At Whittier Trust, we aren't just a financial institution, we are trusted partners with a long, rich history of successfully navigating the financial markets to preserve, protect, and enhance our clients' wealth and well-being across generations As the oldest, privately owned, multi-family office headquartered on the West Coast, we operate with the singular focus of providing holistic, top-tier client service and highly personalized investment solutions to ultra-high-net-worth individuals and their families designed to advance and secure their long-term financial legacies and goals.
With a dedicated team of 220 professionals, we serve a community of more than 590 clients and their families, offering a diverse range of services that span investment management, consulting, fiduciary expertise, philanthropic support, and comprehensive family office services. Entrusted with managing approximately $20 billion in private family assets, we approach each client's unique needs with a consultative mindset, customizing solutions for even the most intricate family financial situations.
What sets Whittier Trust apart is our team. We attract professionals who are driven by a genuine passion for serving our clients. Our organization operates with agility and a deep understanding of the evolving requirements of both modern-day entrepreneurs and legacy family members, even those several generations removed from the wealth creators. Our corporate culture is firmly rooted in client-centricity, fostering collaboration, setting high-performance standards, demanding accountability, nurturing a family-oriented ethos, and ensuring long-term career fulfillment. Our remarkably low employee turnover stands as a testament to our team's unwavering engagement and satisfaction in their careers.
JOB PURPOSE
The Administrative Associate supports Client Advisors with administrative support for their trust and investment management accounts and provides primary back-up support for the West LA Office Manager (Deborah). In this role it is critical to meet the needs of clients, trust beneficiaries and their advisors, coâfiduciaries and internal department personnel.
ESSENTIAL FUNCTIONS
|
1.
|
Coordinate with the Operations Department regarding daily account transactions such as wire and cash transfers, ACH disbursements, bill paying, fund redemptions, and purchases. Monitor cash balances, anticipate withdrawals, transfer assets, and complete client requests for purchases, sales, and gifting. Check transactions for completion and accuracy.
|
40%
|
|
2.
|
Assist with gathering tax documents and facilitating tax related transactions for clients and their CPA. This includes coordinating tax payments, uploading 1099s and K-1s, and processing required minimum distributions (RMDs).
|
5%
|
|
3.
|
Assist with capital calls and distributions and ensure the cash flows are reflected properly in all reporting software.
|
5%
|
|
4.
|
Update market values, cash flows, and other data in accounting and reporting software.
|
5%
|
|
5.
|
Assist with the onboarding of new clients which includes the following: coordinating the transfer of incoming assets to new or existing accounts, AML reporting, KYC documentation, etc. Assist with the transfer of outgoing assets for terminating accounts.
|
15%
|
|
6.
|
Provide primary back-up support for the West LA Office Manager.
|
10%
|
|
7.
|
Other office administrative functions including, but not limited to, the following: prepare emails and physical correspondence to clients and others; assist with the production and binding of client presentations and marketing material; assist with mailing (USPS, FedEx, USPS, etc.); scan and save documents into their appropriate document retention centers; assist with scheduling and setting up for meetings; assist with contact management input (Salesforce), sales reports, expense reports, and other internal reports.
|
15%
|
|
8.
|
Ad hoc projects as required.
|
5%
|
|
|
TOTAL:
|
100%
|
DESIRED SKILLS & EXPERIENCE
- High proficiency in Adobe Acrobat, Microsoft Office Suite applications, including, Excel, Word, PowerPoint and Outlook.
- 3+ years’ experience in a corporate office environment.
- Professional presence and appearance.
- Able to demonstrates accuracy and thoroughness at all times.
- Understanding of trust accounting and/or estate planning concepts preferred but not essential.
- Superior skills and experience with Microsoft Office, especially Word, Excel and PowerPoint.
- Excellent written and oral communication skills.
- Superior organizational skills with ability to multi-task and to manage and prioritize multiple projects and competing deadlines.
- General office administration and clerical experience.
- Excellent attention to detail with the ability to exercise independent judgment.
- Aptitude to understand and perform basic mathematical calculations such as fee calculations, and other percentage-based calculations.
- Ability to learn new processes and programs and desire to grow with the company.
DESIRED QUALIFICATIONS
BA/BS-Degree
COMPENSATION
Base salary range
$55,000 - $75,000 annually
Salary may vary depending on job-related factors including, but not limited to, skills and experience. Full-time employees may be eligible for a comprehensive benefits package that includes: medical, dental and vision coverage, 401(k), life insurance, paid time off and a Wellness Program. Annual bonus, incentive pay and/or equity may also apply depending upon the role.
