Trust Administrator

The Trust Administrator is a key member of the H&B professional team, providing expert administrative support to Trustees and clients. Responsibilities include overseeing the new account opening process, account funding, distributions, coordinating major events during the life of a trust, and overseeing the closing of accounts at termination.

Job Summary:

Trust Administration:

Administer client trust accounts with expertise, sound judgment, and the highest standard of confidentiality. Duties include the following:

Oversee new account openings, review trust instruments, and resolve questions with the Trustee(s) when appropriate. Verify trust system records for accuracy post-setup.

Maintain all trust-related documentation and electronic communications in the firm’s document management system.

Collaborate closely with Trustees to administer key trust events (e.g., gifts, charitable contributions, estate transfers, MPIA elections, share splits).

Act as the point person on special trust administration projects, coordinating the response throughout the firm’s many internal departments.

Review and approve client disbursements, including utilities, taxes, insurance, and personal expenses.

Conduct annual administrative reviews, ensuring compliance with trust terms and tracking upcoming milestones (e.g., beneficiary age thresholds, termination dates).

Oversee trust account closings and asset distributions per firm policy, including preparation of termination schedules, final fees calculation, Trustee confirmation, etc.

Strategic Support:

Assist the Director of Trust Administration in promoting the long-term growth and strategic direction of the Department, ensuring its alignment with firm-wide goals, implementation of firm-wide initiatives, fostering coordination and collaboration with other departments around the firm.

Client Care, Communication & Trustee Support:

Serve as a dedicated, trusted, and valued member of each client’s Hemenway & Barnes team, working in a supporting-partnership with the Trustee(s) to advocate for the client’s requests and interests.
Foster strong client relationships through proactive communication, timely and thoughtful responses to inquiries, and consistent updates to Trustee(s) on emerging matters and developments.

Position Requirements:

Knowledge of basic trust administration at a level normally acquired through completion of a Bachelors Degree or equivalent.
Approximately three to seven years of related trust administration experience including knowledge of trusts, estates and fiduciary and individual tax requirements.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Interpersonal skills necessary in order to communicate with clients, partners, attorneys and staff, in person and by phone, and provide information and "customer service" with ordinary courtesy and tact while safeguarding confidentiality.
Ability to use data base software, spread sheet, and word processing software and equipment to complete analysis and reports.
Work occasionally requires a high level of judgment, mental effort and/or strain when performing essential duties. Must be able to perform the essential duties of the position with time constraints and interruptions.

About Hemenway & Barnes LLP:

Hemenway & Barnes LLP is a law firm specializing in the preservation and management of the personal, business, family, and financial assets of its clients. As one of the oldest firms in New England, the people at Hemenway & Barnes have earned a long-held reputation as premier trustees, advisors and attorneys.

Hemenway & Barnes is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, national origin, sexual orientation, gender identity, age, veteran status, disability status, or any other applicable characteristics protected by law.

We encourage applications from a diverse pool of candidates and base employment decisions on business needs, job requirements, and individual qualifications.

We support an inclusive workplace and are committed to creating a welcoming environment for all employees.

To Apply:

If you possess the skills and credentials we are looking for, please submit your resume and cover letter, in strict confidence, for consideration to [email protected]