Special Assets Administration Associate
About The Position
The Special Assets Administration Associate is responsible for supporting the administration, oversight, and ongoing governance of complex, illiquid, and non-traditional assets held within Private Wealth client accounts such as real estate, life insurance, oil & gas interests, loans & notes, and tangible personal property. This role supports the full lifecycle of special assets, including pre-acceptance review, documentation, valuation support, ongoing monitoring, and annual review activities. Special assets present heightened fiduciary, operational, and reputational risk. The Special Assets Administration Associate plays a critical role in ensuring these assets are accepted, monitored, and administered in a controlled, consistent, and well-documented manner, supporting both client outcomes and firm risk management.
Requirements
- Bachelor’s degree
- 2+ years of experience in trust administration, financial services operations, or asset administration
- Strong attention to detail and ability to manage complex documentation
- Full understanding of client privacy and confidentiality
- Comfort working with illiquid or non-traditional assets
- Strong organizational and communication skills
Nice To Haves
- Experience supporting special assets
- Familiarity with asset valuation concepts and fiduciary governance
- Willingness to pursue a professional certification (e.g., CTFA)
- Experience working in a highly regulated fiduciary environment
Responsibilities
- Support the pre-acceptance review process for special assets by coordinating required documentation and tracking approvals.
- Maintain accurate records of accepted special assets, including conditions of acceptance and ongoing management requirements.
- Assist with administration of managed, non-managed and directed assets in accordance with firm procedures.
- Coordinate re-registration, ownership updates, and maintenance events for special assets.
- Assist in the collection and review of valuation support for illiquid and hard-to-value assets.
- Coordinate annual special asset reviews, including tracking receipt of financial statements, appraisals, and third-party valuations.
- Support determinations regarding asset materiality, fee treatment, and ongoing management recommendations.
- Document review outcomes and analysis in the firm’s records management systems.
- Review and process Non-Managed Asset Forms and related documentation for completeness and accuracy.
- Ensure documentation aligns with regulatory requirements and internal fiduciary standards.
- Support internal audits, compliance reviews, and Special Assets Committee reporting.
- Maintain and help refine special assets procedures and documentation standards.
- Serve as an operational point of contact for internal partners regarding special asset inquiries.
- Communicate clearly with Wealth Advisors and Client Service teams regarding documentation requirements and asset status.
- Provide timely and accurate support for complex, high-touch client relationships.
- Participate in initiatives to improve special asset workflows, controls, and scalability.
- Support enhancements to onboarding, tracking, and reporting tools related to special assets.
- Contribute ideas to improve efficiency, risk management, and service quality.
Benefits
- Competitive health and welfare benefits, including company HSA contributions
- Numerous voluntary benefit choices available
- Superior 401k match
- Tuition reimbursement
- Company subsidized commuter benefits
- Generous paid time off, including parental leave
- Plus more!
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
