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49 results for Executive Assistant in Oakland, CA

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Responsibilities:

Organizing and managing executive schedules, ensuring their calendars are efficiently managed and updated.
Planning, coordinating, and overseeing all corporate events.
Assisting human resources with recruitment efforts, employee communication, and other related activities.
Acting as the point of contact between executives and internal/external clients.
Responding promptly to shareholder inquiries, preparing necessary communications or documentation.
Preparing business reports and presentations for the executive team.
Handling confidential information and maintaining the executive's privacy at all times.

Qualifications:

Proven experience as an Executive Assistant, supporting C-Level Executives.
Exceptional organizational skills and ability to prioritize tasks.
Superior written and verbal communication skills.
Familiarity with certain aspects of Human Resources management.
Understanding of corporate planning and event organization.
Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel)

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49 results for Executive Assistant in Oakland, CA

Executive Assistant

Mountain View, CA
onsite
Temporary
35.00 - 48.00 USD / Hourly
Responsibilities:<ul><li>Organizing and managing executive schedules, ensuring their calendars are efficiently managed and updated.</li><li>Planning, coordinating, and overseeing all corporate events.</li><li>Assisting human resources with recruitment efforts, employee communication, and other related activities.</li><li>Acting as the point of contact between executives and internal/external clients.</li><li>Responding promptly to shareholder inquiries, preparing necessary communications or documentation.</li><li>Preparing business reports and presentations for the executive team.</li><li>Handling confidential information and maintaining the executive's privacy at all times.</li></ul>
2025-05-30T21:48:46Z

Executive Assistant

Alameda, CA
onsite
Temporary
33.25 - 38.50 USD / Hourly
We are looking for a highly organized and meticulous Executive Assistant to provide comprehensive administrative and operational support to senior leadership. This role involves managing schedules, coordinating events, and ensuring smooth communication with internal and external stakeholders. This is a long-term contract position based in Alameda, California. Responsibilities: • Manage and organize executive calendars, schedules, and travel arrangements to ensure seamless daily operations. • Serve as the primary point of contact for coordinating meetings and events with internal teams and external stakeholders. • Prepare and reconcile expense reports with accuracy and attention to detail. • Act as a liaison between executives and various partners, anticipating needs and providing timely updates. • Coordinate logistics for meetings and trainings, including catering, equipment setup, and preparation of materials. • Draft, edit, and distribute high-quality documents such as correspondence, meeting agendas, and presentations. • Maintain and update electronic and paper records, including contracts, invoices, and other administrative files. • Recommend and implement process improvements to enhance operational efficiency. • Order and manage office supplies, ensuring availability for daily operations. • Support website updates and media communication as needed.
2025-05-27T23:14:29Z

Executive Assistant

Santa Rosa, CA
onsite
Temporary
24.00 - 28.00 USD / Hourly
We are looking for an experienced Executive Assistant to provide high-level administrative support for the Chief Executive Officer. This contract position, based in Santa Rosa, California, offers an opportunity to contribute to both executive operations and development initiatives. The ideal candidate will bring strong organizational skills, professionalism, and experience in managing calendars, donor relations, and communication with key stakeholders. Responsibilities:• Schedule and coordinate meetings and appointments for executives, ensuring efficient time management.• Oversee calendar management and maintain organized filing systems for important documents.• Handle administrative tasks such as faxing, copying, and document preparation.• Arrange travel plans, including transportation and accommodations, for the executive team.• Prepare and edit presentations for public speaking engagements using tools like PowerPoint.• Take meeting minutes during organizational and board meetings and prepare board packets.• Assist with donor database management, including updating records and generating reports.• Support donor relations by coordinating follow-up activities, recording gifts, and managing pledge billing.• Provide logistical support for donor events and stewardship visits, ensuring smooth execution.
2025-05-29T16:08:57Z

Executive Assistant

Mountain View, CA
onsite
Temporary
35.00 - 48.00 USD / Hourly
Administrative Support:<ul><li>Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.</li><li>Prepare and edit correspondence, communications, presentations, and other documents.</li><li>Handle incoming and outgoing communications, including emails, phone calls, and mail.</li><li>Organize and coordinate meetings, conferences, and special events, including logistics and catering.</li></ul>Communication:<ul><li>Act as the primary point of contact between the executive office and internal/external stakeholders.</li><li>Screen and prioritize communications, ensuring timely and appropriate responses.</li><li>Draft and distribute meeting agendas, minutes, and follow-up action items.</li></ul>Project Management:<ul><li>Assist in the planning and execution of various projects and initiatives led by the executive team.</li><li>Track progress and provide updates on project timelines, deliverables, and milestones.</li></ul>Information Management:<ul><li>Maintain confidential and sensitive information with utmost discretion.</li><li>Develop and maintain a filing system for documents, records, and reports.</li></ul>Travel Coordination:<ul><li>Arrange detailed travel plans, itineraries, and agendas.</li><li>Ensure all travel logistics are managed efficiently and cost-effectively.</li></ul>Office Management:<ul><li>Monitor and order office supplies as needed.</li><li>Coordinate with IT and facilities for any office maintenance or equipment needs.</li><li>Assist in managing office budgets and expenses.</li></ul>
2025-05-30T21:48:46Z

Administrative Assistant

Santa Clara, CA
onsite
Temporary
28.00 - 30.00 USD / Hourly
Job Title: Administrative Assistant / Front DeskLocation: Santa Clara, CA (Onsite, 5 Days/Week)Schedule: Monday to Friday, 8:00 AM - 5:00 PMStart Date: June 9, 2025Duration: June 9, 2025 – November 21, 2025Job Overview:We are seeking a professional Administrative Assistant/Front Desk Coordinator to support a high-profile office environment. Your role will be integral in managing front desk operations, providing administrative support to executives, and ensuring seamless meeting coordination. This is a temporary position covering maternity leave, with an anticipated end date in November. Key Responsibilities:<ol><li>Front Desk Management:</li></ol><ul><li>Answer incoming calls and act as the main point of contact for visitors, including VIPs such as the President and Chief of Staff.</li><li>Serve as the “first line of entry,” fielding inquiries with professionalism and tact.</li></ul><ol><li>Administrative Support:</li></ol><ul><li>Troubleshoot office equipment such as printers.</li><li>Manage office supplies and handle financial and personnel transactions through Workday.</li><li>Provide scheduling support for the Chief of Staff.</li></ul><ol><li>Meeting Coordination:</li></ol><ul><li>Schedule meeting rooms, set up technology for meetings, and ensure smooth execution.</li><li>Offer exceptional customer service and maintain a “white glove service” standard for the President’s meetings.</li></ul>
2025-05-15T18:39:24Z

Sr. Legal Administrative Assistant

San Jose, CA
onsite
Permanent
75000.00 - 85000.00 USD / Yearly
We are offering an opportunity for a Sr. Legal Administrative Assistant in San Jose, California. In this role, you will be responsible for managing and coordinating work tasks within the department, serving as the primary point of contact for clients and staff, and handling a range of administrative duties. Responsibilities• Manage and filter daily communications with internal and external clients.• Act as the first point of contact for clients and staff, answering telephone calls, taking messages, and directing calls as needed.• Compose, proofread, and edit correspondence, presentations, and other documents.• Coordinate and schedule travel reservations, both domestic and international.• Prepare and submit expense reports, and reconcile credit card transactions.• Manage multiple calendars to ensure meetings and appointments are scheduled accurately.• Arrange and schedule internal and external meetings.• Handle confidential information with discretion and diplomacy.• Perform general office management tasks, such as handling inbound and outbound mail, ordering catering for meetings and events, ordering general office supplies, maintaining reception area, conference rooms and resource rooms, and liaising with building management for facility-related issues.• Maintain files, both physical and electronic, ensuring that client-related documents and correspondence are filed correctly.
2025-05-28T17:48:44Z

Administrative Assistant

Santa Clara, CA
onsite
Temporary
23.75 - 27.50 USD / Hourly
We are looking for a highly organized and detail-oriented Administrative Assistant to join our team on a contract basis in Santa Clara, California. In this role, you will provide comprehensive administrative and office management support to ensure smooth operations within the President’s Office. This position requires exceptional communication skills, attention to detail, and the ability to handle multiple tasks efficiently. Responsibilities: • Serve as the first point of contact for visitors, providing a warm and welcoming reception while directing inquiries appropriately. • Manage incoming calls, screen and route them to the correct personnel, and ensure accurate message-taking with timely follow-ups. • Oversee office supply inventory, purchasing, organization, and maintenance, as well as coordinate equipment repair and upkeep. • Assist with daily office operations such as document preparation, archiving, photocopying, and mail processing. • Schedule and coordinate meetings and events, including room reservations, catering services, and audiovisual support. • Provide executive-level administrative support to the Chief of Staff, including calendar management, meeting preparation, and follow-up tasks. • Prepare, proofread, and format correspondence, reports, and presentation materials, ensuring high-quality output. • Process financial transactions for the President’s Office and maintain accurate records for periodic reporting. • Collaborate with student interns on various projects and tasks as needed. • Support preparations for Board and Executive Committee meetings by assisting with logistics and documentation.
2025-05-19T02:23:42Z

Administrative Assistant

Oakland, CA
remote
Temporary
20.00 - 24.00 USD / Hourly
We are currently seeking an organized and proactive Administrative Assistant on a contract basis with a non-profit client in Oakland. The successful candidate will play a critical role in ensuring efficient and smooth day-to-day operations of our office.Responsibilities: · Answering and directing phone calls to relevant staff.· Organizing and scheduling appointments with admin software.· Booking meeting rooms and conference facilities.· Data entry and maintaining records and files.· Liaising with staff, suppliers, and clients.· Preparing documents and reports.· Assisting with special projects as needed.
2025-05-29T16:08:57Z

Part Time Administrative Assistant

San Leandro, CA
onsite
Temporary
25.00 - 28.00 USD / Hourly
We are looking for an experienced Administrative Assistant to join the City Manager's Office in San Leandro, California, on a contract basis. This part-time role, approximately 20 hours per week, focuses on supporting risk management initiatives and administrative tasks. The initial assignment is for three months, with the potential for extension based on project needs. Responsibilities: • Analyze data from various sources, such as incident reports and insurance claims, to identify trends and areas of potential risk. • Conduct risk assessments to evaluate the likelihood and impact of events like infrastructure failures or liability claims. • Assist in developing strategies to mitigate risks, including recommending policy changes or safety procedures. • Prepare detailed reports and presentations to communicate risk assessments and mitigation plans to stakeholders. • Collaborate with city departments to coordinate risk management efforts and ensure effective communication. • Perform research to stay updated on best practices in risk management and explore solutions for specific challenges. • Participate in special projects, such as updating emergency preparedness plans or conducting comprehensive risk evaluations. • Complete administrative tasks related to risk management and other assigned duties.
2025-05-27T23:14:29Z

Administrative Assistant

Palo Alto, CA
onsite
Temporary
25.00 - 35.00 USD / Hourly
Responsibilities:<ul><li>Answer and direct phone calls in a polite and professional manner</li><li>Organize and schedule appointments, meetings, and conferences</li><li>Produce and distribute correspondence memos, letters, faxes, and forms</li><li>Assist in the preparation of regularly scheduled reports</li><li>Order office supplies and maintain inventory</li><li>Book travel arrangements and accommodations</li><li>Provide general support to visitors</li><li>Act as the point of contact for internal and external clients</li></ul>
2025-05-30T21:48:46Z

Property Manager

Burlingame, CA
remote
Temporary
40.00 - 55.00 USD / Hourly
Property Manager & Executive Assistant – A Dynamic, High-Impact RoleAre you a proactive multitasker who thrives in a fast-paced environment? We’re looking for a highly organized, detail-driven Property Manager & Executive Assistant to take charge of day-to-day operations across a portfolio of properties while also providing high-level support to our CEO. This unique hybrid role blends property management with executive support, offering variety, while becoming an essential part of a collaborative, high-performing team! Property Management Responsibilities:<ul><li>Take ownership of the daily operations of multiple residential and/or commercial properties.</li><li>Coordinate maintenance, repairs, and vendor relationships to ensure seamless property upkeep.</li><li>Oversee rent collection, expense tracking, and budget management in collaboration with our finance team.</li><li>Conduct routine inspections to ensure properties meet quality standards and comply with local regulations.</li><li>Manage leases, renewals, and tenant transitions with efficiency and professionalism.</li><li>Serve as a reliable point of contact for tenant communications, resolving issues promptly and diplomatically.</li></ul>Executive Assistant / Chief of Staff Support:<ul><li>Manage the CEO’s calendar, meetings, priorities, and daily action items with precision and discretion.</li><li>Support the CEO in researching and troubleshooting technical and operational matters, helping drive key projects forward.</li><li>Assist with planning business events, handling occasional errands, and coordinating logistics.</li><li>Maintain confidential records and ensure smooth handling of all internal and external communications.</li><li>Provide flexible administrative support, including tracking expenses, preparing documents, and conducting vendor or market research.</li></ul>
2025-05-16T20:54:04Z

Administrative Assistant

Oakland, CA
onsite
Permanent
60000.00 - 80000.00 USD / Yearly
We are offering an exciting opportunity for an Administrative Assistant with a boutique litigation firm, based in Oakland, California. This role involves supporting our team by managing various administrative tasks, playing a crucial role in maintaining the smooth running of our office. Responsibilities:• Managing specific tasks and responsibilities to support the Office Manager• Handling office supplies and inventory, and placing orders when necessary• Ensuring efficient filing systems and records management• Distributing incoming mail and packages appropriately• Coordinating maintenance and repairs for office equipment and suite with building management• Scheduling meetings and managing calendars for the team• Assisting with accounts receivable, billing, and invoicing tasks• Assisting with accounts payable when required• Supporting the onboarding and training of new employees• Assisting with staff performance reviews and implementation of office policies and procedures• Participating in office-wide events and projects• Assisting with firm operational expenses alongside the bookkeeper• Addressing employee concerns and conflicts effectively.
2025-05-28T15:13:44Z

Admin Assistant

Oakland, CA
onsite
Contract / Temporary to Hire
23.00 - 25.00 USD / Hourly
We are in search of an Admin with Photography skills to join our team based in Oakland, California. Here are more details: Job DescriptionPosition Title: Product Photographer & Administrative CoordinatorLocation: Oakland, CAEmployment Type: Full-Time, Temp-to-HirePay Rate: Starting at ~$25 per hour (flexible based on experience)Position Summary:We are seeking a dynamic and detail-oriented individual to join our team as a Product Photographer & Administrative Coordinator. This is a full-time, temp-to-hire position perfect for someone with a creative eye for photography and the technical skills needed to maintain our online presence.Key Responsibilities:<ol><li>Photography and Photo Editing:</li></ol><ul><li>Capture high-quality product images that reflect the brand’s aesthetic.</li><li>Edit photos using Photoshop to ensure consistency and professional presentation.</li></ul><ol><li>Website Content Management:</li></ol><ul><li>Upload and organize product images and descriptions on the company website.</li><li>Maintain accuracy and attention to detail in product-related content.</li></ul><ol><li>Order Management and Administrative Support:</li></ol><ul><li>Enter and manage customer orders using Shopify or other e-commerce platforms.</li><li>Provide general administrative support as needed to ensure smooth workflows.</li></ul>
2025-05-10T00:53:49Z

Administrative Assistant (Tech Savvy)

Berkeley, CA
onsite
Temporary
25.00 - 30.00 USD / Hourly
We are seeking a highly motivated and detail-oriented individual with strong data analysis skills to join our team on a temp-to-hire basis. The ideal candidate will have experience in data entry, a solid understanding of analytical methodologies, and proficiency in Microsoft Office Suite, especially Excel. Experience with Yardi is a plus but not required. Key Responsibilities:<ul><li>Perform data entry and ensure the accuracy and integrity of data sets.</li><li>Analyze large datasets to identify trends, discrepancies, and actionable insights.</li><li>Use Excel (intermediate level) to create reports, charts, pivot tables, and data visualizations.</li><li>Collaborate with team members to support data-driven decision-making.</li><li>Assist with the preparation of summaries, presentations, and performance reports.</li><li>Maintain confidentiality and security of all data handled.</li></ul>
2025-05-14T20:28:56Z

Sr. Admin Assistant (Tech Savvy)

Alameda, CA
onsite
Temporary
31.35 - 36.30 USD / Hourly
We are looking for a highly organized and tech-savvy Senior Administrative Assistant to join our team in Alameda, California. In this long-term contract position, you will provide critical administrative and technical support to ensure smooth operations and effective communication with stakeholders. This role involves collaboration with internal teams, community partners, and program participants to address technical needs and deliver exceptional service. Responsibilities: • Offer technical support to providers and partners in accessing and entering data into web-based applications, ensuring information accuracy and completeness using established guidelines and checklists. • Manage and monitor helpdesk mailboxes, respond to support requests, and escalate complex issues to managers when necessary. • Serve as a point of contact for community partners, agencies, and staff, providing program information, administrative coordination, and follow-up as required. • Coordinate and assist in delivering information sessions and technical assistance office hours, including occasional evening and weekend sessions. • Collaborate with program teams to address inquiries and provide initial technical support for data systems, such as Hubbe. • Maintain detailed records of communications and technical assistance provided to programs and providers. • Support the resolution of program and provider concerns by working closely with internal teams. • Contribute to the creation and improvement of training materials, FAQs, and informational resources to aid program participants in the data reporting process. • Perform a variety of administrative and program support duties to facilitate the successful implementation of initiatives. • Assess participant needs, provide ongoing technical assistance, and coordinate with staff to resolve issues.
2025-05-30T19:24:00Z

Office Manager

Oakland, CA
remote
Temporary
30.00 - 40.00 USD / Hourly
We are seeking a highly organized and responsible Office Manager to join our team. In this position, you will play a crucial role in streamlining our day-to-day operations and maintaining an enriching, productive work environment. The ideal candidate is detail-oriented, resourceful, and able to manage multiple tasks efficiently.Responsibilities:· Oversee and support all administrative duties in the office and ensure smooth operations.· Manage office supplies inventory and place orders as necessary.· Perform reception duties such as answering phones where necessary.· Manage office layout planning and office moves, and with office refurbishment.· Organize and maintain office common areas.· Perform as HR to coordinate and direct administrative support functions for the office.· Assisting in various daily operations.· Working with department managers to improve overall work environment and staff satisfaction.
2025-05-29T16:29:04Z

Administrative Assistant

Berkeley, CA
onsite
Temporary
28.50 - 33.00 USD / Hourly
We are looking for a detail-oriented Administrative Assistant to join our client for a contract to permanent role in Berkeley, California. The ideal candidate will handle a variety of administrative tasks supporting the HR team, ensuring smooth day-to-day operations. This role requires excellent organizational skills, proficiency in office software, and a proactive approach to problem-solving. Responsibilities: • Manage and respond to inbound and outbound calls with professionalism and efficiency. • Organize and schedule appointments, ensuring all arrangements are accurate and timely. • Perform data entry tasks with a high level of accuracy and attention to detail. • Draft, send, and manage email correspondence promptly and effectively. • Utilize Microsoft Office tools, including Word, Excel, Outlook, and PowerPoint, to create and manage documents and presentations. • Provide exceptional customer service by addressing inquiries and resolving issues. • Maintain and update records using Bamboo software to ensure accurate documentation. • Coordinate with team members to ensure seamless communication and task completion. • Support daily administrative operations by handling miscellaneous office tasks as needed. If you are interested in this role please apply today at (510)470-7450
2025-05-29T19:14:08Z

Case Management Assistant Non-Clinical - Administrative

San Leandro, CA
remote
Temporary
21.00 - 24.00 USD / Hourly
We are looking for a dedicated Case Management Assistant to join our team in San Leandro, California. In this long-term contract role, you will play a key administrative support role within the Care Management team, assisting with tasks related to care coordination, discharge planning, and data management. This position is ideal for someone with strong organizational skills and a background in healthcare administration. Responsibilities:• Provide administrative support for care coordination and discharge planning activities.• Maintain accurate records of patient information and assist with data entry and reporting.• Collaborate with case management staff to share clinical information for utilization reviews and service approvals.• Coordinate and document communications with payers, including securing authorizations for admissions and post-discharge services.• Manage and track important documentation such as denial letters, patient choice forms, and other correspondence.• Work closely with the revenue cycle team to ensure inpatient encounters are accurately recorded and reconciled.• Maintain and update databases of referral sources, bed availability, and services offered.• Communicate effectively with internal teams and external stakeholders to facilitate smooth operations.• Support the creation of reports and ensure compliance with organizational policies and procedures. If you are interested in this role please apply to this posting and contact us immediately at (510) 470-7450
2025-05-08T22:18:59Z

Grants Specialist

Alameda, CA
onsite
Temporary
30.00 - 35.00 USD / Hourly
We are looking for a skilled and resourceful Senior Administrative Assistant with a strong technical aptitude to join our team on a long-term contract basis. Based in Alameda, California, this role involves providing administrative and technical support to ensure seamless program operations and effective communication with providers and partners. If you enjoy working in a dynamic environment and are passionate about streamlining processes, we encourage you to apply. Responsibilities: budgeting, reporting, and compliance. <ul><li>Manage the financial aspects of grants, including budgeting, forecasting, tracking expenditures, and ensuring proper fund allocation</li><li>Prepare and submit detailed financial reports to grantors to ensure accuracy and compliance with funding guidelines</li><li>Monitor grant obligations and expenditures to ensure alignment with program goals and deadlines.</li></ul>
2025-05-31T03:29:18Z

Legal Assistant

San Rafael, CA
onsite
Contract / Temporary to Hire
25.00 - 30.00 USD / Hourly
A local government agency is seeking a Legal Assistant to join its legal department on a full-time, contract-to-hire basis. This position provides day-to-day legal and administrative support to attorneys handling municipal matters such as code enforcement, subpoenas, court petitions, public records requests, and litigation file management. The ideal candidate will bring at least one year of recent experience working in a city, county, or other public agency, and will understand the internal processes, department structures, and workflows of a local government environment. While prior legal assistant experience is preferred, the agency is open to training the right candidate on more advanced legal tasks and systems. This is an excellent opportunity for someone with strong public agency experience who is looking to expand their legal skill set in a supportive environment. Key Responsibilities<ul><li>Provide administrative and legal support to attorneys, including document preparation and filing</li><li>Draft and circulate legal notices, summons, and related materials for administrative hearings</li><li>Coordinate hearing logistics, including scheduling court reporters and preparing documentation</li><li>Assist with subpoena responses and public records request coordination across departments</li><li>Conduct basic legal research and locate relevant statutes, municipal codes, and case law</li><li>Prepare legal petitions and supporting documents for attorney review and court submission</li><li>Draft misdemeanor complaints for municipal code violations and arrange court appearances</li><li>Maintain litigation files, legal calendars, legal library materials, and CLE tracking</li><li>Process internal department forms, including procurement, payroll, and budget tracking</li><li>Draft correspondence, reports, and administrative materials for internal and council use</li><li>Serve as a liaison for legal inquiries from internal departments and the public</li><li>Perform related duties as assigned</li></ul>
2025-05-28T16:33:43Z

Legal Assistant

San Mateo, CA
onsite
Permanent
95000.00 - 110000.00 USD / Yearly
We are looking for a highly skilled Legal Assistant to join our team in San Jose, California. This role involves providing vital administrative support to attorneys and paralegals, primarily within the Intellectual Property litigation practice group. The ideal candidate will possess extensive litigation experience, particularly in Federal Court, and excel in managing case deadlines, preparing legal documents, and maintaining organized workflows. Responsibilities:• Maintain and organize client and administrative files, ensuring timely opening and closing of matters in compliance with firm policies.• Prepare, format, proofread, and edit litigation documents, including administrative correspondence and court filings, with precision and attention to detail.• Schedule and monitor court appearances, depositions, and discovery deadlines, ensuring all associated dates are accurately recorded in attorney calendars.• Coordinate the preparation of exhibits, evidence, briefs, and trial binders for hearings, trials, and meetings.• Manage incoming mail by scanning, filing, and calendaring important dates, while determining appropriate next steps.• Provide administrative support such as arranging attorney travel, booking accommodations, and organizing development events.• Oversee document profiling and management in compliance with practice group guidelines throughout the course of engagements.• Assist attorneys with timekeeping, invoice processing, and monitoring receivables to ensure financial tasks are handled efficiently.• Coordinate with court reporters and handle scheduling for hearings and depositions.• Greet and assist clients and visitors, manage conference room reservations, and ensure technical needs are met.
2025-05-05T20:04:36Z

Legal Secretary

San Francisco, CA
onsite
Permanent
80000.00 - 120000.00 USD / Yearly
Growing boutique firm is seeking a Trusts & Estates Legal Secretary to their team in San Francisco, California. This role is primarily involved in the field of estate planning and will require the individual to have a keen eye for detail and exceptional organization skills. The Legal Secretary will be responsible for assisting in drafting and editing estate planning documents, managing databases, and carrying out various administrative tasks. Responsibilities:• Assist in the preparation and editing of estate planning documents, such as trusts, wills, powers of attorney, and advance health care directives.• Coordinate and execute administrative tasks for client projects, including mailing, filing, and database management.• Support in drafting trust administration documents, including checklists, certifications of trust, beneficiary releases and agreements, court petitions, and asset inventories.• Oversee the filing of federal tax documents and probate court documents.• Assist in the preparation of real property transfer documents, including deeds, preliminary changes of ownership, and transfer tax affidavits.• Aid in the collection, valuation, and distribution of assets as directed by the executor/trustee.• Contribute to legal research and the preparation of client memos and correspondence.• Assist in client estate planning signing appointments and provide notary services.• Coordinate with records and conflicts departments in the opening and closing of matters.• Manage the database of all relevant documents and carry out routine document filing.• Prepare physical and electronic estate planning and transaction binders for clients.
2025-05-28T15:13:44Z

Operations Assistant

Santa Clara, CA
onsite
Contract / Temporary to Hire
33.25 - 38.50 USD / Hourly
We are offering a permanent employment opportunity for an Operations Assistant in Santa Clara, California. This role is pivotal in ensuring the smooth functioning of the organization by managing vital operational, administrative, and logistical tasks. Responsibilities • Assist in maintaining a smooth workflow across all departments • Facilitate the setup of conference rooms for meetings • Oversee vendor management, including contracts, agreements, and renewals • Support staff with the preparation of quarterly reports • Manage local office facilities, ensuring cleanliness and presentability • Organize and maintain the CEO’s calendar, including scheduling meetings and travel bookings • Prepare and submit accurate expense reports for the CEO • Assist with general administrative tasks such as filing, data entry, and document management • Coordinate and facilitate weekly sync meetings • Collaborate with team members in creating and maintaining company presentations • Assist in setting up and managing internal events, including logistics and hospitality • Coordinate accommodations for visiting team members and guests, including overseas visitors • Provide support for high-level visitors, including board executives • Update company LinkedIn profiles or pages as needed • Utilize Salesforce to support various internal workflows • Use Microsoft Office Suite, particularly Excel and PowerPoint, to manage data and presentations • Handle and prioritize ad hoc operational projects, working closely with the Director of Finance and other leadership team members.
2025-05-02T15:09:06Z

Housing Office Administrator

Belmont, CA
remote
Temporary
25.00 - 30.00 USD / Hourly
We are looking for a meticulous Administrative Assistant to join our team in Belmont, California. In this role, you will provide specialized and technical office support, ensuring smooth operations and contributing to the success of the department. This is a long-term contract position within the non-profit sector, ideal for someone with extensive administrative experience and strong organizational skills. Responsibilities:• Perform specialized and complex office tasks requiring independent judgment and technical expertise.• Gather and analyze information from various sources to complete forms, create reports, and perform calculations.• Provide accurate information to the public, interpreting policies and procedures as needed.• Organize, maintain, and streamline departmental files for easy access and retrieval.• Prepare precise correspondence, reports, and documents using various software applications.• Carefully proofread and verify materials for accuracy and adherence to departmental guidelines.• Input and extract data using computer systems, ensuring the accuracy of reports and making corrections when necessary.• Manage administrative details, including purchase requisitions, equipment maintenance, and scheduling meetings.• Train team members in work procedures and oversee project-based tasks when required.• Perform other related duties as assigned to support departmental operations.
2025-05-16T18:08:46Z

Legal Assistant

Oakland, CA
onsite
Permanent
90000.00 - 110000.00 USD / Yearly
Legal Assistants directly support lawyers and may be required to supervise other legal staff, such as legal secretaries or file clerks. Legal Assistants should have computer and technical knowledge as well as strong analytical, communication and organizational skills.Some law firms prefer three to five years of legal experience in a law firm or other corporate legal department. Your responsibilities in this role - Electronically filing documents - Cross-reference copied documents with originals to ensure accuracy - Develop correspondence and memorandum - Handle matter management and record keeping - Prioritize legal research and investigative tasks, including obtaining information or documents from outside parties, as directed - Photocopy/scan documents - Maintain word processing, filing and faxing - Gather documents and assemble data as directed by lawyers and paralegals - Regulate computer database input and retrieval - Analyze and retrieve electronic documents from a variety of court and agency web sites
2025-05-28T15:13:44Z

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49 results for Executive Assistant in Oakland, CA

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