An executor is an individual who is named in your will to insure the wishes in your will are carried out. An administrator performs the same functions, but is an individual appointed by the court in cases where there is no will. In the event the executor or administrator declines to serve in such capacity the Probate Court will appoint a substitute executor or administrator pursuant to the decedent's instructions, or upon petition by other interested parties. In order to try to avoid this situation, you should confirm with the individuals you wish to name to be sure they are comfortable with the appointment.
An executor or administrator has the duty to perform certain tasks to see that the estate is properly probated, including informing all persons with any legal interest in the estate, (both creditors and potential heirs) of any matters which might affect their interests. The administrator or executor completes an inventory of the estate, assuring the debts of the estate are paid (if there are sufficient funds to do so) or if there are insufficient funds in the estate to pay all of its debts, to sell, with court permission, enough of the assets of the estate to pay the outstanding debts. The executor/administrator must prudently manage the assets to maintain the value while awaiting approval from the Court to distribute them. The estate assets must also be kept separate from any other funds. The executor/administrator is also responsible for obtaining a federal tax identification number for the estate, and for filing all federal and state tax returns for the decedent and the estate.
Reasonable fees are allowed to the executor/administrator and attorneys, subject to the approval of the Probate Court.