Director of Administrative Services

Director of Administrative Services

Position Summary

The Director of Administrative Services is responsible for advancing organizational effectiveness, strategic execution, trust administration oversight, and committee governance. This position partners closely with the President and leadership to drive operational excellence, improve business processes, enhance client service delivery, and support long-term organizational growth.

The Director provides direct leadership to the Trust Administration Manager, chairs key trust-related committees, facilitates cross-functional collaboration, and ensures strategic initiatives are effectively implemented and aligned with the organization's mission, values, and business objectives.

Essential Duties and Responsibilities

Strategic Leadership & Organizational Effectiveness

- Partner with the President and leadership team to develop and execute strategic priorities and organizational initiatives.

- Identify, evaluate, and implement opportunities to improve operational efficiency, workflow effectiveness, productivity, and client service delivery.

- Lead strategic projects and organizational initiatives from planning through implementation and evaluation.

- Analyze complex operational and organizational challenges, recommend solutions, and oversee successful execution.

- Monitor organizational performance and provide leadership with regular updates regarding progress, risks, opportunities, and key initiatives.

- Support change management efforts and organizational development activities that strengthen business performance and employee engagement.

Trust Administration Oversight

- Provide oversight to ensure exceptional client service.

- Ensure adherence to organizational practices and standards.

- Directly supervise the Trust Administration Manager, providing coaching, performance management, mentoring, and professional development.

- Partner with the Trust Administration Manager to establish departmental goals, priorities, and performance expectations.

- Promote consistency, accountability, and best practices within the trust administration function.

- Support succession planning, professional staff development, and continuous process improvement initiatives.

Committee Leadership & Governance

- Serve as Chair of the Trust Committee and Trust Administration Committee (TAC).

- Develop meeting agendas, committee materials, reports, and recommendations that facilitate informed decision-making.

- Coordinate with committee members and leadership to identify matters requiring review, discussion, and approval.

- Facilitate productive committee meetings that support sound governance, policy development, risk management, and operational effectiveness.

- Ensure committee decisions, recommendations, and action items are accurately documented, communicated, and completed.

Organizational Communication & Collaboration

- Serve as a liaison between committees, management, and executive leadership to ensure effective communication and alignment of priorities.

- Foster collaboration across departments to achieve organizational goals and strategic objectives.

- Build consensus among stakeholders and lead efforts that require coordination among multiple business functions.

- Communicate strategic initiatives, organizational priorities, and operational changes effectively throughout the organization.

Additional Responsibilities

- Maintain a thorough understanding of applicable trust, fiduciary, regulatory, and organizational policies and procedures.

- Prepare reports, presentations, and analyses for executive leadership and board-level committees as needed.

- Perform other duties and special projects as assigned.

Qualifications

Education & Experience

- Bachelor's degree in Business Administration, Finance, Management, Trust Administration, or a related field preferred.

- Minimum of 7-10 years of progressive leadership experience.

- Demonstrated experience leading strategic initiatives, operational improvements, and cross-functional projects.

- Previous supervisory or management experience required.

Knowledge, Skills, and Abilities

- Strong leadership, organizational, and strategic planning skills.

- Excellent communication, presentation, and interpersonal abilities.

- Ability to analyze complex issues and develop practical solutions.

- Strong project management and execution skills.

- Ability to build relationships and influence outcomes across all levels of the organization.

- Demonstrated ability to manage multiple priorities while maintaining high standards of accuracy and service.

- Proficiency with Microsoft Office products and business management systems.

Core Competencies

- Strategic Thinking

- Leadership & Accountability

- Operational Excellence

- Relationship Building

- Communication & Influence

- Problem Solving

- Team Development

- Continuous Improvement

- Integrity & Professionalism

- Client Focus