Administrative Assistant Jobs in Chula Vista, CA

An established firm in Carlsbad is seeking an experienced Litigation Secretary to join their dynamic legal team. The ideal candidate will have a strong background in civil litigation and a keen interest in HOA Common Interest Development cases. Position: Litigation Secretary Location: Carlsbad Salary: $60-70k DOE Key Responsibilities: - Managing calendaring and court deadlines efficiently. - Preparing and formatting legal documents accurately and timely. - Supporting attorneys with administrative tasks, working closely with paralegals. - Handling day-to-day administrative tasks to ensure smooth operations. Qualifications: - Minimum of 2 years of experience as a litigation secretary. - Strong civil litigation background, construction defect a plus. - Excellent organizational and time-management skills. - Detail-oriented with the ability to catch on quickly. - Team player with a positive attitude. - Proficient in legal document preparation and court procedures. Benefits: - A team with a culture of trust, tenure, and collaboration. - 100% firm-covered medical benefits for employees, with additional optional benefits. - Eligibility for 401(k) match after 90 days. This position offers an excellent opportunity for a dedicated Litigation Secretary to contribute to a firm that values expertise, dedication, and a supportive work environment. Apply today to learn more! All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Reproductive Partners Fertility Center - San Diego is a leading Southern California fertility clinic, internationally and nationally recognized for our success in IVF (In Vitro Fertilization), egg freezing, and other fertility treatments for our patients. Position Overview We are seeking a highly organized, tech savvy, and motivated Executive Assistant to support the Medical Director at our fertility practice. The ideal candidate will possess excellent project management, organizational, and administrative skills, interest in the field of reproductive medicine, and the ability to manage multiple tasks efficiently. This role includes both administrative and clinical duties, requiring strong communication skills and a proactive approach to problem-solving. Key Responsibilities Administrative Support · Schedule and manage appointments, meetings, and events for the Medical Director. · Screen and prioritize emails/messages and respond on behalf of the Medical Director as requested. · Arrange travel accommodation and itineraries as needed. · Create, edit, and format documents, presentations, and reports. · Assist with administrative projects and help develop workflows to improve efficiency. · Transcribe dictations from the Medical Director accurately and efficiently. · Serve as a liaison between the Medical Director, management team, clinic staff, and outside professionals, ensuring clear and efficient communication. · Support the Medical Director with maintaining communication with referring physicians. Clinical Support · Meet with the Medical Director every morning to review the day's patient schedule and prepare accordingly. · Organize and maintain patient records, ensuring all documentation is up-to-date and easily accessible. · Act as a scribe for the Medical Director during initial patient consultations, ultrasound examinations, and other clinical encounters. · Review patient consultation notes and sign off documentation with the Medical Director. · Review patient lab results with the Medical Director daily and assist with review signoffs. · Collaborate with coordinators to manage patient care and treatment. · Assist with keeping patient prescriptions up to date. · Communicate and coordinate with the QI Manager on clinical questions and concerns as requested by the Medical Director. · Search and retrieve medical research papers and articles from databases as requested by the Medical Director. · Optimize clinical charting and documentation processes to improve efficiency and accuracy. · Help optimize and document clinical workflows, ensuring efficient practice operations. (In compliance with the Americans with Disabilities Act, ADA, this description identifies the essential components of the job required to be performed with or without reasonable accommodations. Requests for reasonable accommodation to facilitate the performance of these essential functions will be given careful consideration.) Qualifications and Requirements · Education: Bachelor's degree in healthcare administration, business, project management, or a related field preferred. · Experience: Previous experience as an executive assistant, preferably in a medical or clinical setting. · Skills: o Excellent organizational, multitasking, and communication skills. o Advanced proficiency in Microsoft 365 - primarily Outlook, Teams, Word, PowerPoint, and Excel, medical software, and various software programs, AI tools, and practice management systems. o Experience with learning and implementing new technologies and systems to enhance practice operations. o Detail-oriented, proactive, and able to maintain confidentiality and handle sensitive information with discretion. o Strong problem-solving and critical thinking abilities and a team-player mentality. · Other Requirements: o Attendance, punctuality, and reliability are essential functions of this position. Must report to work on time for scheduled hours dependent on operational needs. o Willing to work a flexible schedule including some evenings and occasional weekends as needed. Benefits · Competitive salary · Health, dental, and vision insurance options · Retirement savings plan · Paid time off and holidays · Opportunities for professional development and growth · A friendly and supportive work environment How to Apply Interested candidates should submit their resume and cover letter outlining their qualifications and experience. Please include references and any relevant certifications. Join our dedicated team and contribute to providing exceptional fertility care. Apply today!

Lynberg & Watkins, APC, a law firm with offices throughout Southern California, has an immediate opening for a legal secretary with 5 to 12 years litigation experience for its downtown San Diego office. This is an excellent direct hire opportunity for a talented and motivated legal secretary. The Litigation Secretary will be responsible for assisting attorneys with state and federal filing experience (both manual and e-filings), calendaring, proofreading, trial preparation and document processing and other administrative duties. The right candidate will be a self-starter with excellent attention to detail, strong analytical and written communication skills, ability to work efficiently and independently. Candidate should be comfortable multi-tasking in a fast-paced, team-structured environment. Skills & Competencies Computer proficiency in Net Docs, Microsoft Office Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies. We will provide training for NetDocs if not familiar with this system. Possess strong civil litigation experience, including a mastery of court filings with California State and Federal Courts with solid e-filing experience. Strong organizational skills, attention to detail, strong client service skills, and excellent verbal and written communication skills. Ability to work well under pressure, multi-task and set priorities while meeting deadlines in a fast-paced environment. Proficiency in handling litigation calendars (Compulaw). Position requires ability to work full time, 40 hours a week, with flexibility for overtime as necessary. The ratio of attorneys will be 3:1. Qualified candidates should submit a cover letter and resume. The firm offers competitive benefits and retirement packages.

Job Title: Executive Administrative Assistant (Part-Time) Length: Permanent Hours: 9:00am-5:00pm Monday - Friday (Part Time) (Flexible Hours) Pay: $29.00 - $30.00 per hour DOE Job Description: Manpower is representing a client who is seeking a permanent part-time Executive Administrative Assistant. This is an excellent opportunity for a sharp Executive Administrative Assistant. The ideal candidate will be insightful, self-motivated, and able to work autonomously remotely from home a majority of the time, and occasionally from the office in La Jolla. Candidate should also have strong experience in planning and executing travel arrangements. This person must be tactful and able to prioritize and focus on multiple projects and change gears swiftly at any given moment. Qualifications: Executive Administrative Assistant Experience Professional decorum Familiarity with political arena Meeting coordination Travel Planning Complex calendar management Strategic Scheduling Able to exercise good judgment Excellent written/verbal communication Able to multi task in a fast pace office environment Strong computer skills (i.e., online research, database entry, Excel and MS Word, etc.) Qualities we are looking for: Keen eye for detail Willingness to learn new skills Cheerful Efficient Respectful Resilient Able to exercise integrity & confidentiality Able to exercise good judgment Flexible availability Tech savvy

Seltzer Caplan McMahon Vitek has an opening for a full-time legal assistant/secretary in their Business Department. Ideal candidates must possess: at least 5 years recent transactional legal secretary experience; strong administrative skills, proficiency with MS Word, Excel and Outlook; the ability to prioritize workloads; and be detail oriented. Knowledge of real estate programs such as AIA, AIR and CAR are desired. Salary Range: $80,000-$90,000 and excellent benefits. Actual salary will depend upon several factors, including, but not limited to, relevant experience, job-related skills, and qualifications. Please email resume to: ******************

Are you an organized and detail-oriented professional fluent in Arabic and English? Join our dynamic team - we are a growing engineering firm located in Encinitas. Location: Encinitas // Employment Type: Full-Time Key Responsibilities: Provide administrative and clerical support to the management team. Translate documents and communications between Arabic and English. Schedule meetings, manage calendars, and coordinate travel arrangements. Prepare reports, presentations, and correspondence in Arabic and English. Assist with project documentation and filing systems. Communicate effectively with clients, partners, and staff locally and internationally. Qualifications: Proficiency in Arabic and English (written and spoken). Strong organizational and multitasking skills. Excellent communication and interpersonal abilities. Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint). Prior administrative or secretarial experience preferred. Ability to handle sensitive and confidential information with discretion. Why Join Us? Opportunity to work on impactful local and international projects. Collaborative and supportive work environment. Growth and career development opportunities. How to Apply: Send your resume and cover letter with the subject line “Arabic-Speaking Secretary Application.”

, please 1) APPLY through LinkedIn 2) EMAIL ******************** and include a cover letter, resume and salary requirements. 3) DO NOT USE AI to draft your cover letter. We will not respond to AI-generated communications. There's something genuinely outstanding about KBM Resorts. We create luxury vacations for affluent travelers by building memorable experiences while making a positive impact within our industry and the communities in which we live and work. Our Team Members are the driving force behind these efforts. It is their talent, passion, and dedication to our brand that has propelled the success of KBM Resorts. As Executive Assistant to the President, you will work with senior leadership to oversee the company on a daily basis, managing $10 Billion in luxury real estate properties and over 150,000 traveling guest families per year in three states and eight office locations. Highlights Report to the President directly. Manage communications to/from company President and General Counsel Manage activities of staff. Manage hiring, training, and evaluating employees. Ensure departments are on track to meet goals. Direct teams or group leaders. Motivate workers through incentives and positive feedback. Develop and implement budgets. Develop and implement projects. Coordinate and/or prepare reports. Ensure staff has the resources to complete their work. Responsible for organizational goals Maintain ownership of processes and projects. Analyze reports to understand future demand forecasts and past trends. Continually innovate and improve existing and new processes. Qualifications KBM Resorts is a rising luxury vacation management industry player with existing or expanding operations in Hawaii, Utah, Colorado, and California. We operate with an unwavering commitment to technological innovation, quality, and continued growth. Our employees are at the core of our company's success, whom we treat like Ohana, family in Hawaiian. To fulfill this role optimally, you must possess the following minimum qualifications and experience: Highly independent, autonomous, self-starter (** Most Important) Associate Degree 5+ vacation rental industry experience 5+ years of business experience 3+ years of supervisory experience Experience with Google Sheets/Docs and/or Microsoft Excel/Word Critical thinker, able to make decisions Possess initiative, creativity, and follow-through Love to ask questions, learn, understand, perfect, then innovate Fluent command of the English Language

Job Summary: We are seeking a detail-oriented and organized Administrative Assistant. The ideal candidate will provide administrative support to ensure efficient operation of the office, assist in managing office tasks, and contribute to a positive work environment. Key Responsibilities: Answer and direct phone calls, taking messages as necessary. Greet visitors and clients, providing them with information and assistance. Manage schedules and appointments for staff members. Prepare and organize documents, reports, and presentations. Maintain office supplies inventory and place orders as needed. Assist in coordinating meetings and events, including logistics and materials. Handle incoming and outgoing correspondence (emails, mail, packages). Perform data entry and maintain accurate records in databases. Support team members with various administrative tasks as required. Qualifications: High school diploma or equivalent; additional qualifications in office administration are a plus. Proven experience as an administrative assistant or in a similar role. Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook). Excellent organizational skills and attention to detail. Strong communication and interpersonal skills. Ability to multitask and prioritize tasks effectively. Professional demeanor and a positive attitude. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Job Summary: The Office Assistant will be responsible for providing administrative and clerical support to ensure efficient office operations. The ideal candidate will be organized, detail-oriented, and able to handle multiple tasks simultaneously. Key Responsibilities: Assist in the preparation of regularly scheduled reports across departments. Order office supplies, research new deals and suppliers, and make recommendations for vendor changes when appropriate. Book travel arrangements and coordinate meetings and appointments for leadership team as needed. Arrange and coordinate meetings, corporate/team events, and travel itineraries as needed. Conduct research and compile data as needed to support inter-departmental projects and workload. Support the Business Development Project Manager with managing cross-departmental operational projects, including system or process roll-out or transitions. Support the Business Development Project Manager with auditing CRM data and reports as needed Act as a point of contact between ClearDesk and internal/external clients + vendors as needed to support operations. Assist colleagues whenever necessary. Manage personal errands for Executives as required. Perform additional personal and professional tasks as assigned. Required Skills and Qualifications: Proven experience as an office assistant, receptionist, or in another relevant administrative role. Proficiency in MS Office (MS Excel and MS Word, in particular). Excellent time management skills and the ability to prioritize work. Attention to detail and problem-solving skills. Excellent written and verbal communication skills. Strong organizational and planning skills. High school diploma or equivalent; additional qualifications will be a plus. Important Reminder: ClearDesk does not ask for any monetary payments or fees as part of our employment process. If you encounter any request for payment, please disregard it and report it to us immediately. For your security, please ensure that all communications are conducted through emails originating from (@cleardesk.com *********************).

Our client, a leader in the financial technology industry, is urgently looking to hire an Executive Assistant. This is role will be fully onsite 5x per week in San Diego, CA. *This job is a 6-month W2 contract role that offers benefits and paid holidays!* As an Executive Assistant, you will be the primary point of contact for 2-3 Directors & 1 VP, working closely with other high-level executives and their executive assistants. Your job will involve managing a wide range of administrative tasks in collaboration with other executive assistants to maximize executives' responsibilities. Ideal candidates are detail-oriented self-starters who are extremely comfortable operating autonomously and efficiently in a fast-paced environment. Responsibilities Manage executives' calendars, collaborating with teams across multiple time zones Coordinate executives' national & international travel Monitor corporate expenses within the Security Research & Development division Plan corporate events with the administrative team Desired Skills & Experience 5+ years as an Executive Assistant Experience in using Outlook, Slack, G Suite, Coupa, and Concur Prior experience working in FinTech, Software, or SaaS corporate environments highly preferred! Motion Recruitment Partners is an Equal Opportunity Employer, including disability/vets. All applicants must be currently authorized to work on a full-time basis in the country for which they are applying, and no sponsorship is currently available. Employment is subject to the successful completion of a pre-employment screening. Accommodation will be provided in all parts of the hiring process as required under Motion Recruitment Employment Accommodation policy. Applicants need to make their needs known in advance.

TalentLink Solutions is an HR consulting firm dedicated to the independent financial advisor. We work nationally with advisory firms, supporting them with all things Human Resources. The majority of our work is centered around a firm's recruiting and hiring process. We also assist with writing employee handbooks, counseling on employee relations issues, conducting compensation studies, management consulting, and more. Our clients are on a spectrum of sophistication as it relates to HR and include firms that are solo advisors thinking about making their first hire all the way to multi-billion-dollar, multi-state RIA's. We have developed our brand and partnerships over the last ten years and continue to experience steady growth exclusively through referrals. RemoteLink Solutions, a subsidiary of TalentLink Solutions, offers a remote assistant solution to advisors in the financial services industry. The business model allows an advisor to fill the need for support without taking on the liability, training, and management of hiring an employee. We help advisors who want to grow, we help advisors work less hours, we help advisors in transition - any time there is a need for additional support that isn't quite full time, we fill that void! We are an established company and care about taking care of our people. We have a full benefits offering, including medical, dental, vision, retirement plan with a match, paid time off, and more holidays than most industries. We also like to have fun, so we celebrate birthdays, anniversaries and have annual firm-wide celebrations, plus lots of other little extras through the year! Position Overview: In the last 10 years, we have grown from no employees to over 30. Due to our expansion, we have a newly created role to offer the right individual. This diverse role will have responsibilities that span our entire operation, allowing you to make an impact through your administrative finesse. You are a naturally curious person with a service-oriented approach. You have the tenacity and project management capabilities to implement projects from start to finish. You bring humility, a growth mindset, reliability, and exceptional communication skills to all that you do. Responsibilities to include: Human Resources Manage database of candidates, transferring and integrating information from multiple platforms, ensuring that details of all candidates are documented in an organized manner Calendar management and updates Post jobs to various job boards, social media outlets, and other relevant platforms; continuously monitor postings Review/Write resumes and format as needed for presentation DocuSign entry and management; background check entry Support spreadsheet documentation and reporting Mine for new job postings to include on our latest endeavor, an industry-specific job board; post those opportunities and contact the firm to notify Advisor Transition Conduct advisor onboarding calls to demonstrate the functionality of Smartsheet Construct agreements and obtain advisor authorization Create Smartsheet templates and grant access to advisors and their teams Assist with data input provided by the advisor Interact with home office Transitions team on new advisors and any issues that arise Grant access to the home office Transitions team upon advisor affiliation Office Management Maintain and manage vendor relationships Coordinate birthday and anniversary celebrations Oversee office supply inventory Arrange for meeting needs (technical set up, food, room reservation, etc.) Support both Managing Partners with various projects Qualifications: Bachelors degree is highly preferred; or equivalent combination of education, training, and work experience 3+ years of administrative support experience required

Under general supervision, performs a wide variety of more complex secretarial, clerical and typing work of more than average difficulty; takes and transcribes varied dictation; and performs related work as required. View Requirements / Qualifications * Evidence of successful clerical experience with a high level of responsibility. - Ability to perform secretarial and clerical work of a relatively complex and difficult nature requiring the exercise of much more than average judgment; ability to spell correctly and use good English in performing a variety of clerical work; ability to type 55 words per minute, and takes and successfully completes machine transcription. - Knowledge of modern office practices and procedures; various forms of correspondence, filing, etc.; knowledge of standard office machines including reproduction equipment. May be required to have a broad knowledge of District policies, practices and goals; knowledge of correct English usage, spelling and punctuation. - Graduation from high school or equivalent preferably, including or supplemented by courses in typing, office practices and dictation transcription. Comments and Other Information The Chula Vista Elementary School District is committed to providing a working and learning environment free from discrimination, harassment, intimidation and bullying. The District prohibits discrimination, harassment, intimidation and bullying based on race, color, ancestry, national origin, ethnic group identification, age, religion, marital or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity or expression, genetic information; the perception of one or more of such characteristics, or association with a person or group with one or more of these actual or perceived characteristics in any program, practice or activity it conducts. For inquiries or complaints related to employee-to-employee, student-to-employee, or work/ employment related discrimination or harassment, contact: Human Resources Service and Support Department, Jason Romero, Assistant Superintendent/ Title IX Coordinator, 84 East J Street Chula Vista, CA 91910,**********************, **************, Ext. 181340. For more information about this position, go to the pdf file here *************************************************************************** Description***********3993100.pdf

Southwestern Community College District (SWCCD) is committed to meeting the educational goals of its students in an inclusive environment that promotes intellectual growth and develops human potential. We are the leader in equitable education that transforms the lives of students and communities. SWCCD employees are collegial and collaborative. They demonstrate the highest degree of professionalism, integrity and respect when interacting with students, colleagues, leadership and members of the Jaguar community. Our employees actively honor and respect diversity to foster a safe and welcoming community where all are inspired to participate and realize a sense of belonging. Incumbents exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment. Description SUMMARY DESCRIPTION Under the direction of an assigned supervisor, perform a variety of clerical, typing and secretarial duties. DISINTINGUISHING CHARACTERISTICS The Administrative Secretary I classification reports to a classified Director or Associate Dean level. The Administrative Secretary II classification reports to a Dean level executive. Qualifications EDUCATION AND EXPERIENCE Any combination equivalent to: graduation from high school including or supplemented by course work in secretarial science AND Three (3) years of increasingly responsible clerical or secretarial experience. * One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement. * If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis. * Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States. Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application. KNOWLEDGE AND ABILITIES Knowledge of: * Operations, policies and rules of office to which assigned. * Basic operation and procedures of the on-line computer system. * Correct English usage, grammar, spelling, punctuation and vocabulary. * Oral and written communication skills. * Interpersonal skills using tact, patience and courtesy. Ability to: * Learn to interpret, apply and explain specific rules, policies and procedures of the specific office or program to which assigned. * Operate a variety of standard office equipment including typewriter, calculator, dictation equipment and computer terminal. * Recommend and revise new office procedures. * Make arithmetic calculations. * Maintain records and prepare reports. * Meet schedules and timelines. * Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students. * Communicate clearly and concisely, both orally and in writing. * Establish and maintain effective working relationships with those contacted in the course of work. Duties ESSENTIAL DUTIES * Serve as secretary to a Director, Associate Dean or designated classified manager, performing a variety of clerical and secretarial duties in support of an assigned service or operational area. * Arrange, schedule and attend a variety of meetings as assigned; record and transcribe minutes; establish and maintain filing systems; maintain confidentiality of information as assigned. * Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulation. * Receive visitors, schedule appointments, maintain electronic calendar, screen visitors and phone calls and refer to appropriate staff members. * Operate word processor and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials. * Collect and compile statistical and financial data and other information for inclusion into special and periodic reports and records; track and monitor budget expenditures as assigned. * Operate a variety of office machines and equipment, including word processor, computer terminal, printer and duplicating equipment. * Provide information and assistance in person or by telephone where judgment, knowledge and interpretation of policies and regulations may be necessary. * Prepare governing board agenda items as needed. JOB DESCRIPTION:Administrative Secretary I Supplemental Information SALARY SCHEDULE:CSEA - Classified Bargaining Unit PHYSICAL DEMANDS AND WORKING ENVIRONMENT This is a non-telecommuting position. All District employees must participate in the COVID-19 Vaccination Program, which requires them to be fully vaccinated against COVID-19 unless they receive an approved medical or religious exemption.

RESPONSIBILITIES * Performs secretarial support functions for the Finance division by handling, routing and filing correspondence, reports and records including those of a confidential nature; screening telephone calls. * Coordinates time commitments, schedules meetings, and arranges travel. * Organizes work by providing administrative support functions including organizing correspondence, minutes, meetings notices and expense reports; tracking provider and member reimbursements; collecting information for management; maintaining departmental policies and procedures; initiating telecommunications; and making recommendations to improve communication and efficiency. * Orders meals for the assigned meetings. * Produces information and reports including minutes for meetings called or accommodated by the division Chief. * Prepares agendas, confirms attendance and records minutes of meetings, including staff, department and Board of Directors Finance meetings. * Prepares, composes and types letters, memorandums, reports and other material as directed. * Supports the team effort by maintaining established departmental policies and procedures, objectives, and safety standards. * Enhancing professional growth and development through participation in educational programs, current literature, in-service meetings and workshops; attending meetings as required and participating on committees as directed; and performing other related duties as assigned or requested. * Maintains product and company reputation and contributes to the team effort by conveying professional image and accomplishing related tasks; participating on committees and in meetings; performing other duties as assigned or requested. * Monitors, tracks and reports warehouse safety status by conducting periodic inspections. * Maintains facility records including but not limited to Safety Data Sheets (SDS) and documents for site equipment. * Tracks and maintains documents related to inspections of site and/or Facilities Department. * Demonstrates and supports an environment of safety, good working relationships, quality and productivity. * Assist with scheduling third-party vendors for facilities maintenance. * Conduct early morning facilities walk-throughs to ensure building is in excellent shape before employees arrive for work. * Assist Safety Officer with preparing safety and facilities materials, binders, etc. - in preparation for audits or safety/ facilities matters. * Serve as a back-up to document all daily facilities work order requests in an Excel Spreadsheet or other management tracking system. * Other special projects as assigned by Executives and Senior Management staff, such as Spanish-English transcriptions and translations, and assistance with preparation of PowerPoint presentations. EDUCATION * Vocational or Specialized training * BA degree in Finance or related preferred EXPERIENCE/SKILLS * 5 years' experience as executive/administrative secretary or office manager or equivalent * 3 years in financial or accounting setting or related environment highly desirable * Knowledge of general accounting and finance practices * Expert level knowledge of all Microsoft programs (Word, Excel, PowerPoint, Outlook, etc.). * Strong organization skills; excellent fluent written and verbal communication, analytical and decision making skills. * Discretion, good judgment, organizational ability, initiative, the ability to work independently. * Excellent customer service and interpersonal skills with the ability to interface effectively with all levels of staff and provider populations, adaptable and versatile * Must be computer literate with advanced-level of expertise using spreadsheets and word processing software. Should understand relational databases and possess knowledge of intermediate graphic presentation techniques in Excel and PowerPoint. * Bilingual English/ Spanish preferred. PHYSICAL REQUIREMENTS * May require prolonged sitting. * Frequent traveling, including driving with County of San Diego. * May be required to work evenings and weekends.

The Fowler College of Business (FCB) consists of one school and four academic departments (Charles W. Lamden School of Accountancy, Finance, Management Information Systems, Management, and Marketing), a Dean, an Associate Dean for Academic Affairs, an Associate Dean for Research and Strategic Initiatives, an Assistant Dean for Student Affairs, a College Operations Manager/Director of Resource Management, a Director of Marketing & Communications, a Director for Graduate Programs, a Director for Undergraduate Programs, a Director for the Career Management Center, a Director for Assessment, and a Managing Director for the Wendy Gillespie Center for Advancing Global Business. The Department of Finance at San Diego State University offers undergraduate specializations in the areas of Finance, Financial Services, and Real Estate. Graduate programs are available in Finance and Financial & Tax Planning. Career opportunities for finance graduates include positions with business and nonprofit organizations in financial management, protection of assets, client services, evaluation and selection of securities for investment portfolios and loan management, financial and estate planning along with wealth management, and real estate services, development and property management. The Department supports research in real estate, financial management, financial planning, and investments. For more information regarding the Fowler College of Business, click here. Education and Experience Entry to this classification requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic arithmetic calculations; and typing and keyboard skills. These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment. Key Qualifications * Excellent oral communication and telephone skills * Familiarity with effective office practices/procedures. * Strong typing skills and clear understanding of business communication formats. * Experience with the operation of computers with experience in various software such as word processing, spreadsheets, databases, and Microsoft Office Suite. * Ability to effectively handle a broad range of interpersonal contacts, including those at a higher level and those sensitive in nature. * Experience working in an academic setting is preferred. Compensation and Benefits Starting salary upon appointment is not expected to exceed $3,680 per month. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. San Diego State University offers a rich benefits package that constitutes a major portion of total compensation. For more information regarding SDSU benefits, please click here. CSU Classification Salary Range: $3,680 - $5,417 per month. Diversity and Community at SDSU At SDSU, our diversity gives us power and benefits every single member of our community. Through our commitment to equity and inclusion, we encourage all members of our community to purposefully learn from one another through open and respectful dialogue and responsible engagement. For more information, click here. Principles of Community At San Diego State University, we are a community of diverse individuals who have and represent many perspectives, beliefs, and identities. This diversity lends our community strength, and we commit to creating and sustaining an inclusive and intellectually vibrant environment that benefits all members of our university. SDSU's Principles of Community is an aspirational statement that is intended to evolve over time. The statement reflects the ideals we are encouraged to uphold in our interactions with one another. Supplemental Information Initial review of the required application materials, including cover letters and resumes, will begin on October 7, 2024. To receive full consideration, apply by October 6, 2024. The position will remain open until filled. The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. San Diego State University is not a sponsoring agency for staff or management positions (e.g., H-1B visa). Applicants must currently be authorized to work in the United States on a full-time basis. Offers of employment are contingent upon the presentation of documents that demonstrate a person's identity and authorization to work in the United States, which are consistent with the provisions of the Immigration Reform and Control Act. A background check (including a criminal records check) must be completed satisfactorily and is required for employment. SDSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current SDSU employee who was conditionally offered the position. SDSU is a smoke-free campus. For more information, please click here. SDSU is an Equal Opportunity Employer that considers all qualified candidates for employment and does not discriminate on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered military and veteran status, or any other protected characteristic or status. Reasonable accommodations will be provided for qualified applicants with disabilities who request an accommodation by contacting Livia Peeples at *****************. Advertised: Sep 20 2024 Pacific Daylight Time Applications close:

Join our client's dynamic team in downtown San Diego as a Litigation Legal Secretary! We're seeking a proactive professional with 5+ years of litigation experience, defense experience is preferred. This direct-hire role is perfect for a motivated, detail-oriented individual looking to make an impact. Key Responsibilities: Support attorneys with Federal, State, and Appellate filings (manual and e-filing) Manage calendaring, document processing, and proofreading Assist with trial preparation and other administrative duties Qualifications: Strong civil litigation experience, including Federal, State (CA), and Appellate court filings with e-filing expertise Insurance defense experience is preferred Proficient in NetDocs, Microsoft Office (Word, PowerPoint, Excel, Outlook) Strong organizational and communication skills Able to multi-task, prioritize, and work under pressure in a fast-paced environment All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Ultimate Staffing is actively seeking a detail-oriented Executive Assistant to join their client's team in San Diego, California. This role is perfect for someone who is organized, efficient, and capable of managing multiple tasks across different time zones. The Executive Assistant will provide crucial support to ensure smooth business operations and effective communication. Responsibilities: Support Executive team Follow up on and file various state annual filings, such as the AZ Annual Report. Handle general correspondence. Provide notary services, if applicable Demonstrate proficiency with Excel assist with bookkeeping Send documents via Adobe Sign. Set up meetings with multiple participants across different time zones. Prepare agendas and take minutes during meetings. Additional duties as requested Requirements: Education requirement is a High School Diploma. 3+ years of Executive Assistant Experience Previous experience supporting CEO, CFO's and more Proficient with MS Office Suite Work Hours: Monday to Friday, during the first shift. Additional Details: Contract to hire position. Max Pay is $30 per hour, and Min Pay is $25 per hour. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Requirements / Qualifications Resume Letter of Introduction Letters of Recommendation (3) About the Employer OUR MISSION Hawking STEAM Charter School prepares students for college and career readiness through an integrated Project-based STEAM curriculum that includes social-emotional awareness. OUR VISION Hawking STEAM Charter School's vision is to ensure that Transitional Kindergarten through grade 12 students are engaged in discovery, exploration, and problem-solving through rigorous Project Based Learning activities, aligned to the Common Core State Standards ("CCSS") and the Next Generation Science Standards ("NGSS") that are STEAM-based. We strive to develop our students' academic, social, and emotional knowledge so they may engage in public discussions, presentations and pursue STEAM-focused careers. Non Discrimination Policy Hawking STEAM Charter Schools, Inc. (Hawking) does not and shall not discriminate on the basis of race, color, religion, national origin, disability, age, gender, gender identity, gender expression, sexual orientation, marital status, military status, or association with a person or a group with one or more of these actual or perceived characteristics in admission and access to its programs, services, activities, or in any aspect of its operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all students, families, staff, volunteers, subcontractors, and vendors. The lack of English language skills shall not be a barrier to admission to or participation in Hawking's activities and programs. Hawking is an equal opportunity employer. Hawking will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression. Requirements / Qualifications Requirements / Qualifications Resume Letter of Introduction Letters of Recommendation (3)

Southwestern Community College District (SWCCD) is committed to meeting the educational goals of its students in an inclusive environment that promotes intellectual growth and develops human potential. We are the leader in equitable education that transforms the lives of students and communities. SWCCD employees are collegial and collaborative. They demonstrate the highest degree of professionalism, integrity and respect when interacting with students, colleagues, leadership and members of the Jaguar community. Our employees actively honor and respect diversity to foster a safe and welcoming community where all are inspired to participate and realize a sense of belonging. Incumbents exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment. Description This position operates in a high-volume, fast-paced environment with frequent interruptions, requiring strong multitasking skills and the ability to adjust priorities as new tasks arise. Daily responsibilities include providing support to faculty, staff, and students in collaboration with the dean's office. Effective communication skills, both in writing (email) and in public settings, are highly desirable for this role. SUMMARY DESCRIPTION Under the direction of a Division Dean, support and assist the Dean, faculty and staff perform a wide variety of administrative and secretarial duties; serve as a liaison between the Division administrator, faculty, public, students, staff and other campus and community officials; plan, coordinate and implement on-going operations and activities of the Division office. DISTINGUISHING CHARACTERISTICS The Administrative Secretary I classification reports to a classified Director or Associate Dean level. The Administrative Secretary II classification reports to a Dean level executive. Qualifications EDUCATION AND EXPERIENCE Any combination equivalent to: two (2) years college level course work in secretarial science and office automation equipment AND Two (2) years secretarial experience. * One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement. * If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis. * Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States. Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application. KNOWLEDGE AND ABILITIES Knowledge of: * Operations, procedures, methods, or precedence of designated Division office. * Office management principles and methods. * Modemofficepractices,procedures,andequipment. * Operation/procedures of computer system and multiple computer software programs. * English usage, grammar, spelling, punctuation, and vocabulary. * Interpersonal skills using tact, patience, and courtesy. * Telephone techniques and etiquette. Oral and written communication skills. Ability to: * Perform complex secretarial assignments. * Assemblediversedata,prepare,andcomposereports,correspondencefromoralandwrittendirectionsandrelatedmaterials. * Maintain complex and varied files and records. * Work independently with little direction. * Analyze situations accurately and adopt an effective course of action. * Establish and maintain cooperative working relationships with others. * Train, lead and provide work direction and guidance to Division staff. * Work confidentially with discretion. * DemonstratesoundjudgmentintheapplicationandinterpretationofnewandexistingCollegepoliciesandprocedures. * Make simple arithmetic calculations. * Meet schedules and timelines. * Communicate effectively with others, both orally and in writing. * Prepare reports, correspondence, and related materials. Duties ESSENTIAL DUTIES * Plan, schedule, perform a variety of secretarial duties to relieve assigned administrator of a variety of clerical, technical and routine administrative duties; serve as a liaison between the administrator and staff, public and other College personnel; oversee the daily operations of the office. * Communicate and confirm assignments to full-time and adjunct faculty for day, evening, Saturday, TV College, Extension and San Ysidro Center as directed by the Dean. * Assist in the process of day/evening student evaluations; organize, coordinate and clarify the process for tenured/non-tenured review, peer evaluation, classroom visitations for full and part-time faculty; adhere to deadlines set by the Human Resources Office. * Prepare, process and distribute budget transfers; research and compile data necessary to purchase Division instructional and office equipment; monitor each discipline's projects and grants accounts and maintain budget expenditures. * Serve as liaison with Human Resource Office in regard to the appropriate budgets for faculty load/salary, schedule development, faculty schedules and contract generation. * Operate computer terminal and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials; input data and perform computer functions; update course files and various computerized files. * Arrange and schedule a variety of meetings and conferences; operate and maintain electronic calendar; make travel arrangements and process District travel forms. * Operate a variety of office machines and equipment, including word processor, printer, copier, calculator and dictating equipment. JOB DESCRIPTION:Administrative Secretary II Supplemental Information SALARY SCHEDULE:CSEA - Classified Bargaining Unit PHYSICAL DEMANDS AND WORKING ENVIRONMENT This is a non-telecommuting position. All District employees must participate in the COVID-19 Vaccination Program, which requires them to be fully vaccinated against COVID-19 unless they receive an approved medical or religious exemption.