Trust Administrator

Hemenway Trust Company LLC
JOB DESCRIPTION
JOB TITLE:
FLSA STATUS:
Trust Administrator
Exempt
DEPARTMENT: Administration
SUPERVISOR:
Director of Operations & Administration
SUMMARY: Hemenway Trust Company (HTC) is a limited liability trust company chartered in
New Hampshire as a non-depository trust company and regulated by the New Hampshire Banking
Department. As a private trust company, HTC provides a full range of wealth advisory and
management services to families and individuals of means.
Administrative responsibility for opening new accounts, working with Account Managers to
administer the accounts, coordinating client transactional activity, supporting the audit and exam
processes, overseeing the closing of accounts, as well as providing administrative support to
other Trust Administrators in these areas
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be
requested and/or assigned. Regular and predictable attendance is an essential function of the
position. Essential functions are primary job duties that an individual must be able to perform
successfully with or without a reasonable accommodation. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
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Coordinates all aspects of opening new trust, retirement, and investment accounts. Drafts
new account documentation and prepares materials for client review and signature.
Analyzes trust instruments and other documents to determine appropriate set up of new
accounts. Regularly communicates with Account Managers and other personnel to
review all pertinent information and manages the transfer of assets among relevant
parties. Processes receipt of new assets into accounts.
Reviews and collects documentation necessary for the proper maintenance of client files
in accordance with Company Guidelines. Provides reports of client file documentation
status to Director of Operations & Administration.
Reviews and communicates all approved trades and disbursements for New Hampshire
accounts under management to Third Party Administrative Partner (currently Hemenway
& Barnes LLP).
Works with the Account Manager to provide timely documentation for Annual Account
Reviews to be included in Trust Committee Meetings.
Closes accounts and distributes assets following established policies and procedures.
Coordinates distribution of securities or cash on closing. May prepare complex
transactions for outgoing trusts. Reviews account before final closing on system,
confirming completion of process with Account Manager.
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Trust Administrator
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Supports the Director of Operations and Administration with Committee Meeting follow
up items as directed by the members of the Committees.
Attends and completes all educational and compliance update coursework required by the
Company.
Adheres to all Company’s policies and procedures as set forth, and amended from time to
time, in the Company’s Policy and Procedure Manual.
Assumes additional responsibilities as requested by the Account Managers and Director
of Operations & Administration
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
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Knowledge of basic trust administration at a level normally acquired through completion
of a Bachelor’s Degree or equivalent.
Seven or more 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 partners, attorneys and staff,
in person and by phone, and provide information and "customer service" with ordinary
courtesy and tact while safeguarding confidentiality.
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, interruptions, and stressed attorneys and staff.
Ability to use data base software, spread sheet, and word processing software and
equipment to complete analysis and reports.
Work occasionally requires more than 35 hours per week to perform the essential duties
of the position.