Administrative Assistant

Administrative Assistant Foster Thornton Welling | San Diego, CA Foster Thornton Welling is a private fiduciary firm dedicated to bringing order to life’s transitions . We provide highly personalized support to individuals and families navigating significant life events, including aging, retirement, illness, inheritance, divorce, and the loss of a loved one. We are seeking a professional, compassionate, highly organized Administrative Assistant to join our team in San Diego. This is an opportunity for someone who takes pride in being dependable, detail-oriented, and proactive—and who understands the importance of discretion when working with sensitive personal, financial, and family matters. About the Role The Administrative Assistant will provide day-to-day administrative and organizational support to our fiduciaries and their clients. The successful candidate will be comfortable managing multiple priorities, communicating professionally with clients and outside professionals, maintaining accurate records, and anticipating the needs of the team. This is more than a traditional administrative position. Our work often involves clients and families experiencing significant transitions, and our administrative team plays an important role in creating a professional, responsive, and reassuring client experience. Responsibilities Provide administrative and organizational support to the Foster Thornton Welling team Communicate professionally and compassionately with clients, family members, attorneys, accountants, financial advisors, and other professionals Manage correspondence, emails, phone calls, scheduling, and follow-up items Prepare, organize, scan, file, and maintain confidential documents and records Assist our fiduciaries with the administration of trusts, estates, and other fiduciary matters Track deadlines, appointments, tasks, and client-related action items Assist with financial and administrative recordkeeping Coordinate information and documentation among clients, beneficiaries, financial institutions, attorneys, accountants, and other advisors Help ensure that client matters remain organized, current, and moving forward Handle sensitive and confidential information with the highest level of discretion Support the team with special projects and other administrative responsibilities as needed Anticipate needs and proactively identify ways to improve organization and efficiency What We’re Looking For The ideal candidate is: Highly organized and detail-oriented , with a strong ability to manage multiple priorities Professional and polished in written and verbal communication Compassionate and patient , particularly when working with individuals and families experiencing difficult transitions Discreet and trustworthy , with excellent judgment regarding confidential information Proactive , with the ability to anticipate what needs to be done rather than simply waiting for instructions Dependable and accountable , taking ownership of responsibilities and following through Confident working in a professional environment where accuracy and attention to detail are essential A strong team player who enjoys collaborating with colleagues and outside professionals Comfortable learning new systems , processes, and aspects of trust and estate administration Qualifications Prior experience in an administrative role is preferred, but not required Excellent organizational and time-management skills Strong written and verbal communication skills Proficiency with Microsoft Office and common office technology Ability to handle confidential financial and personal information appropriately Strong attention to detail and accuracy Ability to work independently while also functioning effectively as part of a team Experience in financial services, accounting, legal services, trust and estate administration, professional fiduciary services, or a client-service environment is a plus, but not required. Why Join Foster Thornton Welling? At Foster Thornton Welling, our work is ultimately about people . We help bring clarity, organization, and peace of mind to clients and families during some of life’s most challenging times. Our team values professionalism, integrity, compassion, and a genuine commitment to serving others. If you are someone who enjoys being the person others can rely on, takes pride in getting the details right, and wants your work to have a meaningful impact on clients’ lives, we would love to hear from you. To apply: Please submit your resume and a brief cover letter describing your interest in the position and why you believe you would be a strong fit for Foster Thornton Welling.