What Does an Executor Actually Do — And How Long Does It Take?

Part of the Getting Your Affairs in Order series by Done Once Lab

Being named someone's executor feels like an honour. And it is. It's also a job — one that most people don't fully understand until they're already doing it.

This guide explains what the executor role actually involves, how long it typically takes, and what makes it easier or harder.

What an executor is — and isn't

An executor (sometimes called a personal representative) is the person named in a will to carry out its instructions after death. They don't inherit leadership automatically — they have to be formally appointed by the probate court before they can legally act.

Until that appointment happens, an executor has no legal authority to access accounts, transfer assets, or make financial decisions on behalf of the estate.

The core responsibilities

Once appointed, an executor's job covers a lot of ground:

Locate and secure assets. Find all accounts, property, policies, and personal belongings. This is where a Legacy Asset Locator becomes invaluable — it can cut weeks off this step by giving the executor a clear map from day one, rather than having to piece it together from statements, emails, and memory.

File the will with the probate court. In most states there are deadlines for this. Missing them can create complications.

Notify creditors and government agencies. This includes Social Security, the IRS, banks, insurers, and pension providers.

Pay valid debts and taxes. The estate's debts are paid before anything goes to beneficiaries.

Distribute assets. Once debts are settled, what remains is distributed according to the will's instructions.

Close the estate. File the final accounting with the court and get the estate formally closed.

How long does it actually take?

For a typical estate — straightforward assets, no disputes, no complications — expect 9 to 18 months from start to finish. Research from estate settlement software company EstateExec puts the average at around 16 months and roughly 570 hours of work.

What makes it longer:

• Assets scattered across multiple institutions without a clear inventory

• Property in multiple states (each may require separate probate)

• Contested will or family disputes

• Complex assets like a business, real estate investments, or cryptocurrency

• Missing documents or outdated beneficiary designations

What makes it shorter: good preparation. An estate where documents are organised, accounts are clearly listed, and beneficiary designations are current can move significantly faster.

What makes a good executor

Trustworthiness is assumed — that's why they were chosen. But the practical requirements are often underestimated. A good executor needs to be:

Organised. There's a lot of paperwork, and deadlines matter.

Available. This is not a two-hour commitment. It's an ongoing responsibility for over a year.

Calm under pressure. Grieving families, competing interests, and institutional friction are all part of the territory.

Willing to ask for help. Good executors hire attorneys and accountants. They don't try to do everything alone.

The most important thing you can do for your executor right now

Organise your information.

Every hour an executor spends searching for account numbers, policy documents, or login information is an hour that could have been saved. The people left handling your affairs will be grateful and grieving at the same time — the less detective work you leave them, the better.

A Legacy Asset Locator is built specifically to give your executor a clear starting point across all six categories of your financial and digital life.

Start your free Legacy Asset Locator at doneoncelab.com/legacy-asset-locator

Common questions

Does the executor get paid?

Yes, in most states. Executor fees are typically set by state law — often a percentage of the estate value, or a reasonable fee. They are paid from the estate, not from the beneficiaries personally.

Can an executor also be a beneficiary?

Yes, and this is common. Parents often name one of their adult children as executor. It can create tension if other beneficiaries feel the executor has a conflict of interest, but it is entirely legal.

What if the executor makes mistakes?

Executors have a fiduciary duty — they must act in the best interests of the estate and its beneficiaries. Serious mistakes or misconduct can result in personal liability. This is another reason why executors should seek professional guidance and not try to handle everything alone.

Can someone refuse to be an executor?

Yes. Being named in a will does not obligate anyone to serve. If the named executor declines, the court will appoint an administrator instead.

This article is part of the Getting Your Affairs in Order series from Done Once Lab. Educational in nature — not legal or financial advice.