Trust Administration Department Manager

Company Overview

National Advisors Trust Company (NAT) is a federally chartered trust company with ~$9 billion in assets under administration. Founded in 2001, NAT provides corporate directed trustee and custodian services to the financial services industry and the clients they serve. NATC’s strong and growing asset base makes the company one of the nation’s largest independent trust companies.

The culture within NAT is evolving as NAT continues to adapt and grow in a wealth management industry constantly changing. With a relatively flat organizational structure, the firm’s culture aligns with individuals who have an appetite to ask questions, contribute content, offer new or better solutions, galvanize internal relationships, and serve clients at the highest levels. 

Job Summary

The Trust Administration Department Manager leads all aspects of trust and estate administration, ensuring compliance with National Advisors Trust standards and best practices. This role oversees a team of experienced Trust Officers and Trust Associates, providing strategic guidance, operational leadership, and support on complex administrative matters.

A Trust Administration Department Manager is a highly experienced, versatile fiduciary professional who will act as a manager, subject matter expert, and mentor for the Trust Administration department and the Trust Officers. They are charged with overseeing the staff and the administration of all trust accounts. The position requires 1.)  Excellent written and verbal communication skills; 2.) A client forward service mentality; 3.)  Ability to follow processes and procedures; 4.)  Above average attention to detail for record-keeping, tax, statement compliance, and general administrative expertise; 5.)  In-depth understanding and utilization of trust administration; and 6) Team building and leadership skills necessary to oversee a high performing team of professionals.

Responsibilities and Duties

• Manage administrative employees including all levels of Trust Officers and Trust Associates.
• Manage employee activities such as conducting annual performance reviews and making recommendations for salary increases, bonus payments, and promotions where appropriate.
• Oversee the training and development of new employees and coach and develop existing employees including guidance to help employees reach career goals.
• Interview and hire new employees as needed.
• Oversee the administration of all Trust accounts to ensure compliance with various state laws and regulations while adhering to the governing instrument.
• Work with Trust Officers on complex issues including communications on complaints, litigation or other sensitive matters that may involve attorneys, CPAs, FAs, and clients.
• Manage a small account load of complex trust and estate accounts.
• Approve higher-dollar discretionary distributions and all distributions of trust assets ensuring distributions are allowed under the trust instrument and appropriate for the account.
• Lead and/or participate on several National Advisors Trust Committees to ensure new business, administration, and investment decisions and actions are in compliance with company Trust policy and procedure and various regulations.
• Manage the administrative systems, processes, policies and staff to support organizational effectiveness.
• Review staffing needs and makes recommendations for increases in staff to CoS as needed.
• Responsible for improving and maintaining department's procedures and efficiencies to cultivate and deliver excellent client experience and employee satisfaction.
• Review new vendors based on administrative or client needs and existing vendors to determine continued effectiveness.
• Meet with auditors and regulators as required to explain the departmental policies, procedures, and controls.
• Answer general questions from the field related to estate and trust administration, including revocable, irrevocable, charitable, special needs, and insurance trusts.
• Help develop, manage and execute on department goals, including maintaining budget and meeting revenue targets
• Stay current regarding any developments in National and South Dakota trust law and communicate that information to trust team at NATC and how those developments may affect trust accounts.
• Educate and build relationships with our client RIAs, as well as their clients and estate planning professionals.
• Compliance with BSA/AML/OFAC-related laws and regulations as it applies within the scope of this position, including but not limited to, prompt completion of required BSA/AML/OFAC training.
• Additional duties and special projects as needed.

Leadership Skills

• Engage and mentor members of the team.
• Schedule and host team governance and meetings to manage day to day deliverables and address escalations and prioritize need.
• Prepare and provide management with reporting on key deliverables and metrics.
• Participate in committee meetings as necessary.
• Partner with Trust Counsel and Trust Consultants on business development and to provide trust and estate planning advice to potential clients.
• Participate in more complex company initiatives.

Organizational and Analytical Skills

• Excellent verbal and written communications skills.
• Excellent analytical skills with the ability to exercise independent judgment consistent with guidelines.
• Strong attention to detail with a high degree of accuracy, and the ability to perform multiple tasks in a fast-paced team environment.
• Working independently and being able to effectively organize daily office operations to ensure sufficient handling and processing of information, record keeping, correspondence, and special project work.
• Ability to independently develop solutions to complex problems of various scope.
• Ability to organize and prioritize workflow to meet strict deadlines.
• Strong follow through and responsiveness.
• Ability to interact effectively with management and co-workers on a regular basis, be a team player.
• Ability to maintain confidentiality.

Qualifications

• Experience in all areas of trust administration required.
• Undergraduate degree; CFTA preferred.
• A minimum of ten (10) years of experience in personal trust administration, estate planning, or trust operations; some experience in a directed trust environment preferred.
• Knowledge of fiduciary law and fiduciary tax administration; coupled with strong critical thinking and problem solving with the perseverance to bring challenges to resolution.
• Experience managing a team of professionals.
• Must be able to work in a risk-based culture and to identify legal and compliance issues.
• Strong ability in all Microsoft Office applications (Word, Excel, Outlook, CRM, and PowerPoint).
• SunGard AddVantage experience strongly preferred.

Physical Requirements

• Must be able to remain in a stationary position for prolonged periods of time.
• Will occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, copy machine, and computer printer.
• Occasionally requires lifting objects that are 20 pounds to a height of 3-4 feet.

Benefits: National Advisors offers a wide range of employee benefits including 401K with company match, medical, vision and dental healthcare plans, paid time off, professional growth and internal promotion opportunities due to continuous organizational growth. NAH offers a competitive salary.