Bequests Administrative Assistant - Legal

Wounded Warrior Project Legal Bequests Administrative Assistant

When you join Wounded Warrior Project (WWP), you're committing to making a difference. We make a commitment to you, too helping you to find that spark, ignite your passion to serve, and embark on a career with meaning and purpose.

The Wounded Warrior Project (WWP) Legal Bequests Administrative Assistant provides day-to-day administrative support to WWP's Bequests team and assists Bequests teammates with administrative duties, document collection, bequest file review, and associated communications with fiduciaries, attorneys, banking institutions, and internal partners.

Duties & Responsibilities

• Perform a broad range of administrative and clerical duties associated with bequests originating from trusts, estates, and financial beneficiary designations.
• Monitor and manage Bequests team correspondence, including mail, telephone, and email inquiries; serve as an initial point of contact; and route inquiries to the appropriate teammate as needed.
• Provide administrative coordination for Bequests teammates by scheduling meetings, appointments, conferences, and teleconferences; managing logistics and communications; and drafting and distributing meeting notes.
• Assist with bequest-related research by reviewing relevant sources such as obituaries, court documents, asset records, and other supporting documentation.
• Process, track, monitor, and image documents related to bequest administration, litigation, and specialized reporting.
• Assist with follow-up communications related to bequest files, as needed.
• Coordinate travel arrangements, track continuing education requirements for Bequests teammates, and prepare and submit expense reports.
• Prepare periodic financial and check logs and confirm deposits.
• Process legal fee invoices for payment and ensure accurate entry of paid amounts in bequests files.
• Work closely with the Bequests Manager regarding calendar management.
• Support the Bequests team by assisting with special projects and key initiatives.
• Provide additional administrative support for Legal teammates as needed.
• Attend and actively participate in required training and/or meetings, including but not limited to New Teammate Orientation, WWP Cares, ASIST Suicide Prevention training, Leadership training, culture/team based training, or departmental huddles.
• Other related duties as assigned.

Knowledge, Skills, & Abilities

• Demonstrated ability to manage administrative activities for multiple teammates.
• Excellent verbal and written communication skills.
• Ability to read and understand various legal instruments (trusts, wills, beneficiary designations, etc.).
• Demonstrated ability to draft written communications, administrative memos, and business correspondence.
• Excellent editing and proofreading skills. Strong attention to detail and accuracy.
• Demonstrated ability to produce high-quality deliverables while coordinating multiple projects.
• Strong organizational and time-management skills. Well-organized, dependable, and efficient. Demonstrated ability to effectively manage multiple tasks, assignments, and priorities, and complete deliverables within deadlines.
• Data entry experience and understanding of customer relationship management systems (e.g., Salesforce).
• Demonstrated proficiency using Microsoft Office (e.g., Word, Excel, Outlook, PowerPoint, Adobe Acrobat DC).
• Exceptional interpersonal and collaborative skills. Team player with the ability to respond with tact and compassion.
• Ability to review information for accuracy, identify discrepancies, and escalate issues as appropriate.
• High energy level, self-starter, and willingness to take initiative.
• Unequivocal commitment to the highest standards of personal and business ethics and conduct.
• Mission-driven, guided by core values, and a pleasure to work with.

Experience

• Requirements
• • Two years of experience providing administrative support to a group of individuals.
• Preferences
• • One year of experience in a nonprofit environment.
  • One year of experience in a legal or fiduciary support role.
  • Experience working with trusts and/or estates.

Education

• Requirements
• • HS Diploma or equivalent.
• Preferences
• • Associate's degree.

Certifications & Licensure

• Requirements
• • None.
• Preferences
• • None.

Work Environment/Physical Demands

• General office environment; temperature controlled.
• Routinely uses standard office equipment, e.g., copiers, phones, computers, and filing cabinets.
• Overtime and weekend work as needed.
• Sitting for extended periods.
• Up to 5% travel.

Wounded Warrior Project is an equal opportunity employer committed to providing equal employment opportunity to all persons without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, marital status, citizenship, age, veteran or military status, disability, genetic information, or any other characteristic protected by law.

Please note: Wounded Warrior Project is not seeking assistance or accepting unsolicited resumes from search firms without a written search agreement in place. All resumes submitted by search firms to any employee at Wounded Warrior Project via email, the Internet or directly to hiring managers at Wounded Warrior Project in any form without a valid written search agreement in place will be deemed the sole property of Wounded Warrior Project, and no fee will be paid in the event the candidate is hired by Wounded Warrior Project as a result of the referral or through other means.