Administrative Support Assistant Strata Family Office Services Rancho Santa Fe, CA Job Details Part-time | Full-time $28 - $38 an hour 4 hours ago Qualifications Google Workspace Confidential information handling Spreadsheets Content editing Client file management Productivity software File organization Office experience Office record organization Full Job Description

ABOUT US

Strata Family Office Services is a boutique multi-family office built for a small, highly select group of ultra-high-net-worth families. Balanced Strategies is our affiliated wealth planning and life insurance design practice. Both are small, fast-moving teams where attention to detail, discretion, and follow-through matter more than titles. This role floats between both businesses. Some days the priority is a Strata entity file, other days it's a Balanced Strategies client deliverable. The work changes; the standard of care does not. This is a chance to be the reliable hands and sharp eyes behind two fast-moving businesses, keeping the details right so leadership can focus on what only they can do.

THE OPPORTUNITY

We are hiring an Administrative Support Specialist based in San Diego to work in person as a direct assistant to the President and Chief of Staff, supporting both Strata and Balanced Strategies as priorities shift day to day. This role handles the tasks that do not require legal, financial, or industry-specific expertise, but do require precision, reliability, and a natural instinct to take initiative: completing insurance applications and other client documentation, digital file organization, KYC and audit preparation, light scheduling support, and polished, client-ready materials. The ideal candidate is a genuine "doer" who learns quickly, follows through without being reminded, and is comfortable with priorities that change throughout the day. The President and Chief of Staff will both depend on this person directly and often.

POSITION DETAILS

Title :

Administrative Support Specialist Type :

Full-Time or Part-Time, Non-Exempt (Hourly)

Location :

San Diego, CA (Rancho Santa Fe)

Reports To :

President & Chief of Staff Compensation :

$28 to $38 per hour, commensurate with experience

WHAT YOU WILL OWN

1. Document & File Management Conduct targeted searches within inboxes to locate attachments and organize them into shared folders, for example identifying and filing documents related to specific entities and projects Maintain digital records to ensure files are complete, organized, and properly stored in the correct locations Organize confidential materials for audits, KYC preparation, and ongoing client work across both businesses 2. Insurance Application & Client Documentation Support Prepare life insurance application paperwork by transferring existing client information on file, such as names, addresses, and titles, into the correct carrier forms accurately and on time Track outstanding application items and follow up proactively to keep submissions moving Organize supporting client documentation for carriers and internal files 3. Scheduling & Executive Assistant Support Provide light scheduling support and calendar coordination for the President and Chief of Staff as needed Format, spell-check, proofread, and prepare materials generated by other contributors prior to client distribution Update diagrams or charts inside software such as Lucidchart when directed Support design and marketing tasks, including light formatting, content updates, and basic layout changes 4. Task Execution & General Support Maintain an active task list and keep daily responsibilities prioritized across both businesses Receive assignments throughout the day and complete them independently with minimal oversight Identify items that need clarification and communicate proactively to keep work moving forward Handle basic information requests and follow established procedures to support multiple active projects

WHAT SUCCESS LOOKS LIKE

The right person will deliver: Nothing falls through the cracks between the two businesses, even as priorities shift throughout the day Documents, files, and materials are organized, complete, and easy to find Insurance applications and client paperwork are completed accurately and submitted on time The President's and Chief of Staff's scheduling needs are handled proactively, not reactively Materials are polished and error-free before they reach clients or partners

WHAT WE'RE LOOKING FOR

Required Strong organizational skills with the ability to maintain structured digital filing systems Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Google Workspace Excellent written and verbal communication Ability to manage multiple priorities across two businesses in a fast-paced environment High attention to detail when formatting, proofreading, and preparing documents Self-starter with a "doer" mindset and strong follow-through Comfortable asking clarifying questions and communicating status updates proactively Prior administrative support or office coordination experience Professional demeanor, reliability, and discretion handling confidential information Based in or able to reliably commute to San Diego, CA for in-person work Strongly Preferred Familiarity with document management tools Working knowledge of CRM systems or workflow management software Experience updating visual diagrams or process maps, such as Lucidchart Experience supporting multiple team members, departments, or business units at once Experience supporting executives or senior leadership directly Associate or bachelor's degree in business, communications, or a related field

SCOPE & BOUNDARIES

To be clear about fit: this is a hands-on execution and coordination role.

It does not involve:

Legal, financial, or industry-specific advisory work Strategic decision-making on behalf of either business Entity, agreement, or compliance ownership, which sits with the Director of Governance Vendor management, mail handling, and general office operations, which are not a direct function of this role If you find real satisfaction in a clean inbox, an organized shared drive, and being the reason two busy executives can focus on the work only they can do, this role is for you.

WHY US:

Autonomy :

You own your task list. No micromanagement, no busywork for its own sake.

Access :

Direct line to leadership across two businesses. Your work matters at the highest level.

Craft :

Small team that cares deeply about doing the work the right way.

Discretion :

A firm built on trust. Your professionalism is valued and protected.

Variety :

No two days look the same. You'll never be bored.

Compensation :

Competitive hourly rate commensurate with experience.

Pay:

$28.00 - $38.00 per hour Application Question(s): Describe a time you had to juggle multiple tasks or requests from more than one person at the same time, with priorities that kept shifting throughout the day. How did you stay organized, and was anything missed?

Experience:

administrative office support: 1 year (Required)

Work Location:

In person