Administrative Assistant - Trust & Estates

Description

The Trusts, Estates & Appraisals team at Heritage Auctions is dedicated to delivering exceptional service to fiduciaries, executors, and beneficiaries, ensuring expert valuation and management of tangible personal property. Set your sights on a career at Heritage Auctions, headquartered in Dallas, Texas, with offices in New York, Chicago, Beverly Hills, London, Hong Kong, and other cities. Heritage Auctions is the largest auction house founded in the U.S. and serves more than 50 different auction categories, including Coins, Sports, Comics, Historical, Jewelry, Fine & Decorative Art, Wine, and many more. 

SUMMARY: As a Trusts & Estates Assistant, you will work under the guidance of the Vice President of Trusts & Estates, who leads a national team of professionals working with the Trusts and Estates community. Your role will include providing administrative and organizational support, coordinating logistics for client events, seminars, and conferences, and assisting with client research, outreach initiatives, and estate consignments.

LOCATION: 

South of Dallas/Fort Worth International Airport, NW corner of W. Airport Freeway (Hwy. 183) and Valley View Lane

BENEFITS:

• Medical, Dental, and Vision coverage
• Paid time off
• 401k savings plans
• Daily Pay: Access your pay when you need it!

COMPENSATION: Commensurate based on experience. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Support Vice President of Trusts & Estates with managing day-to-day tasks.
• Research prospective clients for outreach projects, such as law firms, and trust companies and managing probated estates lists.
• Assist in managing and maintaining Trusts & Estates advisor-client lists used for networking, event invite lists, client visits, and business tracking.
• Provide administrative support to maintain client accounts and up-to-date information and data for the fiduciary community.
• Assist with estate inquiries/collection assessments and prepare formal proposals for auction.
• Assist in the planning and overseeing of T&E special events and outreach campaigns.
• Provide administrative support for conference sponsorships, including submitting and maintaining paperwork, managing conference materials shipments, other deadlines, and logistical needs.
• Travel in and out of the state for industry conferences, special events, and client meetings, as needed. Provide on-site logistical support for out of state conferences and local events, including but not limited to, event set up, loading/unloading of marketing materials, and packing event supplies.
• Create departmental presentations for advisor meetings and seminars.
• Collaborate with marketing for T&E mailings, brochures, and advertisements.
• Manage an active Trusts & Estates calendar with upcoming events, conferences, and sponsorships.
• Assist with planning T&E networking events in our Dallas showroom or at outside venues.
• Provide administrative support for post-event lead tracking and ROI on conferences and sponsorships.

Requirements

 EDUCATION & EXPERIENCE:

• A bachelor’s degree or equivalent is preferred.
• 2 years administrative or secretarial work experience required.
• Highly organized and demonstrated ability to multi-task, prioritize, and manage multiple processes and time effectively.
• Excellent communication and client service skills, including superior written and verbal communication.
• Strong interpersonal skills, demonstrated with superiors, clients, and peers.
• Ability to effectively present information and respond to questions from colleagues and clients.
• Exceptional follow-up skills with strong attention to detail.
• Ability to draft reports, presentations, business correspondence, and create Excel spreadsheets.
• Hard-working, energetic, and intellectually curious self-starter who can thrive in a high-pressure environment.
• Strong knowledge of Microsoft Office suite (Outlook, Word, Excel, PowerPoint). Design software experience is preferred (Canva, Adobe).

Heritage Auctions welcomes and encourages applications from women, minorities, veterans, mature workers, and persons with disabilities. EOE