Job Description

About The Job

Are you a JD who’s tired of getting ground down by billable hours, endless compliance work, and transactional client relationships? Maybe you’re a recovering Trust & Estate attorney who’s done with the grind of hourly billing. Or, are you a Wealth Strategist at a bank or wirehouse who’s frustrated by bureaucratic red tape, unable to dive deep into sophisticated planning for client families.

Do you love estate tax planning but wish you could focus on strategy and execution—without drafting another document your clients don’t understand?

Have you ever provided great advice, only to watch it stall because the client lacked the team to execute and maintain it? Do you feel stuck looking through a keyhole view of a family’s financial picture, instead of getting the full, top-of-the-mountain perspective?

If so, the Estate Tax Project Manager role at Mosaic might be for you.

Company

Mosaic serves a select group of Texas-based entrepreneurial families with significant illiquid holdings worth more than $100MM.

Mosaic was built on a unique business model – to provide unbiased, comprehensive advice in exchange for a flat quarterly retainer.

We don’t manage money for a fee, sell insurance products, draft legal documents, or prepare tax returns.

By completely aligning our financial incentives with our client’s interests, we neutralize professional egos, eliminate conflicts of interest, and remain agnostic as to the makeup of our client's outside advisory team. As a result, we don’t compete with other advisors—we complement them.

Mosaic is far from stuffy—we work hard to cultivate a culture full of laughs, respect, and humility. Company outings, regular educational and team-building opportunities, and a pantry full of snacks are just a few examples of the tight-knit team culture we’ve built.

Location

We believe the serendipity that comes from the entire team working together in the same space can’t be replicated online. Because of this, we collaborate in the office every day. While remote or hybrid positions aren’t offered, flexibility is available as needed.

OPPORTUNITY

Planning success isn’t just about cutting-edge strategy—it’s about world-class execution and ongoing maintenance. Mosaic is looking for a highly organized Estate Planning Project Manager who can keep complex planning initiatives on track, ensuring every detail is handled, every deadline is met, and every moving part receives the attention it needs.

As the Estate Plan Project Manager , you’ll coordinate—not draft—working closely with clients, attorneys, and CPAs to bring plans to life. Your job is to ensure structures are properly executed, assets are titled correctly, and nothing falls through the cracks. You’ll keep everything moving while adapting to evolving needs, making sure the right people are in the right place at the right time.

Primary Responsibilities Include:

• Project Manage Estate Plan Implementation – Track key milestones, deliverables, and deadlines to ensure seamless execution.
• Coordinate Across Stakeholders – Serve as the primary liaison between clients, estate planning attorneys, CPAs, tax strategists, and financial advisors.
• Ensure Accurate Execution – Verify that legal documents align with the intended strategy and are properly signed, funded, and implemented.
• Oversee Trust Funding & Asset Titling – Track and coordinate the proper titling of assets to ensure estate plans function as designed.
• Maintain Detailed Workflow Tracking – Monitor the status of estate planning processes, document execution, and compliance requirements.
• Translate Complexity into Actionable Steps – Break down legal, tax, and financial strategies into clear tasks for clients and their advisors.
• Monitor Estate Tax Law Changes – Work with the planning team to assess and implement adjustments based on evolving tax laws.
• Identify & Resolve Bottlenecks – Proactively troubleshoot delays, gaps, or inconsistencies in the planning process.
• Facilitate Seamless Communication – Ensure estate plans integrate properly with financial models, investment structures, and governance plans.
• Oversee Annual Plan Maintenance – Track required updates, compliance deadlines, and ongoing maintenance for estate planning structures.
• Develop & Optimize Processes – Document and refine estate plan execution workflows for improved efficiency.
• Create Visual Summaries – Turn complex, dynamic planning timelines into clear visual charts and checklists for easy tracking.

Candidate

Being smart, hardworking, and honest are the minimum barriers to entry. To thrive at Mosaic, the individuals we are seeking must possess intangible qualities such as:

• Meticulously Organized – You love checklists, timelines, and structured processes.
• Detail-Obsessed – You catch errors before anyone else does and ensure every step is executed flawlessly.
• Proactive & Solutions-Oriented – You don’t just react to problems—you anticipate and prevent them.
• Relentlessly Curious – You ask great questions, seek deeper understanding, and constantly refine processes.
• Bias for Action – You operate with urgency and get things done ahead of schedule.
• Resourceful & Self-Sufficient – When you don’t have an answer, you find one.
• Great Communicator – You can translate legal, tax, and financial jargon into clear, actionable steps.
• Process-Driven Yet Adaptable – You thrive on structure but know when to pivot when circumstances change.
• Collaborative & Independent – You work just as well on your own as you do with a team.
• Stakeholder Manager – You can align and coordinate clients, attorneys, CPAs, and financial professionals.
• Exceptional Writer – You craft concise, professional updates with ease.
• Personable & Approachable – You build strong relationships and make complex topics accessible.
• Tech-Savvy – Comfortable using workflow tools like ClickUp, Trello, Notion, Asana, or Salesforce.

o 3+ years of experience as a practicing Trust & Estate Planning Attorney

o Juris Doctorate required; LL.M. preferred

o Strong knowledge of estate planning concepts, wealth transfer strategies, and asset protection structures (e.g., GRATs, IDGTs, FLPs).

o Experience coordinating estate planning workflows and working with external attorneys, tax strategists, and financial professionals.

o Highly organized with experience managing multiple estate planning projects simultaneously.

o Project management experience or certification (PMP, CAPM) is a plus but not required.

o Familiarity with workflow management tools (ClickUp, Asana, or Salesforce).

COMPENSATION

This role is eligible for a compensation package that includes:

• Base salary plus year-end bonus based on personal contribution and firm profitability.
• Base Salary Range: $125,000 - $175,000
• Annual Bonus: Up to 20.0% of salary
• Total Annual Compensation Potential: $150,000 - $210,000
• 401(k) with 6.0% company match
• Health, Dental, Vision, Disability & Life insurance
• Paid Time Off (PTO) including vacation, sick leave, and 12 holidays
• Financial incentives for attaining directly relevant professional designations

How to Apply

To apply, please submit your resume and a brief cover letter outlining your experience and why you’re interested in this role to jobs@mosaicadvisors.com

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