Find & Apply For Office / Administrative Assistant Jobs in San Rafael, California

About VES VES is a women-owned fiduciary and estate services firm known for combining professionalism with compassion. We aim to create a calm, structured environment for our clients and families during their most sensitive and complex life transitions. Our work includes trust and estate administration, financial organization, and concierge health care support. Position Overview We are seeking a Front Office Coordinator to serve as the central hub of communication for our boutique office in San Rafael. This role combines internal, and external office communication, requires strong administrative execution, and provides operational support to our accounting team, our client care department, and reports directly to the owner. You will answer phones, process client mail, and calendar appointments using Outlook and Clio legal software in a fast-moving environment. Special projects and additional software applications may be assigned. While the foundation of this role is strong administrative execution, it also extends beyond a traditional administrative position. You will own core office coordination responsibilities. The Front Office Coordinator is the backbone of our office. You must have strong communication skills, be highly organized, self-motivated to ask questions and seek answers, and be ready to provide a gold standard experience for clients and referring partners. For the right candidate, there is opportunity for growth. We are looking for those individuals who demonstrate a high degree of capability, and interest in moving beyond administrative support into a Fiduciary Assistant, or Office Manager role in the future. How We Work We operate in a collaborative professional environment with less day-to-day oversight than traditional roles. This Front Office Coordinator role requires the highest degree of personal, and professional integrity managing sensitive client information. Helpful skills a candidate may bring are; knowledge of HIPAA practices, experience working with protected health information, banking institutions and legal firms. This position is a good fit for those who desire to learn the internal processes of working in a professional Fiduciary environment . We need someone; organized, adaptable, and emotionally regulated while managing shifting priorities. We communicate proactively here to identify gaps, and take ownership of our work in this dynamic environment as a team. The ability to receive and provide direct feedback is of paramount importance.

Key Responsibilities:

This role is rooted in strong, consistent execution of core office operations, with additional opportunities to support broader team initiatives. Client Communication & Front Office Serve as the first point of contact for clients and callers Manage calls, messages, and inquiries with professionalism and discretion Conduct intake calls, support client onboarding, sending client forms and correspondence Maintain a calm, organized, client-ready office Office Operations Manage scheduling, mail, scanning, filing, and document organization Prepare client documents and onboarding materials Maintain digital and physical filing systems Support billing coordination and vendor communication Team & Systems Support Support internal workflows and evolving systems Assist with onboarding new team members Ensure clear communication across the team Use and learn technology platforms confidently Take ownership of responsibilities and follow through to completion What We Are Looking For 2+ years administrative or client-facing experience Strong communication and professional presence Highly organized and detail-oriented Comfortable with technology and learning new systems Able to prioritize and self-manage tasks Professional appearance and demeanor

Plus:

Experience in legal, healthcare, financial, or similar environments Experience handling sensitive or confidential information Interest in growth and cross-training over time Who Succeeds Here Self-directed and accountable Calm, thoughtful, and adaptable Strong communicator with emotional intelligence Takes pride in administrative excellence Why Join VES Meaningful, people-centered work Long-term growth opportunity Collaborative, high-functioning team Exposure to multiple areas of the business Never a dull moment as operations shift day to day

Job Type:

Full-time Pay:

From $28.00 per hour Application Question(s): Do you have experience in a legal or equivalent office environment? VES is a fragrance-free workplace. Due to medical sensitivities, we ask that you opt for unscented products and refrain from product variants which contain scents such as perfume, laundry soap, hair products, deodorants, and hand creams. Will you be able to accommodate to our "scent-free workplace" requirement? Are you willing to complete a background check? What aspects of administrative or coordination work do you take the most pride in? Please include any experience working with numbers or data. Before applying, what was your familiarity with fiduciary or estate services work? If this is new to you, what sparked your interest? This role is primarily focused on administrative responsibilities, with opportunities to take on additional operational work over time. How does this structure align with what you are looking for in your next role? Tell us about the types of team environments you have worked in and where you feel you have been most effective. What made those environments a good fit for you? Are you comfortable learning and using technology systems regularly?

Work Location:

In person