What are the responsibilities and job description for the Administrative Support Specialist position at Fortuna Services, Inc.?
Title: Administrative Support Specialist
Status: Temporary
Company: Fortuna Services
Location: San Diego, CA
Compensation: $24-$30 per hour
Company Overview:
Fortuna Services provides strategic support across several affiliated businesses in wealth planning, family office services, and specialized financial solutions. Our teams focus on building efficient processes, delivering high quality deliverables, and supporting long-term relationships with high-net-worth families and business owners. We operate in a collaborative environment where attention to detail, professionalism, and clear communication are essential to daily success. As a small organization, we value individuals who take initiative, stay organized, and are comfortable working in a dynamic setting with evolving priorities.
Job Description:
We are seeking a highly organized, proactive Administrative Support Specialist based in San Diego to assist with a broad range of operational, organizational, and project-based tasks. This role will begin as a temporary position with the potential to transition into permanent part-time or full-time employment for the right individual.
This position will directly support senior leadership by handling tasks that do not require legal, financial, or industry specific expertise, but do require intuitiveness, precision, reliability, attention to detail, and a natural instinct to take initiative. The ideal candidate is a “doer” who learns quickly, follows through on assignments, and can work efficiently in a fast-paced environment where priorities shift throughout the day.
Job Responsibilities:
1. Document and File Management
a. Conduct targeted searches within inboxes to locate attachments and organize them into shared folders (example: identifying and filing documents related to specific entities and projects)
b. Maintain digital records to ensure files are complete, organized, and properly stored in the correct locations
c. Organize confidential materials for audits, KYC preparation, and ongoing client work
2. Administrative and Operational Support
a. Assist with scheduling, coordination, and updating internal calendars
b. Format, spell-check, proofread, and prepare materials generated by other contributors prior to client distribution
c. Engage with design and marketing tasks, including light formatting, content updates, and basic layout changes
d. Update diagrams or charts inside software such as Lucidchart when directed
3. Task Execution and General Support
a. Maintain an active task list and keep daily responsibilities prioritized
b. Receive assignments throughout the day and complete them independently with minimal oversight
c. Identify items that need clarification and communicate proactively to keep work moving forward
d. Handle basic information requests and follow established procedures to support multiple active projects
Desired Skills & Experience:
a. Strong organizational skills with the ability to maintain structured digital filing systems
b. Proficiency with Microsoft Office Excel, Word, PowerPoint, and Google Workspace
c. Excellent written and verbal communication
d. Ability to manage multiple priorities in a fast-paced environment
e. High attention to detail when formatting, proofreading, and preparing documents
f. Self-starter with a “doer” mindset and strong follow through
g. Comfortable asking clarifying questions and communicating status updates
h. Able to anticipate next steps and take initiative without constant oversight
i. Experience organizing email attachments and shared drive folders
j. Ability to quickly learn new systems and applications
k. Prior administrative support or office coordination experience preferred
l. Professional demeanor, reliability, and discretion handling confidential information
m. Experience supporting multiple team members or departments is a plus
n. Previous in person office experience preferred
Additional Qualifications, but not required:
a. Familiarity with document management tools
b. Working knowledge of CRM systems or workflow management software
c. Experience updating visual diagrams or process maps
d. Comfort preparing materials for design, formatting, or presentation purposes
e. Associate or bachelor’s degree in business, communications, or a related field
f. Experience supporting executives or senior leadership teams
Job Types: Full-time, Part-time, Contract, Temporary
Pay: $24.00 - $30.00 per hour
Work Location: In person
Salary : $24 - $30