Trust Executive Assistant

First State Bank & Trust; United States; On-site; USD 42,000 - 56,000; Full time

Job summary

First State Bank & Trust in the United States seeks a careful Trust Department Support specialist. You will handle confidential client information, answer calls, greet visitors, and assist with document processing and tax forms. The role requires accuracy, organization, and teamwork to support Trust Officers.

You will maintain filing systems, process deposits and account changes, and help prepare committee reports and client communications. A professional, client-focused approach is essential.

Qualifications

• High level of confidentiality and attention to detail.
• Able to work under pressure and meet deadlines.
• Excellent oral and written communication.
• Willingness to learn trust operations.

Responsibilities

• Answer phones quickly and professionally.
• Greet customers in person and direct to the right staff.
• Scan/archive files and assist with tax forms during tax season.
• Open accounts and process deposits as directed by Officers.
• Prepare and distribute monthly reports and correspondence.

Skills

Organizational skills

Attention to detail

Multi-tasking

Customer service

Oral and written communication

Team player

Confidentiality

Tools

Office 365

Excel

Microsoft Word

Job description

Type of Position: Full time; Hours 8:00 AM - 5:00 PM M-F; Occasional evening/weekend work may be required – Some travel may be requiredGeneral SummaryThis position requires a high level of confidentiality and attention to detail. Must not share any information regarding clients with anyone in family, friends, spouse, public, etc. Maintain excellent customer service by phone and in person. Be a team player with all members of the Trust Department. Must be detailed oriented. Accuracy, attendance and professionalism are of utmost importance. Become proficient in the aspects of Trust Operations to work efficiently within the Department.Essential Duties and Responsibilities:Answer phones quickly using proper and professional phone etiquette. Greeting customers in person, making them feel welcome and directing them to the appropriate personnel.Office duties such as scanning/archiving file documents, assisting with distributing tax forms to clients during tax season, making appointments for Trust Officers, creating/distributing correspondence with employees and clients.Maintain Maui check system, federal, state and foreign withholding, processing direct deposit distributions, printing and posting checks, changing or correcting descriptions, setting up name and address records, etc. Open accounts, apply for EINs as needed, and close accounts by Officers’ instructions.Pick up mail from the Post Office and sort appropriately for the Bank and Trust Department. Open Trust Department mail, process and distribute to the appropriate Trust staff. Process and distribute mail sent to the Accounts Payable email.Prepare monthly Trust Committee Board reports, account reviews and monitoring and mailing Investment Directives.Distribute quarterly Trust Topics to Trust clients and potential clients while keeping the mailing list up to date.Yearly electronic land posting with North Dakota Fish & Game.Willing to accept other duties as assigned.*Job descriptions and work assignments are subject to change as business needs and conditions require. Supervisors may assign job duties and tasks not listed in description at any time. Department Heads and members of the Management Team may also make additional job assignments. First State Bank & Trust is an equal opportunity employer.Knowledge, Skills and Abilities Required:Organization skills, ability to multi-task and possess attention to detail to curtail errors. Must be able to work under pressure and meet deadlines with multiple interruptions.Good oral and written communication skills, ability to learn quickly and to work as a team player and enjoy working with people.Proficient with computer/ten key skills, Office 365 applications, Excel and Microsoft Word.General knowledge of accounting or bookkeeping background helpful.When visiting with clients and general public, listen for opportunities to sell and cross sell services provided by the Bank.Maintain public profile by being involved in community and bank organizations and events.Obtain a general knowledge of the trust business and functions of the operations of the trust department.