Estate Administration Specialist

The Estate Administration Specialist is a full-time member of the Income Developmentteam, based in our Chicago headquarters, and reporting to the National VicePresident of Individual Giving. This position has primary responsibility formanaging the daily operations in a fast-paced and dynamic department, includingoverseeing the administration of perpetual trusts, and probate and non-probateestates of deceased donors; maintaining detailed records and data, includingbudgets, for all operations of the Individual Giving Department; and providing generaloffice support.

Receive and process new estate files, including maintaining organized paper and electronic files. Ensure that all new estate documentation is scanned and uploaded to MDA’s paperless bequest administration system.
Serve as primary liaison with MDA’s outside counsel for estate administration.
Oversee administration of any estates not handled by MDA’s outside counsel for estate administration, which include perpetual trusts, oil/gas royalties, and beneficiary designation distributions from retirement accounts, life insurance policies, etc.
Primary responsibility for administering charitable gift annuity program, including timely filing of annual reports with various state agencies.
Prepare regular reports on estate and individual giving revenue and other statistics, with exceptional attention to detail.
Develop, initiate and maintain productive, collaborative working relationships with key internal and external partners, including estate attorneys and executors, trustees, and vendors.
Responsible for reconciling department’s budget on a weekly basis.
Support a team of remote staff.
Provide general office support as needed.
Other duties as assigned.

Bachelor’s degree (or equivalent experience) inBusiness Administration, Financial Planning, Estate Planning, or other relevantfield. Paralegal certificate and/or advanced coursework in estate planning orestate administration highly preferred.
Minimum of two years of experience in estateadministration, either in a law firm, probate court, or nonprofit setting.
Knowledge of basic accounting proceduresrequired.
Knowledge of charitable giving vehicles, such asbequests, charitable trusts, and charitable gift annuities.
Ability to multi-task, prioritize and organizeassignments while working under pressure.
Must be proactive and able to workindependently.

Back to top