Administrative assistant jobs in Novato, CA

The MedTech organization is seeking an MedTech Administrative Business Partner/Executive Assistant to support the Chief Medical & Scientific Officer and two additional leaders. This role provides core administrative support including complex calendar management, domestic/international travel coordination, expense reporting, and event/onsite logistics. This is a hybrid role requiring 3 in-office days per week (2+ days in San Bruno, 1+ day in South San Francisco). The ideal candidate is proactive, highly organized, adaptable, and operates with a collaborative, “one-team” mindset. Responsibilities: Calendar Management Proactively manage complex calendars across time zones. Schedule meetings with adequate prep/travel time and resolve conflicts. Respond promptly to scheduling requests. Optimize long- and short-term calendar planning. Recommend improvements for leadership time allocation. Expense Management Execute travel- and incidental-related expense activities. Complete expense reports in compliance with T&E policies. Approve expense reports for team members. Review/process invoices and submit purchase orders. In-Person Meeting Coordination Handle logistics for internal/external meetings. Book conference rooms and arrange catering. Confirm attendee lists and meeting room readiness. Prepare meeting materials (agendas, decks). Assist with note-taking as needed. Plan team dinners or activities. Travel Management Coordinate domestic and international travel for leaders. Arrange pre-travel requirements (visas, passports, tech support, cultural considerations). Remain available during travel to resolve issues. Prepare travel agendas and handle post-travel documentation. Team Event / Onsite Management Plan and execute team offsites, summits, and internal/external events. Must-Have Skills: Extensive administrative support experience, Prior administrative experience supporting medical executives-particularly Chief Medical Officers, or Scientific Officers or similar leadership-is strongly preferred. Strong multi-calendar and cross-time-zone scheduling skills. Excellent written and verbal communication (email + Slack). Proficiency in gSuite (Gmail, Calendar, Meet, Docs, Sheets, Slides). Experience with Concur, Expensify, or similar expense management tools. Familiarity with Egencia or comparable corporate travel booking platforms. Highly organized, detail-oriented, and adaptable in fast-changing environments. Strong prioritization and time-management skills. Professional, courteous, and collaborative interpersonal style. Ability to work independently and with cross-functional teams. Effective problem-solving and ability to handle ad-hoc tasks. Comfort working under tight deadlines and fast-paced conditions. Desired: Experience working in Big Tech or enterprise-scale Health AI platforms. Education: Bachelor's degree or equivalent exp. About US Tech Solutions: US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit ************************ US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Recruiter Details: Name: Ankit Email: *************************** Internal Id: 25-54295

Adams & Martin Group is supporting a great Oakland firm with a Temporary Litigation Secretary position. Provide secretarial, word processing, and administrative support to multiple attorneys across varied practice areas. Responsibilities Prepare, revise, and format legal documents, pleadings, agreements, and correspondence. Proofread for accuracy in grammar, spelling, and formatting. Manage E-filing in State and Federal courts. Schedule and calendar meetings, depositions, hearings, and court reporters. Advance word processing skills in styles, formatting, track changes, redlining & redacting. Communicate with clients, attorneys, and staff via phone and email. Qualifications Prior legal administrative/secretarial experience. Strong word processing skills Proficiency in Microsoft Office and document comparison tools. Knowledge of State and Federal court filing procedures. Strong organizational and communication skills. Position starts on January 5th. Interested candidates should apply for immediate consideration. 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.

Personal & Executive Assistant | Mill Valley (Hybrid) | $80K-$100K We're searching for a proactive, resourceful, and highly organized Personal & Executive Assistant to support a busy attorney in seamlessly managing professional and personal priorities. This is a true hybrid role blending executive support, personal assistance, and light household management - perfect for someone who loves anticipating needs, bringing order to chaos, and thriving in a dynamic, high-impact environment. Location: Hybrid (office + private residence in Mill Valley). Must live within reasonable commuting distance and be comfortable with in-person work + occasional travel. Key Responsibilities Calendar mastery: Manage complex professional/personal schedules, anticipate conflicts, and resolve proactively Email/task management, meeting prep, and follow-ups Travel coordination, appointments, and logistics Household support: Vendors, maintenance, errands, and personal events Event planning (personal and professional) Act as trusted gatekeeper with impeccable discretion and confidentiality Clear, professional communication with staff, colleagues, and external contacts Ideal Candidate 4+ years as a Personal or Executive Assistant Exceptional organization, attention to detail, and ability to juggle multiple priorities High emotional intelligence and polished communication Tech-savvy: Google Workspace, Microsoft Office, Slack, Asana (or similar) Experience with complex travel, events, and personal errands Discreet, adaptable, and calm under pressure Comfortable with direct communication and occasional irregular hours Compensation: $80,000-$100,000 + benefits

Executive Assistant to Financial Services team. Salary: $95K, plus bonus and great benefits This is 100% in office Monday to Friday, 9am to 6pm Financial services team is seeking an Executive Assistant to provide administrative support. About the Role You will manage complex calendars, coordinate meetings, and handle all travel, itineraries, and agendas for multiple professionals. You'll act as the team's main hub, ensuring communication flows efficiently and priorities are always aligned. This includes preparing correspondence, processing expenses, supporting deal administration, and assisting with presentations and document formatting. You will support the deal process by maintaining internal databases, coordinating marketing materials, liaising with counsel, and helping plan closing dinners and related events. The role also leads small internal and external event logistics, including timelines, budgets, vendors, and onsite coordination. Requirements At least 5 years supporting executives in a fast-paced corporate setting. Exceptional organizational skills, strong communication, and a proactive, solutions-oriented mindset. Ability to manage shifting priorities, maintain confidentiality, and operate with a calm, professional presence. Must be highly tech-savvy with MS Office, Teams/Zoom, and Apple devices. Experience with Concur is a plus. This is an excellent opportunity for someone who thrives in a high-performance environment and enjoys being a trusted partner to a busy team. Compensation package up to $90k with paid OT and a strong bonus and benefits! We will consider for employment, qualified applicants with criminal histories in a manner consistent with the requirements

Confidential Executive Support Opportunity - High-Level Executive We are seeking a highly skilled and discreet professional to provide executive support to a senior leader within a global organization. This is a high-level executive support position requiring exceptional organizational skills, strategic thinking, and the ability to manage sensitive information with complete discretion. The role includes coordinating key initiatives, facilitating communication with stakeholders at all levels, and planning and executing high-profile events and meetings. The successful candidate will operate as a strategic partner, ensuring that the executive can focus on priorities that drive impact and organizational success. Key Responsibilities: Provide high-level administrative support, including managing complex calendars, scheduling, and coordinating travel across multiple time zones. Serve as the primary liaison for internal and external communications, fostering strong relationships across the organization. Organize and coordinate meetings, including logistics, preparation of materials, and tracking follow-up actions. Lead planning and execution of executive-level events, team offsites, and company-wide town halls. Support strategic initiatives through research, data analysis, and preparation of presentations. Handle confidential documents, files, and sensitive communication with the highest level of discretion. Oversee expense reporting, budget tracking, and related financial documentation. Candidate Profile: Proven experience supporting senior executives in a dynamic, global environment is preferred. Exceptional organizational, communication, and multitasking abilities. Strong proficiency in Microsoft Office and other collaboration tools. Highly detail-oriented, proactive, and capable of working independently. Demonstrates integrity, professionalism, and discretion in handling confidential matters. Excellent interpersonal skills and ability to collaborate effectively across diverse teams. Thrives in fast-paced environments with changing priorities. This is a unique opportunity to operate at the center of executive decision-making, strategy, and high-profile event coordination within a dynamic global organization.

Our client is searching for a proactive, detail-oriented Executive Assistant to support 2-4 Partners with high level administrative and organizational tasks. This role is essential to ensuring their day-to-day operations run smoothly. The position offers the opportunity to work from their San Francisco office. Key Responsibilities: Managing complex calendars, coordinating meetings, anticipating scheduling conflicts, securing conference rooms, and preparing materials. Coordinate all travel logistics. Proactively anticipating Partner needs and identifying ways to maximize their time. Leading and assisting with special projects for Partners and collaborating on firm-wide initiatives with the Executive Support Team. Handling expense reporting and processing receipts in their expense system. Completing all administrative tasks such as copying, scanning, printing, binding, mailing, arranging client gifts, setting up meeting rooms, and registered visitors. Qualifications Bachelor's degree required 2-5 years experience supporting multiple senior leaders Comfortable in a fast-paced constantly evolving environment A "no task is too small" mindset Exceptional attention to detail, accuracy, and efficiency Strong integrity, sound judgement, and critical thinking skills Excellent organizational, communication, and relationship building abilities

Job Title: Administrative Assistant Industry: Professional Services Pay: $25-$27/hour Benefits: Vision, Dental, Health, 401k About Our Client: Addison Group is working with a fast-paced and growing professional services organization in need of an Administrative Assistant for their Indianapolis office. This is a contract-to-hire opportunity with the goal of transitioning into a long-term Office and Project Management role. This position is perfect for someone polished, proactive, and eager to take ownership of both administrative and office operations in a dynamic, people-facing environment. Job Description: The Administrative Assistant will support senior leadership and client teams by ensuring smooth day-to-day office functions, project logistics, and executive support. This role will play a key part in shaping the culture of the office and driving operational efficiency as the team continues to grow. Key Responsibilities: Greet visitors, answer phones, and handle front-desk responsibilities with professionalism Manage scheduling, travel coordination, and calendar management for executives Prepare meeting spaces and assist with internal and external meeting logistics Order and manage office, kitchen, and event supplies Track and submit expense reports, invoices, and other administrative documentation Support project teams with meeting coordination, agenda prep, and follow-ups Assist with onboarding new team members and coordinating office tours Maintain a clean, organized, and welcoming office environment Collaborate with cross-functional teams across the U.S. and internationally Handle special projects and operational tasks as needed Qualifications: 2-4+ years of administrative experience, preferably in a professional or client-facing environment High school diploma required; associate's or bachelor's degree preferred Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) Strong communication skills - both written and verbal Confident, dependable, and detail-oriented with excellent time management Comfortable working onsite 5 days per week in downtown Indianapolis Able to manage multiple priorities with professionalism and poise Willingness to travel for initial onboarding (expenses covered) Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Eastdil Secured is the global real estate investment bank that uniquely combines commercial real estate and capital markets expertise. We provide truly independent advice with the mission to drive value for our clients through creative, actionable ideas and flawless execution. Our knowledge-driven team is comprised of remarkable people who are seamlessly connected across all levels and geographies, merging experience, expertise, and resources to deliver the best strategies from around the globe. With a focus on serving our clients, we thrive on collaboration to execute the world's most dynamic transactions. At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company. This position is a full-time, in-person, role in our San Francisco, CA office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple transaction professionals as well as back-up support to the broader team and office. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required. Essential Functions Provide administrative support to transaction professionals with complex needs, including travel, itineraries and agendas and meeting calendars Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer”: having a sense for the issues taking place in the environment and keeping the team updated as needed Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs Own “Gateway” role: communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices by leveraging ES software and applications. Completes a broad variety of administrative tasks in addition to managing time and travel, including tracking expenses, completing & submitting expense reports within required deadlines, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment, in accordance with gift and entertainment policies and procedures Assist in editing, formatting, and printing presentations and documents using Power Point, Word, Excel and PDF Completes personal requests as needed (personal travel, errands, etc.) Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approach Provide occasional back-up support to other Executive Assistants, including supporting the transaction process, and collaborate with support teams across multiple offices Deal Administration Provide executive deal administrative support as needed to transaction professionals and deal team Support transaction and deal team by managing and organizing internal database, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc. Event Management Lead the planning and execution process for internal & external events on behalf of the team and supporting other events as needed (closing dinners, small happy hours, golf outings, etc.) that require both short-term & long-term planning and strong project management skills Track key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmation Proactively submit Gift & Entertainment approvals according to policy Act as onsite coordinator day-of to ensure seamless event delivery Some travel may be required Education and Qualifications Bachelor's Degree, preferred 5+ years of experience in a corporate environment working with senior-level executives Experience, Skills and Competencies Required Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail Strong interpersonal skills and the ability to build relationships across the broader team and the firm Expert level written and verbal communication skills Demonstrated proactive approaches to problem-solving with strong decision-making capability Emotional maturity Highly resourceful team-player, with the ability to also be extremely effective independently Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment Forward looking thinker, who actively seeks opportunities and proposes solutions Experience coordinating complex calendars & managing expenses for multiple team members Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom. Apple device required for remote connectivity Concur expense management and travel booking experience a plus Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment.

The National Japanese American Historical Society (NJAHS), founded in 1980 and incorporated in 1981,is a non-profit membership organization dedicated to collecting, preserving, and sharing the historical information of the Japanese American experience. The NJAHS aims to provide authentic interpretations and sharing of this history for the diverse broader national and global communities. Role Description This is a part-time on-site role for a Program Assistant II. The role is located in San Francisco, CA. The Program Assistant II will be responsible for assisting in the management of various programs, providing administrative support, conducting research, and maintaining effective communication within the organization and with external stakeholders. The role requires active participation in organizing events and programs, as well as fostering a collaborative environment. Qualifications Strong Interpersonal Skills and Communication abilities Experience in Program Management and Administrative Assistance Proficiency in Quickbooks Online, Websites, Research techniques Proficient in written and verbal communication Ability to work independently and collaboratively on-site Bachelor's degree in a relevant field, or equivalent experience Familiarity with Japanese American history is a plus

SD Mayer & Associates LLP is seeking an experienced Executive Assistant to support the President/CEO of a privately owned real estate venture. This is a dynamic role requiring exceptional organizational skills, discretion, and a strong background in real estate and property management. Key Responsibilities: Manage and coordinate day-to-day tasks related to property management. Partner closely with the President/CEO on both personal and business matters. Collaborate with accounting to ensure timely monthly reporting, billing, and tax compliance. Develop and maintain knowledge of owned properties and relevant market trends. Build and sustain strong relationships with tenants and stakeholders. Qualifications: Minimum 5 years of executive administrative experience within the real estate industry. Strong knowledge of real estate, leases, and property management. Excellent verbal and written communication skills; ability to articulate complex information clearly. Proficiency in Microsoft Office Suite (Outlook, Excel, Word). Proven ability to manage multiple priorities and client engagements. High level of discretion and confidentiality. Entrepreneurial mindset with flexibility and adaptability. This is an opportunity to work directly with a seasoned visionary leader in a thriving real estate venture, where your expertise and initiative will make a significant impact. Job Type: Full-time Pay: $100,000 - $110,000 per year Benefits: Health Benefits/ Time off and more. Schedule: Monday to Friday -9am-5pm (hours may vary based on business needs) Work Location: Russ Building/ San Francisco Financial District We kindly request that third-party recruiters and agencies refrain from contacting us regarding this job posting. We do not solicit or accept unsolicited resumes from third-party recruiters or agencies.

Support the executive team to ensure office administration and property operations are running smoothly through rigorous calendar management, vendor coordination, financial administration, and follow-through on critical processes. Managing returns and orders, This role's primary function will be to provide oversight of the administrative tasks associated with Monarq's continued management of the assets owned by the MAWDT. The second priority of the role will be to provide administrative and managerial assistance for various projects occurring within the portfolio. Core Responsibilities Daily Triage inboxes; route, respond, or escalate at service level. Collect and process office mail. Deposit any approved remote deposits. Support executives with ad-hoc tasks (e.g., onsite vendor coordination, document retrieval, form completion). Schedule meetings for leadership; record meeting minutes; update project schedules, tracking deliverables. Maintain electronic and paper file systems for up to 3-5 projects at a time. Maintaining office environment and supplies. (snacks, beverages, printing supplies, miscellaneous) Weekly Weekly meeting with Asset manager to review ongoing tasks and weekly objectives / initiatives. Run brief twice-weekly executive stand-ups using the standard template; track and drive follow-ups from the stand-up sheet. Participate in property/asset management syncs; surface issues/risks and coordinate support. Liaison between Marketing Team, Brokers, and other stakeholders. Monthly Schedule office cleaning on a bi-weekly basis. Bi-monthly meeting with leadership By defined business-day deadlines: compile and transmit required document packets; reconcile and identify appropriate GL/asset class for all corporate card transactions; book a brief clarification session with the executive for exceptions. Credit Card Expense Management Quarterly Support Asset Manager with budget reconciliation and Bank reporting requirements. Yearly: Support Asset Manager with any property tax tasks, such as compiling and scheduling for payment Business License Taxes SOI good standing w/ CA SOS Additional Accountabilities Vendor & Stakeholder Management Maintain vendor roster, schedule site visits, verify completion, and approve within authority limits. Serve as a point of contact between executives, property teams, and external partners. Characteristics Meetings start on time with agendas, notes, and closed action items. Zero missed financial deadlines; clean monthly reconciliations. Vendor work delivered on schedule and within budget. SOP compliance documented and auditable. Required Qualifications Education Level Required Undergraduate Degree (4 years or equivalent) in Business Management, Real Estate, Construction, Architecture, or adjacent field. Experience minimum 2-5 years of experience supporting executives or office management in the real estate or construction industry. Exposure to accounting, accounts payable, contract management, budget and schedule maintenance. Being able to balance priorities and meet deadlines. Job Competencies Broad exposure to commercial real estate industry, and the operation of various commercial assets. Experience reviewing, processing, and managing vendor contracts. Literacy in financial analysis, understanding substantial inputs and outputs within the real estate business model. Excellent analytical, time management, and organizational skills and the capacity to integrate diverse objectives with a high level of accuracy and attention to detail. Exceptional in-person, virtual, and written communication skills and an ability to positively interact and influence management and other key stakeholders. Strong collaboration, trust-building, and interpersonal skills. Strong problem-solving skills and ability to identify risks, raising appropriately to management. Willingness to periodically drive to property sites to manage vendors and address issues. Physical demands (ADA): No unusual physical exertion is involved.

Executive Assistant to CEO 📍 Berkeley, CA About the Opportunity A high-growth real estate investment and development platform is seeking a senior-level Executive Assistant to support the CEO across business, investor, and personal workflows. This is a strategic, high-impact EA role-acting as the CEO's right hand to drive communication, protect time, and ensure execution across a fast-moving environment. What You'll Do Executive Support • Manage and optimize a complex, fast-changing CEO calendar • Prioritize the week across acquisitions, capital markets, portfolio, and operations • Draft emails, summaries, and communication on behalf of the CEO • Coordinate with internal teams, investors, lenders, brokers, and advisors Investor + Internal Coordination • Prepare materials for investor and internal meetings • Organize calls, agendas, notes, and follow-ups • Support capital markets tasks, including decks, docs, and coordination Travel, Events & Logistics • Plan travel, conferences, dinners, property tours, and events • Ensure logistics are proactive, accurate, and seamless Execution & Workflow Management • Track tasks, deadlines, and follow-ups-owning the “close the loop” function • Protect the CEO's time and filter inbound requests • Manage documents, files, and systems across GSuite • Handle personal logistics that influence business scheduling and output Tech & Tools • Use AI tools to draft, summarize, and streamline workflows • Leverage GSuite and project management tools to keep operations running smoothly Who Thrives in This Role Experience • 5-12+ years supporting a CEO, founder, or investment executive • Experience in real estate, private equity, VC, family office, or high-growth environments • Strength supporting executives with heavily external-facing responsibilities Skills & Traits • Elite calendar + communication management • Polished writer with strong professional presence • Discrete, reliable, and strong judgment • Anticipatory, proactive, and calm under pressure • Tech-forward and highly organized • Low-ego, high-output operator Bonus Experience (Nice to Have) • Capital calls • Deal calendars • Investor reporting • Deck preparation

Administrative Assistant - Real Estate / Property Management Assignment Type: Temporary with strong potential for Direct Hire Compensation: $25-$30/hour (based on experience) Overview A well-established real estate and property management organization is seeking a reliable and detail-oriented Administrative Assistant to support a residential property portfolio in Sonoma and Solano Counties. This role supports day-to-day property operations and resident services in a fast-paced, professional environment. The position starts as temporary with the potential to convert to a direct-hire role. Key Responsibilities Perform administrative duties including sorting and distributing mail, preparing correspondence, posting and distributing tenant notices, and coordinating with internal teams and external vendors Answer incoming calls and route messages appropriately Maintain an organized and professional front desk environment Manage office supplies and equipment and obtain vendor quotes as needed Maintain, update, and ensure compliance with company and property files Assist with monitoring community policies and house rules Support residents with maintenance work orders by logging, tracking, and following up to ensure timely completion and resident satisfaction Assist with new resident application and move-in processes Respond appropriately during building emergencies such as fire or flood by notifying management or emergency personnel Maintain familiarity with building systems and emergency evacuation procedures Attend required trainings, meetings, and company events Perform additional administrative and operational duties as assigned Qualifications Education and Experience High School Diploma or GED required Minimum of one year of administrative, receptionist, or office support experience Prior real estate or property management experience strongly preferred Knowledge, Skills, and Abilities Proficiency in Microsoft Office including Excel, Word, and PowerPoint Experience with property management systems such as RealPage preferred Strong organizational skills with attention to detail Ability to handle confidential information with discretion and professionalism Excellent written and verbal communication skills Strong interpersonal skills with the ability to interact calmly and empathetically with residents, vendors, and internal teams Ability to work independently, manage time effectively, and meet deadlines Sensitivity to working with diverse populations including seniors, disabled individuals, and low-income residents Requirements Must reside in the San Francisco Bay Area Must be able to support properties located in Sonoma and Solano Counties Valid California Driver's License, proof of auto insurance, and reliable transportation required Physical Requirements Primarily desk-based work with frequent computer use Ability to sit for extended periods Occasional standing, walking, filing, reaching, and telephone use Ability to lift and carry items up to 10 pounds This opportunity offers exposure to the real estate and property management industry with the potential to transition from a temporary assignment into a long-term, direct-hire role based on performance and business needs.

About the job Redwood Electric Group is seeking a proactive and detail-oriented Administrative Assistant to support our on-site Project Management and Field teams. This role is essential to keeping project operations running smoothly and efficiently, requiring strong organizational skills, financial awareness, and the ability to communicate effectively across teams. Duties/Responsibilities Office Management Serve as primary contact for property management and all building-related vendors. Oversee office and field needs, including ordering, managing, and organizing supplies, coordinating deliveries, and maintaining equipment. Coordinate facility services such as cleaning, pest control, HVAC maintenance, fire inspections, alarm permits, and security access. Update and issue key fobs for new employees, and manage access removal when employees separate. Manage recurring vendor services (e.g., copier, shredding, water delivery) and ensure invoices are sent to the Accounting department. Maintain current phone extension lists and office directories in coordination with IT. Answer incoming calls, greet visitors, and route inquiries to the appropriate team members. Receive, sort, and distribute mail and packages, and coordinate outgoing shipments as needed. Administration Coordination Set up and maintain project documentation in ProjectSight, including contracts, submittals, RFIs, PCOs, and change orders. Maintain organized digital and hard-copy filing systems for all project documentation. Ensure data alignment between ProjectSight and Foundation for budgets and executed documents. Manage the submission, tracking, and receipt of submittals, RFIs, transmittals, and related logs. Support project setup, billing, insurance certificates, meeting minutes, and correspondence. Oversee project closeout, including O&M manuals, warranties, attic stock, and as-built documentation. Assist with training coordination, attendance tracking. Manage ProjectSight permissions and collaborate with IT and project partners (e.g., general contractors) to maintain proper system access. Coordinate with Prefab and Warehouse teams on material deliveries, staging, and logistics. Required Skills/Abilities Strong proficiency in Microsoft Excel, Word, and Outlook. Experience with project management software, preferably ProjectSight. Excellent organizational and multitasking abilities. Strong written and verbal communication skills. Ability to prioritize tasks and maintain accuracy under tight deadlines. Professional, proactive, and service-oriented approach to internal and external customers. Education and Experience High school diploma or GED required. Minimum of 3 years of administrative assistant experience, preferably in the construction industry. Working Conditions This position is based in our Vacaville office and is not eligible for remote work. Work may be performed in an office or on active job sites, depending on role and project needs. Office work includes sitting, typing, and using a computer for extended periods. Field environments may involve walking, standing, bending, or lifting materials (up to 30 lbs). Noise levels range from quiet (office) to high (job sites). May require occasional travel to project locations or meetings. REG will provide reasonable accommodations as required by the ADA and applicable state law. Disclaimer The duties and responsibilities listed above are representative of the work typically performed in this role but are not intended to be a comprehensive list. Actual responsibilities may vary depending on department needs, project scope, or business requirements. Employees may be assigned additional tasks as needed to support company goals and operations.

About Drill Tech Drill Tech Drilling & Shoring, Inc. (DTDS) is a design-build contractor specializing in the construction of earth retention systems, soil stabilizations, drilled foundations, landslide remediation, and tunnel and shaft construction. DTDS has 10 subsidiary companies which possess a wide range of expertise including marine construction, rockfall mitigation, microtunneling, and other specialty services. We operate across the greater United States for both the private and public sector. DTDS strives to hire individuals seeking to provide insight and innovative ideas for our growing and dynamic company. We employ individuals that are eager to learn, energetic, and able to multi-task. Applicants must be dependable, conscientious, assertive, and enjoy working in a team environment. Job Description DTDS is looking for a full-time Administrative Assistant for our headquarters in Antioch, CA. A successful candidate will be hard-working, detail-oriented, maintain a positive attitude, and able to lift up to 30 lbs. while being on your feet a good portion of the workday. We are seeking punctual candidates that conduct business in a professional and ethical manner. This position requires excellent communication skills and multitasking capabilities. The role supports multiple departments such as Accounts Payable, Accounts Receivable, Estimating, Project Management, Operations, and general office tasks. Duties of this position include, but are not limited to, the following: Primary Duties: Overseeing clerical tasks Maintains data/edits documents for accuracy Proficiency with printers/scanners for digitizing documents Eager to learn new process/procedures Respectful of company policies, enforcing policies as needed Use and maintain checklists for daily and recurring tasks Qualifications: High School Diploma/GED Equivalent Experience: 1-year minimum office experience Microsoft Office Outlook, Word, Excel, Teams Typing 55 wpm Strong ability for self-sufficiency, organization, and resourcefulness to identify problems and find solutions Compensation Negotiable depending on relevant experience. Health benefits include medical, dental, and vision coverage. Premiums covered by Drill Tech. 401k Plan, 5% company match. Workweek is Monday-Friday 8AM-5PM, 40hrs/wk Equal Opportunity Employer Drill Tech Drilling & Shoring, Inc. is an Equal Opportunity Employer committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, physical and mental disability, genetic information, marital status, sexual orientation, gender identity/assignment, citizenship, pregnancy or maternity, protected veteran status, or any other status prohibited by applicable national, federal, state or local law. Drill Tech promotes a drug-free workplace.

Personal & Executive Assistant | Mill Valley (Hybrid) | $80K-$100K We're searching for a proactive, resourceful, and highly organized Personal & Executive Assistant to support a busy attorney in seamlessly managing professional and personal priorities. This is a true hybrid role blending executive support, personal assistance, and light household management - perfect for someone who loves anticipating needs, bringing order to chaos, and thriving in a dynamic, high-impact environment. Location: Hybrid (office + private residence in Mill Valley). Must live within reasonable commuting distance and be comfortable with in-person work + occasional travel. Key Responsibilities Calendar mastery: Manage complex professional/personal schedules, anticipate conflicts, and resolve proactively Email/task management, meeting prep, and follow-ups Travel coordination, appointments, and logistics Household support: Vendors, maintenance, errands, and personal events Event planning (personal and professional) Act as trusted gatekeeper with impeccable discretion and confidentiality Clear, professional communication with staff, colleagues, and external contacts Ideal Candidate 4+ years as a Personal or Executive Assistant Exceptional organization, attention to detail, and ability to juggle multiple priorities High emotional intelligence and polished communication Tech-savvy: Google Workspace, Microsoft Office, Slack, Asana (or similar) Experience with complex travel, events, and personal errands Discreet, adaptable, and calm under pressure Comfortable with direct communication and occasional irregular hours Compensation: $80,000-$100,000 + benefits

A newly established family office is seeking an Administrative/Operations Assistant to provide high-level support across personal, family, and business operations. This role offers the opportunity to work closely with a small, dynamic team, supporting private services, home operations, entities, personal investments, and real estate holdings. We are seeking an organized, proactive, and adaptable professional eager to join a collaborative environment with competitive compensation and benefits. ***This is primarily a remote role for someone on the Peninsula that can be in office/at the home as needed. Responsibilities Support the CFO with light accounting tasks, including bill pay, invoices, wire transfers, and gathering/prepping information for taxes; work in Ramp. Assist with ad hoc operational projects for the family office, providing flexible support across initiatives. Coordinate domestic and international travel, including flights, hotels, transportation, and itineraries. Manage calendars, meetings, and scheduling for the family principals. Provide light personal support as needed, including errands, shipping/packages, home projects, and vendor research. Serve as a proactive problem solver, helping the team prioritize tasks amidst competing demands. Requirements 4-8 years of relevant experience, ideally within family offices, finance, or investment environments. Degree strongly preferred. Comfortable working in a small team of two employees; highly adaptable and independent. Ability to be on-site as needed. Exceptional organizational skills, with strong attention to detail and ability to anticipate needs. Excellent written and verbal communication skills. Tech-savvy and comfortable learning new tools and systems as needed. Compensation: $120,000-$150,000 based on experience. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. California applicants, please view our Privacy Notice here: https://careergroupcompanies.com/california-privacy-notice/. Career Group is a premier, Women-Owned recruiting agency and a widely recognized name in corporate and administrative staffing. We connect our candidates with job opportunities at leading companies nationwide. When you work with a Career Group recruiter, you gain a strategic career advisor for life. Submit your resume to get started today.

Our client is searching for a highly organized Administrative Assistant to support their team with day-to-day operations. This role partners closely with the Wealth Management team to ensure excellent client service. This is a 6-12 month contract with the potential to convert to permanent. Responsibilities: Managing travel & expenses, including travel arrangements and processing expenses for team members Handling all incoming and outgoing mail, including checks, stock certificates, tax documents, and scanning Organizing and supporting internal and external events, including recruiting activities, team gatherings, and client events Delivering day-to-day administrative support such as managing calendars, scheduling meetings, and answering phones Assisting the Wealth Management team with client service and operational tasks, ensuring a high level of professionalism and service quality Managing conference room bookings, ordering catering, printing materials, coordinating interview schedules, liaising with building management, and greeting visitors Qualifications: Proficiency in Microsoft Word, Excel Powerpoint, and Outlook Bachelor's degree preferred but not required Minimum of 2 years of experience in a professional corporate environment Strong written and verbal communication skills Team-oriented mindset with polished, professional communication Strong critical thinking, sound judgement, and a commitment to integrity and transparency Ability to multitask effectively in a fast-paced environment New graduates interested in financial services are encouraged to apply Contract Length: 6-12 month contract with the potential to convert to permanent.

Support the executive team to ensure office administration and property operations are running smoothly through rigorous calendar management, vendor coordination, financial administration, and follow-through on critical processes. Managing returns and orders, This role's primary function will be to provide oversight of the administrative tasks associated with Monarq's continued management of the assets owned by the MAWDT. The second priority of the role will be to provide administrative and managerial assistance for various projects occurring within the portfolio. Core Responsibilities Daily Triage inboxes; route, respond, or escalate at service level. Collect and process office mail. Deposit any approved remote deposits. Support executives with ad-hoc tasks (e.g., onsite vendor coordination, document retrieval, form completion). Schedule meetings for leadership; record meeting minutes; update project schedules, tracking deliverables. Maintain electronic and paper file systems for up to 3-5 projects at a time. Maintaining office environment and supplies. (snacks, beverages, printing supplies, miscellaneous) Weekly Weekly meeting with Asset manager to review ongoing tasks and weekly objectives / initiatives. Run brief twice-weekly executive stand-ups using the standard template; track and drive follow-ups from the stand-up sheet. Participate in property/asset management syncs; surface issues/risks and coordinate support. Liaison between Marketing Team, Brokers, and other stakeholders. Monthly Schedule office cleaning on a bi-weekly basis. Bi-monthly meeting with leadership By defined business-day deadlines: compile and transmit required document packets; reconcile and identify appropriate GL/asset class for all corporate card transactions; book a brief clarification session with the executive for exceptions. Credit Card Expense Management Quarterly Support Asset Manager with budget reconciliation and Bank reporting requirements. Yearly: Support Asset Manager with any property tax tasks, such as compiling and scheduling for payment Business License Taxes SOI good standing w/ CA SOS Additional Accountabilities Vendor & Stakeholder Management Maintain vendor roster, schedule site visits, verify completion, and approve within authority limits. Serve as a point of contact between executives, property teams, and external partners. Characteristics Meetings start on time with agendas, notes, and closed action items. Zero missed financial deadlines; clean monthly reconciliations. Vendor work delivered on schedule and within budget. SOP compliance documented and auditable. Required Qualifications Education Level Required Undergraduate Degree (4 years or equivalent) in Business Management, Real Estate, Construction, Architecture, or adjacent field. Experience minimum 2-5 years of experience supporting executives or office management in the real estate or construction industry. Exposure to accounting, accounts payable, contract management, budget and schedule maintenance. Being able to balance priorities and meet deadlines. Job Competencies Broad exposure to commercial real estate industry, and the operation of various commercial assets. Experience reviewing, processing, and managing vendor contracts. Literacy in financial analysis, understanding substantial inputs and outputs within the real estate business model. Excellent analytical, time management, and organizational skills and the capacity to integrate diverse objectives with a high level of accuracy and attention to detail. Exceptional in-person, virtual, and written communication skills and an ability to positively interact and influence management and other key stakeholders. Strong collaboration, trust-building, and interpersonal skills. Strong problem-solving skills and ability to identify risks, raising appropriately to management. Willingness to periodically drive to property sites to manage vendors and address issues. Physical demands (ADA): No unusual physical exertion is involved.