Administrative assistant jobs in California

JRN #2273 Our client, a creative entrepreneur, is seeking a highly adaptable and proactive Executive/Personal Assistant. This role is ideal for someone who thrives in a fast-paced, creative environment, enjoys variety, and has a passion for design, sustainability, and healthy living. The successful candidate will be a hands-on team player who takes initiative, communicates effectively, and approaches every task-big or small-with enthusiasm and humility. Key Responsibilities Manage complex scheduling and daily logistics for the principal across personal, family, and professional priorities Track ongoing projects, manage purchase orders and pricing comparisons, and assist with design-related tasks Support the principal with presentations, vendor coordination, and event planning Organize and maintain systems for passwords, contacts, and administrative materials Drive to design meetings, showrooms, and project sites (e.g., Malibu home build) to source materials and ideas Assist with household and family logistics, including errands, pick-ups/drop-offs, and coordination with household staff Provide support during events and gatherings-helping host, coordinate, and manage flow as needed Act as an extension of the principal-anticipating needs, following through on details, and maintaining strong communication Qualifications Kind, grounded, and resourceful with a “no job too big or small” mindset Highly organized and proactive with exceptional follow-through Strong communication skills and emotional intelligence Passion for interior design, architecture, eco-conscious living, and wellness Comfortable working in a family environment with children and a dynamic household Adaptable to changing priorities and comfortable wearing many hats Excited by growth opportunities and open to mentorship Previous experience in an assistant, project coordination, or creative support role Must have a valid driver's license and reliable transportation Willingness to work flexible hours, including occasional weekends or evenings for events Comfortable working across multiple locations in Los Angeles Compensation: Up to $130k DOE Location: Los Angeles, CA

A well-established venture capital firm in Palo Alto, CA is seeking a highly organized and experienced Senior Administrative Assistant to support four Vice Presidents. This is a fantastic opportunity for a proactive, polished professional who thrives in a fast-paced, high-level executive environment. Job Title: Senior Administrative Assistant Location: Palo Alto, CA (Onsite) Pay: Up to $45/hour Type: Long-Term Temporary (Temp-to-Hire Potential) Start Date: ASAP Schedule: Monday-Friday, 8:00 AM - 5:00 PM (100% Onsite) Key Responsibilities: Manage complex calendars and scheduling for 4 VP-level executives Prepare materials, documents, and logistics for meetings Draft emails, meeting notes, slide decks, and internal documents Handle email correspondence and document requests on behalf of executives Ensure seamless administrative support and coordination across departments Qualifications: 5+ years of executive or senior-level administrative support experience Experience in investment firms, venture capital, or supporting investor relations at a startup (preferred but not required) Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); Adobe and Salesforce experience a plus Excellent verbal and written communication skills Highly organized with strong multitasking, follow-through, and attention to detail Bachelor's degree or equivalent professional experience

The Department of Anesthesiology, Perioperative, and Pain Medicine, at Stanford University's School of Medicine, is a world-leading department that offers comprehensive training and perioperative patient care, pain management, and critical care medicine as well as cutting-edge research, encompassing a wide spectrum of programs in basic, translational, clinical, health services and medical education. The Department of Anesthesiology, Perioperative, and Pain Medicine, at Stanford University's School of Medicine is seeking a Administrative Associate 3 to provide administrative and operational support working under general supervision. The Administrative Associate will be supporting the Regional Division and working closely with the Regional Division Chief. The ideal candidate will have administrative associate experience in organizing highly detailed tasks, and the ability to work independently and in a team environment. The position will function as a part of a Clinical Operations team reporting to the Senior Clinical Operations Manager who is passionate about working as a team and further enhancing professional development within the team. At Stanford University School of Medicine, the work we do touches the lives of those today and tomorrow. Through education, research, and health care, the School of Medicine improves health through leadership, diversity, collaborative discoveries, and innovation in health care. Whether working in departments with faculty, or in units that support the school, our staff are a part of teams that propel us on our journey toward the future of medicine and Precision Health. Stanford is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers. The School of Medicine and the Department of Anesthesia are committed to diversity, equity, and inclusion for its faculty, staff, residents, postdocs, and fellows. We aim to recruit, support, retain, and promote diversity in our department. For more information on our department, please see our website: **************************************** Duties include: Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets which may utilize specialized software and systems. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects. May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. * - Other duties may also be assigned EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED): Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions PHYSICAL REQUIREMENTS*: Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. WORK STANDARDS Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, ****************************** The expected pay range for this position is $39.20 to $45.56 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (***************************************************** provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Our client, a leader within the professional services space, is seeking a sharp and proactive Executive Administrative Assistant to support a small, high-performing team in a beautiful office with a high performing team. This role is ideal for someone who is organized, hands-on, a natural problem solver and eager to learn and contribute to a fun and dynamic group of professionals. The right candidate will bring strong administrative skills, sound judgment, and an ability to anticipate needs before they arise. You'll be client facing and help with the overall administrative and operational needs of our busy office. Key Responsibilities: Provide high-level administrative and operational support to the executive team Manage calendars, correspondence, and general office coordination Assist with vendor management, meeting preparation, and daily office operations Help with event planning, client service requests, marketing materials, shipping, office orders and supplies, as we all as facilitating communications across teams Support light accounting and reporting tasks, with training available Qualifications: Bachelor's degree preferred Prior experience in administrative, office, or coordinator roles Excellent written and verbal communication skills Strong attention to detail, organization, and follow-through This is an exceptional opportunity to join a thoughtful, collaborative team in a polished, professional setting. The office offers a stunning ocean view, strong leadership, and a culture grounded in trust, excellence, and integrity. Salary Range is $70,000-$80,000 with top tier medical benefits, PTO, and opportunities for growth.

The Executive Administrative Assistant provides high-level administrative support to a c-level executive, ensuring smooth operations and effective time management. This role involves handling sensitive information, coordinating complex schedules, managing communication, travel planning, meeting coordination, team building, and assisting with various projects. The ideal candidate is highly organized, proactive, and skilled in multitasking, with excellent communication and interpersonal abilities. **Hybrid opportunity in San Jose Key Responsibilities Executive Support • Manage and maintain executive schedules, including appointments, meetings, and travel arrangements. • Receives assignments in the form of tasks and goals and follows established processes to meet the goals of the unit. • Receives and reviews incoming mail and messages and prioritizes and forwards as appropriate. • Prepare, edit, and format reports, presentations, and other documents. • Act as a liaison between executives and internal/external stakeholders. • Acts as an information resource in routine and unusual situations. • Manage the Santa Clara office Administrative Tasks • Organize and maintain confidential files and records. • Executes budgets, develops schedules, and enforces policies and procedures. • Monitor deadlines and ensure timely completion of tasks and projects. • Manage the Patent Process • Interacts directly with subordinates and peer groups; engages in routine exchanges of information; interactions with external Contacts, if applicable, would be monitored. • Gathers information for production of reports, org charts, administrative procedures and company guidelines. • Creates forms, checklists and procedures to promote efficiency and consistent operations across the department or business unit. • Leads administrative meetings and luncheons, teambuilding initiatives and communication efforts to share best practices and promote teamwork. Meeting Coordination • Schedule, plan, and coordinate meetings, conferences, and events. • Prepare agendas, take meeting minutes, and track follow-up actions. • Arrange for necessary materials, technology, and catering services. • Coordinates a wide variety of larger scale meetings and events on and off site including: schedules facilities and negotiates for their use; handles logistics; develops and distributes agendas and schedules; schedules participants; acts as the main point of contact for meeting information. Travel and Logistics • Arrange domestic and international travel, including flights, accommodations, and itineraries. • Anticipate and resolve travel-related issues or conflicts. Project Assistance • Support special projects, research, and initiatives as directed by executives. • Coordinate cross-functional activities and track project progress. • Prepares correspondence, agendas and presentation graphics; creates and maintains office files and databases; completes and submits expense reimbursement forms and reconciles credit card statements. Qualifications Education: Bachelor's degree in Business Administration or a related field (preferred) or equivalent work experience. Experience: • Minimum of 3 years of experience in an executive administrative role. • Proven experience supporting C-suite executives is a plus. Skills: • Strong proficiency in Google Workplace Suite & Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams, etc.). • Strong proficiency in Concur. • Exceptional written and verbal communication skills. • High attention to detail and organizational skills. • Ability to handle confidential information with discretion. • Strong problem-solving skills and a proactive mindset.

E.G. Sanchez & Associates is a tax and accounting firm serving a diverse range of industries, including real estate, contractors, manufacturers, distributors, physicians, and internet services. Our mission is to deliver exceptional accounting, tax planning, audit, and compliance services while fostering strong client relationships. By blending the expertise of a large firm with the personalized service of a small firm, we equip our clients with valuable knowledge and dedicated care. Located in Escondido, CA, we take pride in our commitment to client satisfaction and professional excellence. Role Description This is a full-time, on-site role located in Escondido, CA, for an Admin / Staff Accountant Trainee. The role involves supporting administrative tasks, managing invoicing and financial processes, and providing excellent customer service. Day-to-day responsibilities include maintaining organized administrative workflows, assisting with financial records, and fostering clear communication with clients and team members. Looking for someone to grow in the firm with Admin training and learning to assist the other Staff and Senior Accountants their in the process. There is room to grow on both fronts but as of now admin is a high need for this location as we expand and grown in the San Diego footprint area. Qualifications Strong skills in Administrative Processes and Communication Experience with Invoicing and basic Finance functions Proficiency in Customer Service and client interaction Detail-oriented with excellent organizational abilities Proficient in relevant accounting software and Microsoft Office Ability to thrive in a fast-paced, collaborative office environment Prior experience in an accounting or administrative role is a plus Associate's or Bachelor's degree in Accounting, Finance, or a related field preferred

Mountain View, CA $32 - $35/hour We're looking for a sharp, detail-driven Administrative Assistant to support our TOP client. In this key role, you'll keep operations running smoothly, assist the creative team, and ensure top-tier service for clients and vendors. If you're organized, tech-savvy, and thrive in a fast-paced, excellence-focused environment, we want to hear from you. This is your chance to be part of a talented, passionate team delivering extraordinary results every day. Apply now to learn more! Responsibilities: Perform complex calendaring with competing priorities, resolving calendar conflicts as needed Maintain and streamline project documentation to ensure all departments have access to the latest updates Coordinating travel arrangements from flights, hotels, reservations, to transportation Assist in creating polished client presentations Serve as the main point of contact with vendors to track orders, manage deliveries, and coordinate requests Coordinate events, conferences, and team meetings as needed Draft meeting summaries and client-facing materials Reviewing incoming documents Prepare meeting materials and organize technology setups to reflect our high standards of professionalism Support onboarding for new team members Qualifications: Minimum 3 years of administrative experience providing direct support Bachelor's degree preferred Flexible and adaptable personality Excellent communication skills Picks up new software quickly Strong attention to detail For immediate consideration, please apply! Option 1 Staffing is an award-winning, statewide, recognized leader in staffing and recruiting, specializing in placing the highest caliber of Non-Clinical Healthcare, Information Technology, Supply Chain, Administrative/Office, and Accounting/Finance professionals in contract and direct-hire opportunities. We work with top and emerging companies in the Technology and Healthcare industry. We Offer: Excellent opportunity to work for an outstanding, large, and growing company! Awesome Benefits! Excellent salary! Medical Insurance 401K “Best of Staffing Award” Best of Staffing Award is the only award in the U.S. that recognizes staffing agencies that have proven superior service quality based entirely on ratings provided by their clients and job candidates. Award winners make up less than 2% of all staffing agencies in North America. “Top Performer Award” Top Performer Award by Workforce Logiq highlights high-performing staffing companies who are chosen based on a variety of criteria critical to our clients' satisfaction, including customers serviced, cycle time, submittals per requisition, percentage of submittals hired, program compliance, fill ratio, and more. Member American Staffing Association Since 1991.

Administrative Assistant Duration: 6-month contract (extensions/permanent likely) Working Hours: Monday-Friday 8am-5pm Pay Rate: $20-30/hour (depending on experience) Must Haves: Active Secret security clearance or the ability to obtain a security clearance High School diploma or GED 3+ years of experience as an Administrative Assistant or Executive Assistant Experience supporting the DoD and/or Navy Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) Day-to-Day: Deliver executive-level administrative and clerical support, including drafting, formatting, and tracking official correspondence. Manage calendars, schedule meetings, and coordinate travel for senior leadership. Maintain organized filing systems (digital and physical) in compliance with records management standards. Prepare talking points, briefings, and presentation materials for leadership engagements. Track deadlines and ensure timely submission of reports, packages, and correspondence. Liaise with internal departments, higher headquarters, and external partners to support leadership priorities. Assist with protocol duties and event coordination for command-level functions. Ensure the office remains clean, well-stocked, and professionally maintained. Uphold confidentiality and professionalism in all interactions and tasks. IG Consultants: While on contract, you will be an Insight Global employee working for a particular company/end client on W2. Pay Day: You will be paid out each Friday and one week in arrears. This means you will receive payment for this week's hours next Friday. Holidays/Time Off: While a consultant through Insight Global, the hours you work are they hours you will be paid. We do not offer paid sick days, paid time off, or paid holidays, except as required by applicable law. Consultant Benefits: Group Medical, Vision, and Dental Insurance, 401(k) Savings Plan, and Flexible Spending Account benefit plans. In addition, consultants have access to 12 FREE mental health sessions per year through Lyra Health. New hires are eligible for benefits on DAY ONE of their contract.

Schedule: On-site 5-days/week Duration: 2 months with the possibility to convert to salaried in the new year. A highly acclaimed international Venture Capital firm has an immediate opening for an enthusiastic Administrative Assistant at its stunning Palo Alto office. In this highly visible position, you will provide general office administrative support to a team of 4 with scheduling Zoom meetings and managing their Outlook Calendars The successful candidate will be a critical thinker with outstanding organization and interpersonal skills who thrives in a fast-paced, team-oriented environment. Qualifications; Ability to work onsite 5 days a week in Palo Alto 3 years of administrative experience, preferably in Finance Exemplary communication skills Outstanding attention to detail and process-oriented Self-starter who enjoys elevating the team in all ways This is a rare opportunity to join a team renowned for its longevity and collaborative environment. If you are a team player with outstanding attention to detail and are looking to take the next step in your administrative career, apply today to set up an immediate interview!

Part-Time Administrative Assistant - Join a Boutique Financial Practice in Walnut Creek, CA! 🌟 Attain Wealth Protection, Inc. | $30/hour | | In-Office | 4 hrs/day Are you highly organized, detail-driven, and experienced in annuities and insurance? Looking for a flexible part-time role where your work truly makes an impact? Attain Wealth Protection, Inc. is seeking a Part-Time Administrative Assistant to join our growing team in beautiful Walnut Creek, CA. About Us At Attain Wealth Protection, we specialize in helping individuals and families prepare for a secure retirement. Through strategic annuity and insurance solutions, and monthly educational seminars, we offer a personalized experience that puts the client first. Our small but passionate team is committed to excellence and service - and we'd love to bring on someone who shares that mindset. What You'll Be Doing As our Administrative Assistant, you'll be the right hand to our advisor and help keep our client experience smooth and professional. Your day-to-day will include: Coordinating logistics for our monthly educational seminars and handling follow-ups Managing appointment scheduling and keeping the advisor's calendar on track Entering client data accurately and keeping everything neat and organized Assembling and prepping client files and presentation binders Reaching out to seminar attendees and prospects to book appointments Supporting office tasks using Microsoft Word, Outlook, and Excel Maintaining a friendly, professional, and confidential approach in all client interactions What We're Looking For Experience with annuities and retirement products is essential Proficient in Microsoft Word and comfortable with Excel and Outlook Strong attention to detail, great communication skills, and an organized mindset Prior experience supporting a financial advisor or insurance office is highly preferred Self-starter who can work efficiently and independently within a 4-hour/day schedule 🎯 If you're looking for meaningful work in a stable, people-focused environment - and want flexibility while still using your industry expertise - we'd love to hear from you. Apply now and help us continue providing top-tier service to those preparing for retirement with confidence.

Office Services Specialist - AmLaw Firm | Palo Alto, CA | Onsite If you're the kind of person who loves keeping things running smoothly and takes pride in making a workplace feel welcoming and organized, this might be your next great move. Our client, a highly respected AmLaw firm in Palo Alto, is looking for an Office Services Assistant to join their team. This is a firm known for being family-friendly, down-to-earth, and full of growth potential. The attorneys here represent Fortune 500 clients, but the atmosphere is anything but stuffy. You'll find a group of professionals who work hard, laugh often, and truly appreciate what each person brings to the table. What You'll Be Doing as an Office Services Assistant You'll be the heartbeat of the office - the person everyone counts on to keep things running smoothly. Here's what your day might look like: • Making sure conference rooms, break areas, and catering spaces are ready for meetings and events (and yes, restocking those snack drawers!). • Greeting clients and visitors with a smile and providing reception coverage for part of each day. • Handling conference room scheduling and last-minute changes with ease. • Managing mail, deliveries, copies, scans, and all the little details that make a big difference. • Learning the ins and outs of every conference room - from AV setups to seating - so every meeting goes off without a hitch. Why You'll Love This Office Services Assistant Position ✨ The people. This firm truly values teamwork, respect, and good humor. ✨ The growth. You'll learn, be mentored, and have real opportunities to move up. ✨ The balance. It's a family-friendly environment that understands you have a life outside of work. ✨ The pride. You'll be supporting top attorneys doing meaningful work for some of the biggest companies in the world. If you're organized, friendly, and love helping things run seamlessly behind the scenes, this could be a fantastic fit. Interested? Let's talk - this might just be the next step you've been looking for. Other titles: Mail room; office clerk; scanning; FedEx

Are you a highly organized multitasker who thrives in fast-paced, entrepreneurial environments? Our client, a leading company in the interior design industry, is seeking a proactive and detail-oriented Administrative & Personal Assistant to support their dynamic Founder. This is a unique opportunity to play a central role at a rapidly growing organization with a creative, hands-on culture and global reach. In this role, you'll serve as a trusted right hand, balancing executive-level administrative responsibilities with personal support to help the Founder stay focused, organized, and effective. Key Responsibilities Executive & Personal Support - Provide high-level assistance to the Founder, managing both professional and personal calendars, coordinating complex travel, and ensuring seamless communication across multiple business entities. Point of Contact - Act as a liaison between the Founder and clients, suppliers, and external partners, handling all interactions with professionalism, confidentiality, and discretion. Office & Operations Management - Oversee general office organization, vendor coordination, supply management, and occasional event planning to keep daily operations running smoothly. Financial & Administrative Support - Process expenses, track budgets, assist with light bookkeeping, and maintain accurate records to support financial organization and reporting. Communication & Correspondence - Draft and manage emails, memos, and documents, ensuring polished and timely responses that reflect the Founder's voice and priorities. Project & Event Coordination - Support the execution of company initiatives, meetings, and special events, ensuring every detail is handled with care and precision. Personal Assistance - Handle occasional errands, personal scheduling, and household coordination to help the Founder balance work and personal commitments. Must-Have Qualifications Experience: 3-5 years of experience supporting executives, founders, or entrepreneurs in a hybrid administrative/personal capacity. Professionalism: Exceptional discretion, maturity, and polished communication skills. Organization: Ability to manage multiple priorities, calendars, and projects with efficiency and accuracy. Technical Skills: Proficiency in Microsoft Office and comfort with basic bookkeeping tools or expense tracking software. Mindset: Proactive, resourceful, and adaptable, you anticipate needs before they arise. Flexibility: Willingness to occasionally travel domestically as needed. Please submit your resume for consideration. You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

KARRASS is the global leader in negotiation training, with 55+ years of experience and more than 1.5 million professionals trained worldwide. We're looking for a Bilingual Administrative Assistant to support our team and deliver exceptional client service. If you're organized, bilingual, and looking for a role where your coordination and communication skills can make a real impact, this could be the perfect opportunity. 🔹 What You'll Do: • Manage client communications, schedule follow-ups, and track interactions • Maintain and update CRM systems (Dynamics / Salesforce experience is a plus) • Prepare reports, documents, and administrative materials • Ensure a smooth and professional experience for our clients ✅ What You'll Bring • Bilingual in English and Spanish - Required • Strong organizational, communication, and multitasking skills • Proficiency in Microsoft Office (Outlook, Excel, Word) • CRM experience and a Bachelor's degree are preferred 💬 Why Join Us At KARRASS, you'll be part of a company with a powerful legacy and a clear mission: empowering professionals through world class negotiation training. This role offers the opportunity to contribute to a high performing team while building valuable career experience. Hourly pay range of $20-$30 based on experience. 👉 Apply now and help us continue making an impact. #Hiring #AdministrativeAssistant #BilingualJobs #AdminSupport #CRM #KARRASS #LosAngelesJobs

Schedule: Full-Time, Monday-Friday, 9:00 AM - 5:30 PM Pay: $22/hr, 40 hours per week Likely Inc. is a design and manufacturing studio focused on creating luxury packaging for some of the most exciting brands in beauty, wellness, food & beverage, and lifestyle. From concept to production, we bring creative visions to life with quality and precision. Position Overview We are looking for a full-time Administrative Assistant to join our team in Pasadena. In this role, you will work closely with our Operations Director to help manage all house account projects - from organizing meetings to tracking production deadlines and deliverables. You will also work directly with the CEO on scheduling and select projects. This is an ideal position for someone who is highly organized, an excellent communicator, and confident in their ability to keep both internal teams and clients updated in a fast-paced environment. Key Responsibilities Assist the Operations Director in managing day-to-day operations for key client projects Schedule and coordinate meetings, deadlines, and production timelines Keep clients informed of project updates, schedules, and next steps Create and maintain project trackers and reports (must be proficient in Excel) Support the CEO with scheduling, project updates, and occasional administrative tasks Maintain internal systems and communications for active projects Qualifications Minimum 2 years of experience as an Administrative Assistant or similar role Strong organizational and time-management skills Excellent written and verbal communication skills Highly proficient in Excel (you will be tested) Ability to multitask and stay on top of deadlines Professional, reliable, and able to take direction well Growth Opportunities There is room to grow into our Product Development or Client Relations departments for candidates who show strong performance and interest. To Apply Please send your resume and a short note about why you're a great fit to ******************. We're excited to meet someone who's ready to grow with us!

Administrative Assistant Role Are you an experienced professional ready to make a change in the world? Does combating the global plastic waste crisis excite you? We are looking for someone who shares our passion, drive, and commitment to be leaders in the sustainable packaging industry. If you are an idealist who loves to make a positive impact, work hard, and is eager to lead a revolution - then keep reading. WHO YOU ARE You are an innately positive individual who enjoys creating environments that run efficiently and smoothly. Your optimism, transparency, and desire to continuously improve are at the core of how you operate in business. You are a motivated overachiever who enjoys solving problems and creating solutions. You actively seek opportunities to increase productivity and organization. Your role is integral to the growth and scalability of Verity, so together we can help lead progressive companies to a more sustainable future. WHO WE ARE VERITY is redefining the future of packaging to eliminate plastic waste in beauty. We design, manufacture, and distribute refillable luxe metal containers for the beauty industry. VERITY's components are thoughtfully designed to be reused for years, then actually get recycled in the current recycling infrastructure. VERITY's vessels elevate the user experience and aesthetics to deliver sustainability without compromise. We are here to end the reliance on single-use plastics in the industry and make circular packaging a reality. VERITY is also woman-owned and committed to an ethical supply chain. We pride ourselves on our nimble team of passionate individuals looking to change the world. Everyone at VERITY brings something unique to the table. We have cultivated a company of thinkers, do-ers, makers, and believers, so if that sounds like you, you'd be a great fit! WHAT YOU'LL DO Oversee office systems, coordinate repairs, and maintain necessary office supplies Ship sales samples and manage warehouse inventory to ensure accuracy and availability Manage International Freight Schedule per company's defined process, and identify opportunities to save time/money Organize and maintain Verity shared online drives for accuracy, relevance, efficiency, and ease of use Maintain office supply stock and order supplies as needed for all departments Serve as primary contact for incoming calls and emails, and assist with routine outbound documentation and client-facing forms Implement scheduled or systemized marketing actions as assigned and asset creation coordination with designers Identify ways to ensure Verity's continuous alignment with core values, mission, and culture WHAT YOU HAVE High school diploma. BS/BA in business, office administration or relevant field preferred Detail-oriented professional with excellent prioritization, organizational, and time management skills Positive, can-do attitude grounded in honesty, discretion, and a commitment to continuous improvement Thrives in fast-paced, time-sensitive office environments Self-motivated and able to work independently while collaborating effectively within a team Strong critical thinking and independent judgment in performing administrative and advanced clerical duties Technically adept with the ability to quickly learn new systems, web-based platforms, and product knowledge Highly resourceful with proven ability to research and solve problems efficiently Outstanding verbal and written communication skills, with strong interpersonal abilities Familiarity with basic accounting principles and budgeting Advanced proficiency in Google Suite, experience in Microsoft Office Suite (Word, Excel, etc.); is a plus Experience working in small business environments Passionate about environmental sustainability and related initiatives REPORTS TO This position reports directly to Verity CEO. This position is not remote and will report into our office in San Marcos, CA. APPLICATION To apply, vist our website ********************************** and submit your application. Submit your resume and Cover Letter in one PDF document. Please detail your experience - why you would be a good fit for the position and how you would add value to the company and overall mission. Geeking out on the circular economy or have some knowledge on sustainability? Feel free to dedicate a paragraph in your cover letter about what excites you the most about the environment or industry! We are looking for someone highly detail oriented - please include the phrase “go green” in the first paragraph of your cover letter. Verity is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ethnicity, religion, creed, national origin, ancestry, genetics, sex, pregnancy or childbirth, sexual orientation, gender (including gender identity or nonbinary or nonconformity and/or status as a trans individual), age, physical or mental disability, citizenship, marital, parental and/or familial status, past, current or prospective service in the uniformed services, or any characteristic protected under applicable law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know.

Operations Assistant Job Type: Full-time Note: Need a Entry-level Bilingual/Chinese/Mandarin candidate. The Role As an Operations Assistant, you'll be at the heart of our warehouse and dispatch operations. You'll manage the flow of packages, coordinate pickups, and support cross-functional logistics activity to keep things moving efficiently. This is an entry-level opportunity with comprehensive training and clear career development paths. Key Responsibilities Assist with package receiving, inspection, storage, and inventory control Process returns and maintain accurate records and documentation Coordinate pickup scheduling and driver dispatch operations Communicate with internal teams to resolve logistics or customer issues Conduct inventory checks and collect operational data Prepare and update weekly operations and performance reports Requirements Bachelor's degree or international equivalent No prior logistics experience required - full training provided Proficiency in both Mandarin and English (written & spoken) is required Must be authorized to work in the U.S. (CPT, OPT, Green Card, or U.S. Citizenship accepted) Must be available to start immediately (within days, not weeks) Open to relocation - candidates from any U.S. city are welcome to apply; positions available in multiple locations across the U.S. Strong communication, time management, and teamwork skills Comfortable working flexible shifts, including weekends if needed Preferred Qualifications Experience in warehousing, dispatch, or inventory management is a plus Familiarity with Excel or warehouse management software is helpful

Job Title: Visitor Assistant/Receptionist Pay Rate: $26/Hr Duration: 5 Months Shift: 8 AM - 5 PM Note: This position will be primarily based at Sutter Health in downtown Sacramento, with travel required to other Sutter Sacramento sites This position is for the Building Automation division. We are looking for a Visitor Assistant/Receptionist. This is an on-site position primarily working in the Sutter Health Sacramento Downtown facility, and travel is required to the surrounding Sutter Sacramento sites. This role has the general responsibility for the protection of personnel and property of the assigned affiliate. Is responsible for the design of ID badges. Provides medical center photo identification cards to authorized employees, volunteers, members of the medical staff, tenants and their employees, authorized contractors and vendors providing regular services to the hospital, and other persons when authorized by Administration, and ensures all ID cards are appropriately programmed when authorized and appropriately for the timekeeping system and facility door access. Communication Skills: Possesses excellent spoken and written English skills necessary to communicate clearly with others. Able to utilize assorted computer programs and devices necessary for the sharing of information between departments. Greets others in a courteous manner in person and by telephone. Critical & Analytical Thinking: Verifies requests for new and replacement ID cards with department heads to avoid fraud and unauthorized access. Identifies the requester's need for access and grants only that level of access that is required for the badge holder's position. Possesses a working knowledge of the Badging System and how to program and troubleshoot problems. As necessary, the officer can design new badges to fit special needs and events. Customer Service: Promotes an attitude for providing superior customer service. Takes initiative on any issue of customer discontent or incident that should be addressed promptly. Medical Center Policies & Procedures: Adheres to all Medical Center policies and procedures. Practices safe work habits and engages in good business standards and conduct. Arrives early enough to prepare for each shift and is in proper attire at the start of the shift. Training & Education: Attends all department meetings. Completes all scheduled department and WorkDay training modules as scheduled. Maintains basic skills necessary to perform all functions, and seeks advanced training when possible. Qualifications: High school diploma or state-recognized GED; Associate degree preferred

This is a part-time, in-office role with a consistent 20-hour-per-week schedule. Weekends and overtime are not required for this role. About You: You're the glue that holds everything together, the person who others look to when they need a problem solved, a process streamlined, or a smile put on their face. You have a natural talent for organization that's matched only by your passion for creating a supportive and efficient environment. Your friends and colleagues describe you as detail-oriented, proactive, and dependable - the person who always seems to have everything under control, no matter what's thrown your way. You find joy in the little things that others might overlook. Whether it's ensuring that the office supplies are always stocked, the equipment is functioning properly, or that everyone knows exactly where to find the items they need, you understand that these details are what keep the bigger picture running smoothly. You don't just complete tasks; you anticipate needs, think ahead, and plan for contingencies. You're always a step ahead, making sure that issues are addressed before they even arise. You're passionate about employee happiness because you understand that a happy team is a productive team. You believe that when people feel valued, supported, and engaged, they're more likely to bring their best selves to work every day. You're the person who listens to your colleagues, takes their feedback seriously, and works to create an environment where everyone feels like they belong. You're not just managing the office; you're cultivating a culture of positivity and collaboration. Your ability to juggle multiple responsibilities with ease sets you apart. You're a master of efficiency, able to prioritize tasks and manage your time effectively, even in a fast-paced environment. You're adaptable and flexible, ready to shift gears when needed, and you handle challenges with grace and a positive attitude. Communication is one of your strongest skills. Whether you're writing an email, leading a meeting, or having a casual conversation, you know how to convey information clearly and effectively. You understand that good communication is key to a successful workplace, and you make it a priority to ensure that everyone is on the same page. You're also empathetic, able to understand and address the concerns of your colleagues in a way that makes them feel heard and respected. You're not just a team member; you're a leader. People trust your judgment and look to you for guidance because you've proven time and again that you can handle whatever comes your way. You're the go-to person for problem-solving, and you take pride in helping others succeed by providing the support and resources they need. In short, you're the heartbeat of the office, the person who keeps everything running smoothly and makes sure that everyone is set up for success. Your combination of organizational prowess, proactive problem-solving, and strong communication skills makes you an invaluable asset to the team. About Us: We are an award-winning corporate event agency based in Pasadena, California, dedicated to creating immersive experiences that connect brands with people. We serve a diverse range of industries turning visions into reality with our comprehensive event services. From brand activations and large-scale community events to corporate retreats and virtual meetings, we excel at designing and executing events that leave a lasting impact. Our Core Values Are: Growth Wow Service Proactive Innovation Fun + Engagement Community Job Responsibilities: · Process Improvement: Support the Office Coordinator to continuously evaluate and improve company processes to enhance efficiency and productivity. Work to increase team productivity by identifying and reducing time-wasting activities. · Protecting CEO Team's Time: Help safeguard the CEO team's ability to focus on strategic growth by documenting and implementing processes for recurring issues, ensuring problems are solved only once. · Employee Happiness Index: Lead initiatives to enhance employee engagement and satisfaction, aiming to maintain an Employee Happiness Index score of 9+ out of 10. Regularly assess and adjust strategies to foster a positive work environment with support from the Office Coordinator. This will include managing our company culture events, an integral and fun monthly bonding opportunity for the entire team. · Office Operations Management: Oversee the day-to-day operations of the office, including managing office supplies and ensuring all equipment is properly maintained. Minimize downtime by ensuring that all systems, tools, and software are functioning and accessible, and assisting with keeping maintaining onsite storage. · Recruitment and Onboarding: Assist with the onboarding process, ensuring that new hires integrate smoothly into the team and that their questions are answered in a timely manner. · Compliance Management: Support 100% compliance with HR-related reviews and assessments. · Vendor and Supplier Relations: Manage relationships with vendors and suppliers, negotiating contracts and maintaining inventory levels. Ensure that office services and supplies are provided on time and within budget. · Event Support: Provide logistical support for company events and meetings, both in-office and off-site. Assist in planning and executing company-wide events, including team-building activities, company retreats, and celebrations, ensuring all details are handled professionally and efficiently. · Personal Assistant Support: Help assist the CEO Team with requests as necessary, including shipping, booking travel, and setting up for podcasts. This will constitute a minimal, but often critical portion of the role. · Manage Office Communications: Serve as the friendly and knowledgeable point of contact to clients and both in-office and event vendors through managing the company email and phone system. Ideal Candidate Qualities: · Highly Organized: You have a natural talent for organization and excel at keeping everything in its place. Whether it's managing office supplies, coordinating schedules, or ensuring that all processes are documented, you thrive on making sure everything runs smoothly. · Detail-Oriented: Your attention to detail is exceptional. You spot potential issues before they become problems and ensure that all tasks are completed accurately and efficiently. · Proactive Problem Solver: You don't wait for problems to arise; you anticipate them and take action to prevent them. When issues do occur, you document the solutions and create processes to ensure they don't happen again. · Excellent Communicator: You're skilled in both written and verbal communication. You know how to convey information clearly and effectively, whether you're drafting an email, leading a meeting, or having a one-on-one conversation. · Empathetic and Supportive: You understand the importance of employee happiness and are committed to fostering a positive work environment. You listen to your colleagues, take their feedback seriously, and work to create an environment where everyone feels valued and supported. · Time Management Expert: You know how to prioritize tasks and manage your time effectively. You're committed to protecting the CEO team's time by handling day-to-day operations efficiently, allowing them to focus on strategic growth. · Strong Leadership Skills: Even if you don't always think of yourself as a leader, others look to you for guidance. Your colleagues trust your judgment and rely on your calm, level-headed approach to problem-solving. · Committed to Continuous Improvement: You're always looking for ways to improve both yourself and the workplace. You're open to feedback and eager to implement new strategies that enhance efficiency and productivity. · Tech-Savvy: You're comfortable with technology and have experience using office management tools and software. You're quick to learn new systems and are able to troubleshoot common tech issues that may arise. · Dependable and Trustworthy: You are the person others rely on to get the job done, no matter what. Your colleagues know that when you're responsible for a task, it will be completed accurately and on time. · Team Player: You understand that success is a team effort and are always willing to lend a hand to help others succeed. You're collaborative, supportive, and dedicated to creating a positive work environment. Qualifications: · Bachelor's degree in Business Administration, Office Management, Human Resources, or a related field (preferred). · Proven experience as an Office Coordinator or in a similar role, including practice creating organizational systems. · Proficiency in Microsoft Office and Google Suite Administration. · A background in HR support, ideally with an HR certification or 1 year of experience. · Proven experience as a strategic planner. · Comfort with public speaking to a group of twenty. · Highly organized and dependable with excellent attention to detail and a positive attitude. · Office Experience - General, Scheduling, Telephone Skills, Typing, Documentation Skills, Verbal Communication, Written Communication, and Administrative Writing Skills. · Experience with the following programs: Monday, Dropbox, Microsoft Office, Zoom, and Canva.

Special Projects is looking for an exceptional Assistant to the Co-Founder who is passionate about entertainment, media, and pop culture. This role requires a proactive, resourceful self-starter who thrives in a fast-paced, high-stakes environment-someone who can anticipate needs, manage multiple priorities, and execute with precision and discretion. The ideal candidate is meticulously organized, an excellent communicator, and a polished professional who can seamlessly balance administrative excellence with creative input. They'll serve as a trusted extension of the Co-Founder, ensuring smooth operations, maintaining confidentiality with high-profile clients, and contributing to the team's collaborative and dynamic culture. We're looking for someone who is… Passionate about entertainment, media, and pop culture with a keen eye for emerging talent and trendspotting across film, television, music, sports, fashion, food, art, and culture Extremely detail-oriented, meticulously organized, and able to meet tight deadlines and manage multiple projects and expectations with a sharp focus in a fast-paced, high-stakes environment A proactive self-starter who is reliable and resourceful - can take initiative, anticipate needs, prioritize well, and execute time-sensitive matters with a high sense of urgency Successful in teamwork-driven, collaborative professional environments and able to work both independently and as a key member of our very tight-knit team Adept at quickly learning new processes and technology, as well as becoming familiar with existing systems and offering process improvements, as needed Professional, with a confident and mature demeanor, and has an understanding of the importance of maintaining confidentiality with high-profile clients A polished writer and proofreader with exceptional interpersonal, organizational, written, and verbal communications skills Able to brainstorm and contribute creative ideas Discreet and able to appropriately handle sensitive and personal information about clients and talent, as well as comfortable handling top-tier talent with ease and discretion Comfortable designing and creating decks, presentations, and various marketing materials Responsibilities will include: Administrative duties for one of the Co-Founders include managing a high volume of calls, emails, scheduling meetings with new and current clients, rectifying expenses, booking travel and reservations, and general office management tasks Provide support for all Co-Founder-managed clients, maintaining a throughline of notes, ideas, grids, research, etc. Create and consolidate team ideas and information shared across various platforms into cohesive and organized company-wide documents and resources Provide preparational meeting resources with relevant background and research Assist with updating internal company documents, tracking and meticulously maintaining grids of current and prospective clients and contacts, executing excellent follow-up and follow-through Process client requests in a timely manner, as well as provide coverage for clients when needed Support the SP team as needed on all other matters relating to event logistics, guest lists, invitations, RSVPs, and social media Canva design on decks, invites, and marketing materials as needed Assistance on business development operations, new and prospective client Airtable and staffing docs as needed Qualifications: Available to work from our LA office as well as remote flexibility where needed Bachelor's Degree Previous experience working at a PR or creative agency, fashion brand, studio, or other entertainment company preferred, or 6+ months of administrative assistant experience or equivalent Able to have a flexible schedule, knowing you will need to definitely work earlier or later than the standard 9-5pm, and (eventually) work events as needed on nights and weekends Able to travel for various events Proficient in Slack, Airtable, Adobe, Zoom, Canva, Google, and Word applications preferred (Optional) Experienced in social media, graphic design, editorial, and/or other creative ideation-driven fields in the media and entertainment industries About Special Projects: Special Projects is an editorially-minded talent booking and creative content agency that elevates media, fashion, and lifestyle brands through the unique use of celebrities and storytelling. Launched in 2016 by Andrea Oliveri and Nicole Vecchiarelli, Special Projects leverages its founders' 20+ years of experience as magazine makers, dynamic thinkers, and strategic marketers to connect today's top talent with editorial, branded content, advertising, and live and virtual event opportunities. Special Projects has headquarters in New York and Los Angeles. ***********************************************