Business Professionals

The Trust Coordinator provides direct administrative support for assigned Trust Advisors and a small subset of Wealth Management Clients.  Responsibilities include:

Job Functions:

• Help to administer a small group of assigned accounts in accordance with their document terms and assist the Trustees with the administrative decisions of those accounts.
• Assist Trust Advisors, Trustees, Lawyers, and Clients in handling routine and non-routine transactions, including client bill-paying, account maintenance, scheduling, and payment of domestic household help, insurance matters, gifting programs, and other tasks as directed.
• Respond to easy to moderate 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 Trust Advisor specifications. Maintain and track special client email boxes.
• Create, draft, edit, and revise letters, memorandums, charts, family trees, and documents utilizing sample templates.
• Process incoming and outgoing mail throughout the day and respond immediately to urgent mail.
• Coordinate and schedule internal and external client meetings, including but not limited to reserving conference rooms, registering visitors to the building, etc.
• Assist with document production including letters, memorandums, charts, family trees and spreadsheets.
• Maintain electronic filing system to department standards, including filing all client communications and documents on a regular basis, no less often than weekly.
• Assist with vacation and overflow coverage as needed for the trust administration group by handling routine and non-routine administrative tasks at the direction of the Trust Advisors.
• Assist with special projects, including, but not limited to the administration of grant programs for client foundations, large mailings for family funds, and research projects.
• Perform other administrative duties on an as needed basis.
• May perform additional duties as requested.

Essential Competencies:

• Works proactively and cooperatively with others to support efforts within a department or function of the Firm.
• Organizes and prioritizes assignments and contributes to the department’s ability to meet or exceed goals and standards.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

• Bachelor’s Degree required.
• 3-5 years’ experience in a financial services setting required. Estate and trust experience is a plus.
• Experience in managing projects and tasks with multiple stakeholders to a successful conclusion under inflexible deadlines. Applicants should be able to work well with multiple supervisors and should be able to work independently while keeping supervisors informed and involved.
• 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.
• Strong oral and written communication skills.

Physical Requirements:

• Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
• Must have the ability to operate equipment such as a computer and copy machine.
• Must have the ability to communicate clearly and to read and follow detailed instructions.
• Must have the ability to prepare assorted documents and other related materials.
• Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here.

Reporting to the Managing Director of Human Resources, the Manager of Human Resources and Support Services will be responsible for providing comprehensive and proactive HR management support for the Firm. This individual will have direct management responsibility for all aspects of the Firm’s support services, including allocation, utilization and overall performance of the Firm’s legal assistants, paralegals, and centralized support services staff. This individual may also serve as an HR Business Partner to assigned departments. They will also have day-to-day operational responsibility for a broad spectrum of HR functions including employee relations, training and development, recruitment, and HR process. Specific responsibilities:

Job Functions:

• Manage and direct all aspects of the Firm’s legal assistants, paralegals and centralized support services staff.
• Analyze and recommend appropriate staffing models to ensure the highest level of service to the Firm in the most cost effective and efficient manner possible.
• Oversee and partner with the Legal Assistant Leads thus ensuring an even distribution of workflow.
• Provide employee relations counsel to management and employees. Facilitate problem resolution, offer performance improvement counsel and implementation of performance improvement plans.
• Identify new opportunities where HR can add value to the Firm.
• Assist the Managing Director of HR in aligning HR strategy with business strategy for Firm.
• Manage and conduct the annual performance evaluation process for all support services staff.
• Recommend changes to staff compensation based on performance levels and sound market data.
• Plan, implement and administer an effective staffing and recruiting program. Counsel management on candidate selection.
• Prepare and analyze headcount and overtime reports.
• Analyze training needs for all business professional staff. Develop and implement training plans to meet Firm needs.
• Analyze HR operations and recommend improvements in systems and process.
• Update and maintain employee guidelines to reflect changing Firm policies and applicable employment laws.
• Ensure legal compliance by monitoring and implementing applicable Human Resources federal and state requirements.
• File, audit, maintain and retain records in accordance with federal and state regulatory requirements, including, EEO and OSHA reporting and record keeping.
• Participate in special projects on an as needed basis.

Essential Management Competencies:

• Uses leadership skills to establish effective working relationships, encourage teamwork, and build consensus in order to meet or exceed project standards and Firm objectives.
• Maintains active lines of communication within and between departments to share knowledge and support collaborative efforts, organizational change, and goal achievement.
• Maintains current knowledge of trends and developments affecting the project and utilizes innovative thinking, creativity, and sound decision-making to ensure the highest level of achievement, productivity, and work satisfaction.
• Manages change occurring within the department and collaborates with other members of management to ensure organizational change is effective, efficient, and aligned with the Firm’s strategic goals.

Qualifications:

• Bachelor’s Degree required.
• SHRM or HRCI certification preferred.
• 6-8 years Human Resource Generalist experience, with a minimum of 5 years at the management level. Prior management of support staff personnel required.
• Experience with HRIS, ATS, and Performance Management Systems.
• Working knowledge of compensation, training and performance management preferred.
• Strong knowledge of legal issues in the workplace.
• Proven ability to partner with departmental managers/supervisors and senior management.
• Demonstrated ability to organize work and set priorities to meet deadlines while working independently.
• Superior verbal and written communication, analytical, and problem-solving skills.
• Professional demeanor and presentation consistent with a professional office environment.
• Demonstrated commitment to confidentiality and the ability to handle sensitive information discreetly.

Physical Requirements:

• Must have moderate physical mobility and the ability to operate equipment such as a computer and copy machine.
• Must have the ability to communicate clearly and to read and follow detailed instructions.
• Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here.

Performs a broad range of administrative support for several Attorneys in the Corporate Department. Responsibilities include document production, extensive calendar management, travel arrangements and client relations.  Organizes and maintains all files relating to practice and administrative matters in accordance with attorney preferences. Duties for this position include, but are not limited to:

Job Functions:

• Provides highly technical document production including but not limited to typing, drafting, and editing documents, dictation, redlining documents, conversion of documents from PDF to word, working on basic to highly complex Excel spreadsheets, creating or editing complex Power Point presentations, scanning, setting up closing binders and making copies.
• Understands document legal terminology, basic legal procedure, and law firm document protocol.  Has knowledge of legal document formats such as contracts, and agreements.  Prepares correspondence, memos, and complex spreadsheets utilizing excel.  Maintains files and all client documentation.  Works closely with Attorneys in preparing client presentations utilizing available technologies such as Power Point and Excel.
• Submits attorney time via the 3E billing system. Reviews, revises, and disseminates monthly client billing statements; serves as liaison between billing department and direct report attorneys (primarily, one equity partner) re: all billing matters.
• Provides general secretarial support to assigned attorney(s), which may include typing and drafting documents, liaising with marketing/client accounting departments, answering phones, scheduling appointments, calendar management, expense processing, and opening and distributing Deals with sensitive, confidential information and ensures that day to day support for team runs smoothly and effectively.
• Brings expert organizational skills to the role with the ability to provide guidance on the most efficient and effective way to complete tasks.  Takes lead on projects and is self-starter with work.  
• Assumes accountability for all incoming and outgoing calls; answers phone, deals with routine inquires for both internal and external contacts; refers calls to other contacts as needed and takes thorough messages.  Utilizes strong communication skills, both written and verbal, to ensure information is obtained and relayed in a professional manner.  Maintains a courteous and service driven demeanor at all times.
• Maintains attorney(s) calendar and contact lists as Arranges all aspects of both internal and external client meetings and conferences. Stays apprised of calendars and actively communicates changes or reminders as needed. Assumes expertise of Firm calendar management software.
• Ensures a high level of service when interacting with clients and other related internal and external contacts.  Maintains discretion and sound judgment when interacting with clients, both external and internal to the Firm.  Assumes a helpful, proactive, and professional manner at all times when dealing with both internal and external clients. 
• Performs other duties and responsibilities as assigned.

Essential Competencies:

• Works proactively with others to support efforts within the department.
• Organizes and prioritizes assignments and contributes to the department’s ability to meet or exceed goals and standards.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.

• Utilizes strong communication skills, both written and verbal, to ensure instructions are clearly understood and that work is completed as requested.  Maintains a courteous and service driven demeanor at all times.

Qualifications:

• Minimum High School Diploma, college degree preferred. 
• 5 years of legal assistant experience (preferably) supporting Finance and Restructuring Corporate Attorneys.
• Excellent computer skills and proficiency with word processing, spreadsheet, Internet, presentation and time and billing Professional experience with 3E, Outlook, MSWord.
• Demonstrated ability to balance customer service while delivering high results and productivity.
• Effective oral and writing communication skills with strong knowledge of grammar, spelling, punctuation, and legal
• Demonstrated flexibility and the ability to handle complex, multiple tasks for several individuals with different work Openness to change pace quickly while maintaining strong organization and attention to detail.
• Team player and the willingness to support others and take on additional responsibilities as needed.
• Ability to lift boxes and move files as needed.

Physical Requirements:

• Must have minimal physical mobility. Position requires standing, walking, reaching, and lifting files and other office related documents or materials of up to 15 pounds.
• Must have the ability to operate equipment such as a computer and copy machine.
• Must have the ability to communicate clearly and to read and follow detailed instructions.
• Must have the ability to prepare assorted documents and other related materials.
• Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here.

The Estate Administrator will be responsible for all phases of the administration of a specific book of assigned estates in accordance with Department and Firm policies and procedures.

Job Functions:

• Estimates value of all assets of the estate, debts of the decedent, costs of administration and estate taxes to determine cash needs for estate.
• Collects all assets of the decedent and arranges payment of debts of the decedent and federal and state estate taxes, income taxes and other expenses of administration.
• Applies strong working knowledge of key estate tax concepts, including QTIP elections, GST allocations and apportionment of estate taxes among trusts and estate beneficiaries.
• Prepares federal, Massachusetts and other state estate tax returns. 
• Participates in federal and/or state estate tax audits with the responsible attorney.
• Arranges for the distribution of the estate assets in accordance with the terms of the estate plan, applicable statutes and/or beneficiary designations, and originates trust-funding plan.
• Prepares and files all probate forms and accountings for the estate with the applicable Registry of Probate.
• Consults with the responsible attorney on a continual basis to ensure the attorney is informed on all aspects of the administration and all procedural deadlines are met. 
• Establishes and maintains an effective working relationship with the clients and related advisors and other professionals to obtain and provide information and respond to any concerns or questions. 
• Participates in training and development initiatives, including outside and in-house educational programs, consultation with attorneys and other colleagues. 
• Maintains complete file for each assigned estate. 
• Reports to the Estate & Trust Administration Manager the status and issues relating to the administration of their assigned estates.

Essential Competencies:

• Works proactively with others to support efforts within a department or function of the Firm.
• Organizes and prioritizes assignments and serves as a department liaison to ensure collaborative efforts result in meeting or exceeding goals and standards.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

• Bachelor’s degree in Finance or related field required or equivalent work experience.
• Five + years of estate settlement experience.
• Exceptional written, oral, and interpersonal communication skills.
• Proven ability to think quickly in a fast-paced environment. Strong organizational, problem solving and analytical skills.
• Ability to work in a multi-task environment with minimum supervision.
• Proficient use of various software packages, including Excel, Word, Outlook, and PowerPoint. Knowledge of SE2 Trust Accounting System or similar, SEI/SWP, GEMS, TrustEase, CCH ProSystem FX, Zane Software, CCH ViewPlan, ZCalc, or similar systems beneficial.

Physical Requirements:

• Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
• Must have the ability to operate equipment such as a computer and copy machine.
• Must have the ability to communicate clearly and to read and follow detailed instructions.
• Must have the ability to prepare assorted documents and other related materials.
• Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here.

Choate is seeking a highly motivated and detail-orientated Governance, Risk, and Compliance (GRC) Analyst to join the Information Security team. The GRC Analyst will be responsible for supporting the development, implementation, and maintenance of the firm’s governance, risk management, and compliance program. The ideal candidate will have a strong understanding of regulatory requirements, risk management frameworks, and information security. They will have experience performing third-party risk assessments and will be familiar with the ISO 27001 certification.

Job Functions:

• Assist with continued development and enhancements to the firm’s governance, risk management and compliance program.
• Support the firm’s client’s by responding to information security assessments.
• Perform information security risk assessments on the firm’s third-party vendors and suppliers.
• Collaborate with the Information Security Director and other stakeholders to improve security procedures, training, IT processes, and the security of existing systems.
• Review and update the firm’s information security policies.
• Track and schedule activities related to certifying the firm’s Information Security Management System’s ISO27001 certification.
• Coordinate with other IT teams and other departments to perform risk assessments and track risk mitigation and remediation.
• Effectively communicates with stakeholders at all levels of the organization.
• Analyzes and reports on risk trends and metrics.
• Analyze client and stakeholder requirements in support of Business Continuity planning efforts.
• Support development of Business Continuity and Disaster Recovery plans and related documents in accordance with recognized standards and best practices.

Ideal Qualifications:

• Bachelor’s degree or equivalent experience in Information Systems Security or related field.
• 3+ years of relevant experience working in a related role.
• Certifications in relevant areas.
• Strong writing / documentation skills.
• Highly organized.
• Strong communication skills.
• Self-starter with the ability to work independently, while having good judgment as to when consultation is required.
• Ability to work on multiple projects and perform well under deadlines.
• Enthusiastic, flexible, willing to pitch in where needed.
• Strong drive to learn and grow in the cyber security field.

Physical Requirements:

• Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
• Must have the ability to operate equipment such as a computer and copy machine.
• Must have the ability to communicate clearly and to read and follow detailed instructions.
• Must have the ability to prepare assorted documents and other related materials.
• Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here.

To provide analytical support to Choate Hall & Stewart’s Wealth Management Department and Choate Investment Advisors. Cash and asset requests will be reviewed, entered into custodial accounting systems with proper coding, taxation and description and sent for approval.

 Job Functions:

• Process ad-hoc cash requests including checks, wires, ACH payments, transfers and receipts. This involves managing assigned request inboxes, reviewing the request to ensure all necessary information is included and is accurate and entering the request into the appropriate custodial accounting system.
• Responsible for identifying, setup and maintenance of all recurring cash items including, but not limited to, bill payments. Create and maintain individual client payment schedules and reconcile payment process daily. Work with trust advisors and electronic file specialists to identify potential late payments and receipts.
• Reconcile cash balances - involves reviewing exception reports provided by custodian bank and researching discrepancies. All discrepancies must be addressed same day and resolved within 2 business days.
• Assist asset team with asset setup and classification, processing internal account transfers and stock gifting.
• Assist Private Investment Team in processing capital calls and distributions.
• Maintain account and client data on accounting system. This includes statement setup, client portal setup, address changes, account/client personnel and investment details.

Essential Competencies:

• Works proactively with others to support efforts within a department or function of the Firm.
• Strong Excel skills.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

• Bachelor’s Degree required. Concentration in Accounting, Finance, or Business Administration preferred.
• 3-5 years of progressive experience within Trust Operations required. Will consider internship experience within Wealth Management.
• Knowledge of Trust Operation procedures and the processing of individual account transactions.
• Excellent client interaction skills.
• Must be a team player and be able to consistently meet deadlines.

Physical Requirements:

• Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
• Must have the ability to operate equipment such as a computer and copy machine.
• Must have the ability to communicate clearly and to read and follow detailed instructions.
• Must have the ability to prepare assorted documents and other related materials.
• Must have the ability to work in stressful conditions under time deadlines.

To apply, please click here.