Estate Planning Administrative Assistant – Barnabas Foundation

ESTATE PLANNING ADMINISTRATIVE ASSISTANT

REPORTS TO: Director of Client Services

BASED AT: Barnabas Foundation, Crete, IL

SCHEDULE: Full-time, 40 hours a week with hours between 7:00 a.m. and 7:00 p.m. CST (hours to be determined)

PURPOSE: Provide administrative and client-facing coordination for estate planning professionals by scheduling client interactions, maintaining accurate records, and ensuring timely professional communication from initial contact through follow-up.

KEY RESPONSIBILITIES

• Schedule client appointments and coordinate meeting logistics between clients and planners.

• Maintain planners’ calendars, track deadlines, and send reminders to support on-time completion of deliverables.

• Respond to client inquiries via email and telephone, routing them to the appropriate planner.

• Prepare client correspondence and coordinate gift arrangements as directed by the planner.

• Document client interactions and promptly and accurately update records in the Client Relationship Management (CRM) system.

• Coordinate communications with member organizations regarding their donors, as needed, to support planner follow-up.

• Arrange planner travel, including reservations and itineraries, as requested.

• Performs other related duties as assigned.