Applications received without a cover letter, resume, references, and question responses will not be considered.
Mendocino Fiduciary is seeking a self-motivated, detail-oriented individual for a full-time Administrative Specialist position, working 32 to 40 hours per week at our Fort Bragg location. This role provides essential administrative support and indirect client services in a dynamic office environment.
About Mendocino Fiduciary
As fiduciaries, we serve as trustees, executors, and powers of attorney for both financial and healthcare matters. We offer personalized financial and personal management services tailored to each client’s unique needs. Our work demands integrity, clarity, attention to detail, and compassion, with daily problem-solving at its core.
Fiduciary responsibilities include managing and protecting clients’ financial assets—such as trusts, estates, and accounts under power of attorney—and overseeing their health and living arrangements when necessary. Clients entrust us with their well-being and assets, making confidentiality and discretion essential.
Position Overview: Administrative Specialist
We seek a candidate who approaches challenges with professionalism and courtesy, consistently demonstrating respect and efficiency in every interaction. The ideal individual excels at juggling multiple tasks and is eager to support both staff and clients in resolving a variety of unique issues.
Key Responsibilities
· Phone System: Answer calls, take messages, schedule appointments.
· Mail Handling: Open, process, and distribute incoming mail; prepare outgoing mail including bills and invoices.
· Client Management Systems: Assist in maintaining and improving internal systems.
· Project Support: Contribute to project management efforts as needed.
· Bookkeeping: Pay client bills and maintain check registers using Quicken.
· File Management: Maintain client files in both physical and digital formats.
· Correspondence: Assist with communications involving clients, family members, vendors, attorneys, and others.
· Training: Assist with classes and other activities.
· General Administration: Provide additional administrative support as needed.
· Tracking worktime to ensure accurate accountability for client billed work.
Ideal Candidate Qualifications
· Exceptional attention to detail and organizational skills.
· Calm, professional demeanor with strong interpersonal abilities.
· Commitment to confidentiality and discretion.
· Excellent verbal and written communication skills; phone etiquette.
· Proven success in client service environments.
· Ability to manage sensitive and complex situations with maturity and optimism.
· Strong time management and prioritization skills.
· Self-directed with the ability to seek guidance when needed.
· Resourceful in researching and resolving issues.
· Proficiency in Excel and Word. Experience with Quicken desirable.
· Quick learner with adaptability to new systems and concepts.
· Creative problem-solving abilities.
· Comfortable in a fast-paced office setting.
· Ability to work in a team setting.
Preferred Experience
3–5 years of office experience required
Bachelors Degree or two-years of college credits, preferred
Experience in legal or financial settings is a plus
Demonstrated client management skills and attention to detail
Alignment with fiduciary values and ethics
Positive attitude and eagerness to learn
Compassionate and service-oriented mindset
Ability to work independently without excessive socializing
Familiarity with both Microsoft and Mac systems
Must have a working cell phone
Compensation
Starting pay: $25–$29/hour based on experience, with regular performance-based increases.
Benefits: one-week paid vacation annually (after 6-months of employment) and five days of sick leave annually.
How to Apply
Please submit the following to admin@mendocinofiduciary.com by 5pm on November 13, 2025. Applications received without all items below will not be considered.
- Cover letter detailing your interests, background, and skills
- Resume
- Three professional references and two personal references
- Respond to the following questions in the email text:
This job is fully onsite. Do you live within reasonable commuting distance to Fort Bragg, CA?
Have you worked in a high energy environment and what aspects of it did you like and dislike?
Have you ever worked in a job where you are responsible for billing your time to client work? If so, please explain briefly.
Provide an example of a time you worked as part of a team and there was a point of conflict. How did you handle the conflict, and what was the resolution?
Final candidates will be subject to a background check.
