Executor? Administrator? Trustee? What do all these roles mean?
When someone dies, a lot of new terms start appearing — executor, administrator, trustee, personal representative and more. If you're not familiar with estate administration, it can feel like you need a legal dictionary just to work out who does what.
The good news is:
There aren’t as many differences as it first seems.
Much of the work is similar.
And most people only need to focus on one or two of these roles.
Let’s break them down simply.
Executor
When is this used?
When there’s a valid will.
What do they do?
The executor is named in the will to handle the person’s estate after death.
They apply for probate (or the local equivalent), collect assets, pay debts, sort taxes, and distribute what’s left according to the will.
Who can be an executor?
Anyone the person chooses: family, friends, a solicitor, or a professional.
Do you have to use a professional executor?
No. Many people appoint a trusted family member or friend. Professionals can be used if desired or if the estate is complex.
Administrator
When is this used?
When there’s no valid will — this is called intestacy.
What do they do?
The administrator handles the estate in broadly the same way as an executor, but they distribute assets according to the legal rules of intestacy (set by the country or region), rather than following a will.
Who can be an administrator?
Usually a close family member, following a legal order of priority (spouse, children, parents, siblings, etc.).
Personal Representative
When is this used?
In some countries, this is a general term that covers both executors and administrators.
What do they do?
It simply refers to whoever is legally responsible for handling the estate — whether appointed by a will (executor) or by the court (administrator).
Trustee
When is this used?
When there’s a trust involved.
What do they do?
A trustee manages assets held in trust for the benefit of others. This may happen:
During someone’s lifetime (a living trust).
After death (if the will creates a trust for children, for example).
Who can be a trustee?
Again, family members, friends, professionals — anyone the person appoints.
Are these roles always separate?
Not necessarily.
One person might be both executor and trustee, depending on the will.
An executor might finish their work once the estate is distributed.
A trustee may continue managing assets for many years.
Do you get paid for doing these roles?
Family members often do it unpaid, though they can claim reasonable expenses.
Professional executors, administrators or trustees typically charge fees for their work.
How do you know what role you have?
If you’ve been named in a will, you’re likely the executor.
If there’s no will, and you’re taking responsibility, you may be applying to become the administrator.
If you’re managing assets held in trust, you may be acting as trustee.
If you’re unsure, legal advice can help clarify your position.
A tool to help you stay organised
Whatever role you're taking on, one thing is true: the paperwork can add up fast. The After Death Spreadsheet is designed to help you stay organised — tracking assets, debts, tasks, distributions, and progress in one clear place, whether you're acting as executor, administrator or trustee.
A final thought
The legal terms might sound complicated, but the core responsibility is simple: to carry out the person’s wishes (or the legal rules), handle the paperwork, and make sure everything is managed properly. And like most of this work — it’s easier when you have a clear plan, good notes, and some practical support along the way.
