilities include document prep, client communications, account updates, and collaboration with loan processors, tellers, and IT for smooth operations. Monitors deadlines and ensures compliance with policies.

Qualifications

• High school diploma or equivalent.
• Minimum of 2 years of administrative support experience, preferably in financial services.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple tasks and prioritise effectively in a fast-paced environment.
• Professional demeanor and customer service orientation.
• Associate degree or higher preferred.
• Experience using FI Works or similar CRM.
• Familiarity with trust and investment services terminology and processes.
• Prior experience supporting financial advisors, trust officers, or investment professionals.
• Active involvement in community or professional organizations.

Responsibilities

• Prepare new account documents, opening/closing docs, and forms for Trust & Investment Officers.
• Organize and manage client portfolios and related information.
• Batch and index documents into the online file record system.
• Prepare presentations, proposals, and client segmentation materials.
• Coordinate distributions, bill payments, and tax payments.
• Track deadlines related to trust provisions and tax filings.
• Prepare correspondence, reports and basic account summaries.
• Prepare and complete annual account reviews.
• Prepare PowerPoint presentations for Committees and meeting minutes.
• Schedule appointments and record meeting information for officers.
• Record client interactions in the CRM system (FI Works).
• Collaborate with internal teams for customer support.

Skills

Strong organizational skills

Excellent verbal and written comm

Ability to manage multiple tasks

Professional demeanor

Education

High school diploma or equivalent

Associate degree or higher preferred

Tools

Microsoft Office Suite

FI Works

Job description

The Trust Associate provides essential administrative and client service support to the Trust and Investmentteam. This role is responsible for managing documentation, scheduling, CRM updates, and clientcommunications, ensuring smooth operations and a high level of service for both internal staff and externalclients. Supporting officers in day to day administration of trust, estate, agency and fiduciary accounts.Maintain accurate trust records and client files in accordance with regulatory and company standards andmonitor account activity for accuracy and compliance.

Job Duties:

Administrative & Operational Support

• Prepare new account documents, operational forms, account opening and closing documents, and other documentation requests for Trust & Investment Officers.
• Organize and manage client portfolios and related information.
• Batch and index documents into the online file record system.
• Prepare presentations, proposals, and client segmentation materials for meetings.
• Coordinate distributions, bill payments, and tax payments.
• Track deadlines related to trust provisions, tax filings, and other requirements.
• Prepare correspondence, reports and basic account summaries.
• Prepare and complete annual account reviews. Ensure all reviews are complete in a timely manner.
• Prepare PowerPoint presentations for Investment and Trust Committees. Prepare Meeting Minutes forboth Investment and Trust Committees.

Client Service & Communication

• Scheduling appointments and keeping accurate records of meeting information for all Trust and Investment Officers and coordinating the logistics for scheduled meetings.
• Record client interactions and notes in the CRM system (FI Works).
• Actively participating in the Customer Service First culture and supporting the organization’s values and policies.
• Collaborate with internal teams, including loan processors and officers, tellers, operations and IT for customer support.
• Provide accurate information to customers and internal teams regarding products and services offered.

CRM & Data Management

• Maintain accurate and up-to-date customer records.
• Track customer contact history and ensure timely follow-up.

Account & Client Information Updates

• Modify account and client information, including changes to account type (e.g., discretionary to nondiscretionary), account name, customer name, address, and contact details.
• Ensure updates are accurately reflected across the trust accounting system, customer contactdatabase, and document management system.

Document Management

• Assist in maintaining the electronic document scanning system, including batch indexing.
• Ensure all documents are accurately scanned, well organized, and filed for easy retrieval.
• Ensure document retention follows all state and federal regulations, as well as company policies.

Team & Community Engagement

• Attend and complete required annual training.
• Actively participate in community activities and represent the department at events.
• Support FOFS and bank-wide initiatives and activities.
• Perform other tasks as requested by supervisor or Investment & Trust Officers related to departmentalfunctions.

Skill Requirements:

Required:

• High school diploma or equivalent
• Minimum of 2 years of experience in administrative support, preferably in financial services, banking, orwealth management.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Professional demeanor and customer service orientation.

Preferred:

• Associate degree or higher preferred.
• Experience using CRM systems, especially FI Works or similar platforms.
• Familiarity with trust and investment services terminology and processes.
• Prior experience supporting financial advisors, trust officers, or investment professionals.
• Active involvement in community or professional organizations.

Physical Demands:

While performing the duties of this job, the employee is required to communicate effectively, verbally with others in person and on the telephone, sit, stand, walk, and use hands to finger and handle keyboard, telephone, paper, files, and other equipment and objects. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 40 pounds. This position requires the ability to review detailed documents and read computer screens. Limited travel will be required for attending training which is located off bank grounds.

Work Environment:

The work environment requires appropriate interaction with others. The noise level in the work environment is usually moderate.

Work Days/Hours:

Monday-Friday

8 am to 5 pm