Full-Time Perkins Coie Trust Company Executive Assistant
Job Description
Perkins Coie Trust Company Executive Assistant
Job Description:
At Perkins Coie Trust Company, we look for individuals who are self-motivated, dedicated to providing value and superior services, and above all, have a high degree of integrity and enthusiasm for their work. We have created a company culture that is based on collaboration, devotion to serving our clients, and mutual respect. Get great health insurance, tuition reimbursement, and paid sabbaticals. Perkins Coie Trust Company is committed to advancing diversity and inclusion both within the firm and throughout our collective communities.
The general purpose of the Executive Assistant is to provide administrative support to the President & CEO and Chief Trust Officer & EVP of Perkins Coie Trust Company (PCTC), coordinate projects, and facilitate ongoing responsibilities across PCTC teams to ensure effective client services through account administration. The role will also provide compliance and budgeting support and will assist with marketing efforts for PCTC.
If you choose to apply, please be sure to include a cover letter.
ESSENTIAL FUNCTIONS
These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.
General Support: Provide administrative support for the CEO & EVP of PCTC.
• Perform general administrative functions such as handling incoming client calls, processing mail and invoices, preparing correspondence, expense reports, and other documentation, managing calendars and docket entries, and maintaining contract records and files. Coordinate travel arrangements, meetings, and events when appropriate.
• Communicate directly and on behalf of the CEO/EVP with clients and PCTC teams. Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Responsible as the backup for the department budget and record keeping, including processing invoices and variance reports, tracking reimbursements, assisting with urgent reporting on department financials, assisting in the analysis of run rates, and managing a variety of related spreadsheets.
• Conduct research and retrieve management reports and other information from trust and investment systems.
• Organize electronic files and file folders including official client files in keeping with record retention policy using the firm’s Document Management System (DMS).
• Support PCTC’s Board and Committees, including organizing and scheduling meetings and events. Create meeting(s) and prepare and distribute meeting notification, correspondence, and agenda materials.
• Create and maintain Board and Audit Committee books.
• Prepare or edit prepared minutes for regular and special meetings of the Board and Committees.
• Prepare and edit resolutions and official correspondence for members of the Board.
• Coordinate the monthly Cannon calls.
Risk/Compliance: Assist teams in the administration of policies and procedures for PCTC.
• Assist with regulatory filings and updates to agreements.
• Assist with maintaining department procedures and the policy and procedure manual.
• Assist with data/document collection for internal and external audits.
• Prepare, coordinate, and distribute documents for internal meetings. Prepare presentations for internal meetings when required.
Marketing: Provide administrative support for department marketing functions.
• Assist in the development, ongoing updates, and distribution of marketing literature.
• Provide support to the development and maintenance of PCTC’s website for both intranet and Internet.
• Coordinate the preparation of marketing updates and seminar materials.
Trust Administration, Operations & Investments: Provide support for PCTC teams.
• Provide administrative support to trust administration, investments, and operations in cash management, bill payment, and reporting.
• Support client intake with new accounts and the account closing processes.
• Provide department support at month, quarter, and year ends with statement processing, quarterly performance, tax work, etc. (including sorting, reviewing and mailing).
• Research and gather supporting documentation to submit responses for Class Actions requests.
• Coordinate consistency in contact records between PCTC and the firm.
• Gather necessary annual due diligence paperwork for investments.
SPECIFIC SKILLS REQUIRED
• Ability to work proactively with others to support efforts.
• Sufficient organizational skills to prioritize assignments and contribute to PCTC’s ability to meet or exceed goals and standards.
• Demonstrated research and analytical skills for use in problem-solving work.
• Ability to understand the responsibilities of company managers at various levels to expedite the flow of information and projects as appropriate.
• Demonstrated coordination and organizational ability necessary to maintain efficient administrative systems.
• Ability to express self effectively, both orally and in writing.
• Use of innovative thinking and the ability to exercise sound judgment to achieve results.
This position is hybrid and requires working in the office at least three days a week.
SPECIFIC SKILLS PREFERRED
• Finance background or compliance support experience beneficial.
• Familiarity with Customer Relationship Management systems and trust/investment accounting software is beneficial.
EDUCATION AND EXPERIENCE
Qualified candidates must have a BA degree and 10+ years of relevant experience or equivalent, as well as a willingness and interest in obtaining certification relevant to trust companies and developing knowledge of the investment process.
This position may be filled in the following area(s), the compensation range in these area(s) is listed below and depends on qualification and experience.
Washington State compensation range: $69,100 to $102,670 annually
#LI-Hybrid
EEO Statement
Perkins Coie is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, marital status, sexual orientation, gender identity, disability or any other category prohibited by local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, social and recreational activities and termination.
To Apply, visit:
https://apptrkr.com/5778205
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