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Job Summary:
The Estate Coordinator provides direct administrative support for assigned Estate Advisors and performs a broad range of responsibilities for the Estate Team. Responsibilities include but are not limited to the following:
Job Functions:
- Help assigned Estate Advisor to administer estates in accordance with their document terms and assist the Trustees with the administrative decisions of those accounts.
- Assist Estate Advisors, Trustees, Lawyers, and Clients in handling routine and non-routine transactions, including client bill-paying, account maintenance, scheduling, insurance matters, and other tasks as directed.
- Respond to various internal and external client requests and inquiries.
- Screen and direct telephone calls and client inquiries to appropriate parties. Coordinate e-mail and voicemail messages to Estate Advisor specifications.
- Assist with drafting, editing, and revising letters, memorandums, charts, family trees, and spreadsheets.
- Process incoming and outgoing mail throughout the day and respond immediately to time-sensitive mail.
- Coordinate and schedule internal and external client meetings, including but not limited to reserving conference rooms, registering visitors to the building, etc.
- Maintain electronic filing system to department standards, including filing all client communications and documents on a regular basis.
- Assist with vacation and overflow coverage as needed for the Estate Advisor and Estate Team by handling routine and non-routine administrative tasks at the direction of the Estate Advisors.
- Assist with estate tax filings, including, but not limited to the compilation of estate tax returns, mailings, and preparation of estate tax binders.
- Send and retrieve documents from Record Center as needed.
- Assist with routine probate court filings and tracking the probate court docket for each estate and testamentary trust administered by the firm, together with an effective tickler system.
- Maintain estate inventory master spreadsheet and update it regularly.
- May perform additional duties as requested.
Essential Competencies:
- Work proactively with others to support efforts within a department or function of the Firm.
- Communicate effectively with the Estate Team
- Organize and prioritize assignments and contribute to departments ability to meet or exceed goals and standards.
- Maintain current knowledge of trends and developments affecting the area of specialization.
- Take initiative and use innovative thinking and exercise sound judgment to achieve results. Escalate matters when appropriate.
Qualifications:
- Bachelor's Degree required.
- 3-5 years' administrative support experience within Estate Administration.
- Experience in managing projects and tasks with multiple stakeholders to a successful conclusion under inflexible deadlines.
- Demonstrated ability to work well with multiple supervisors while keeping them informed and involved.
- Demonstrated ability to organize work and set priorities to meet deadlines while working independently.
- Superior verbal and written communication skills.
- Professional demeanor and presentation consistent with a professional office environment.
- Strong Excel skills and a proficient user of all other MS Office Suite products. Adaptability to learn and become expert in new applications with limited formal training.
- Strong ability to work well with a wide range of personalities and expectations.
Work Authorization:
- Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future).
Compensation and Total Rewards Package:
Choate offers a comprehensive Total Rewards package to our business professional team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the salary range for this specific position at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including but not limited to qualifications and experience, education, external market data and consideration of internal equity.
$68,000 - 85,000 |
Choate, Hall & Stewart LLP
Jan 31, 2026