Administrative assistant jobs in Redwood City, CA - 1,029 jobs

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

Join a team where your expertise is valued, your voice is heard, and your career has room to grow. Zurich's Large Contract West Region Surety Team is looking for a motivated Contract Surety Underwriter (Executive or Director Level) to help us strengthen our portfolio, elevate our client relationships, and make a lasting impact across the 13 Western States. This is a highly technical position and requires experience with Surety lines of business. At Zurich, we foster a collaborative, purpose-driven culture with the backing of a global brand. You'll have the opportunity to: Lead with impact by managing complex large accounts Travel with purpose, approximately 20% across the region Grow your network working with top-tier agents and brokers Make decisions that matter with clear accountability and broad authority This market-facing role is ideally based in San Francisco, but we're open to talent located anywhere in the West Region. You'll play a critical role in managing and expanding a portfolio of domestic and international large accounts while driving business development and retention. Underwriting and analyzing new and renewal business for large contract surety Navigating complex assignments with confidence and autonomy Building and maintaining strategic broker and agency relationships Ensuring compliance with underwriting guidelines and regulatory requirements This role will be filled at either the Executive or Director Level. The hiring manager will determine the appropriate level based upon the selected applicant's experience and skill set relative to the qualifications listed for this position. Basic Qualifications Executive, Large Contract Surety Underwriter High School Diploma or Equivalent and 5 or more years of experience in the Underwriting or Market Facing area, Finance, Accounting or Banking experience OR High School Diploma or Equivalent and 10 or more years of experience in the Claims or Underwriting Support area OR Zurich Certified Insurance Apprentice including an Associate Degree and 3 or more years of experience in the Underwriting or Market Facing area, Finance, Accounting or Banking experience OR Zurich Certified Insurance Apprentice including an Associate Degree and 8 or more years of experience in the Claims or Underwriting Support area AND Knowledge of Microsoft Office Experience working on time restraints for quotes on new and renewal business Experience working in a team environment OR Director, Large Contract Surety Underwriter High School Diploma or Equivalent and 7 or more years of experience in the Underwriting, Market Facing area, Finance, Accounting, Banking. OR High School Diploma or Equivalent and 14 or more years of experience in the Claims or Underwriting Support area OR Zurich Certified Insurance Apprentice including an Associate Degree and 5 or more years of experience in the Underwriting, Market Facing area, Finance, Accounting, Banking. OR Zurich Certified Insurance Apprentice including an Associate Degree and 12 or more years of experience in the Claims or Underwriting Support area AND Experience with Microsoft Office Preferred Qualifications College Degree Highly preferred Strong Finance and accounting background needed Advanced knowledge and practice of Surety Bonds Ability to interact with the C‑Suite Ability to investigate and analyze complicated credit assessments, trends, business strategies and organizational character among other aspects of our customers Ability to coherently articulate these strategies and financial concepts and formulate fact based conclusions and recommendations. Prior experience managing/growing profitable portfolio of customers Negotiation experience with large, international and national organizations Strong team building and organizational skills Your pay at Zurich is based on your role, location, skills, and experience. We follow local laws to ensure fair compensation. You may also be eligible for bonuses and merit increases. If your expectations are above the listed range, we still encourage you to apply-your unique background matters to us. The pay range shown is a national average and may vary by location. The combined salary range for this position is \$102,000.00 - \$217,000.00. The proposed salary range for the Executive Underwriter is \$102,000.00 - \$164,100.00, with short‑term incentive bonus eligibility set at 15%. The proposed salary range for the AVP, Underwriter Director is \$132,500.00 - \$217,000.00, with short‑term incentive bonus eligibility set at 20%. We offer competitive pay and comprehensive benefits for employees and their families. Zurich in North America does not discriminate based on race, ethnicity, color, religion, national origin, sex, gender expression, gender identity, genetic information, age, disability, protected veteran status, marital status, sexual orientation, pregnancy or other characteristics protected by applicable law. Equal Opportunity Employer disability/vets. Zurich complies with 18 U.S. Code § 1033. Location(s): AM - San Francisco, AM - Arizona Virtual Office, AM - California Virtual Office, AM - Denver, AM - Seattle, AM - Washington St Virt. Office #J-18808-Ljbffr

A well-established litigation practice is seeking a Litigation Secretary for their San Francisco office. This is a full-time, on-site opportunity providing complex and specialized secretarial and administrative support to attorneys and other timekeepers. The Litigation Secretary will play a key role in maintaining efficient case management, ensuring accurate and timely document preparation, and supporting daily operations within a collaborative team environment. Responsibilities Complete all document processing and correspondence assignments accurately and within timekeepers' deadlines Manage, organize, and maintain documents and pleadings in iManage and on a shared M drive Maintain attorney/paralegal calendars; schedule meetings and input all court-related deadlines Communicate with the docketing department regarding litigation deadlines Redline documents using Litera Draft pleadings and discovery documents, including master captions, notices, declarations, proposed orders, and proofs of service Arrange for court filings, including electronic filing and service in accordance with state, federal, and local rules Coordinate with vendors for service of process, subpoenas, and courtesy/chambers copies Handle attorney admissions for various courts (California, Washington State, New York, etc.) Coordinate court reporters and videographers for depositions and hearings Assist with deposition exhibit preparation Prepare, draft, and coordinate service of subpoenas Proofread all documents for accuracy Conduct basic legal research Assist with DocuSign document preparation Manage incoming and outgoing telephone calls professionally Maintain strong client relationships on behalf of attorneys Enter time daily using Intapp Provide support to additional team timekeepers, as needed Prepare New Business Forms, conflict checks, engagement letters, and waiver letters Prepare and process invoices, expenses, check requests, reimbursements, and related accounting documentation Assist with conference room reservations for meetings and depositions Copy sensitive documents that should not be sent to the Copy Center Make travel arrangements in compliance with firm Travel Policy Review, distribute, and process prebills Coordinate internal procedures and compile materials for attorney/paralegal audit letter responses Perform other duties as assigned Qualifications Required: Proficiency in iManage and other firm software applications after training Ability to work overtime as needed Proficiency in Microsoft Office Suite Strong understanding of court rules, procedures, and legal terminology Previous litigation secretarial experience Preferred: Bachelor's degree Work Environment Full-time position based in the San Francisco office Professional, collaborative environment supporting complex litigation work Overtime may be required as needed 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

The Senior Administrative Assistant provides high-level administrative support to the President, two Senior Vice Presidents, the Director of HR, Safety & Training, and assists with general office administration across multiple branch locations. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced commercial landscape environment. Structure Full-time, non-exempt. Reports to President. Key Responsibilities: Provide direct administrative support to company executives, including calendar management, meeting coordination, travel arrangements, and correspondence. Prepare and format documents, reports, spreadsheets, and presentations as needed. Coordinate internal and external meetings, including scheduling, agendas, and follow-up communications. Assist with document management and filing systems, both physical and electronic. Support the HR department with administrative tasks such as onboarding, training coordination, and maintaining employee records. Manage incoming calls, emails, and mail; route inquiries and requests to appropriate personnel. Order and maintain office supplies and equipment for multiple branch locations. Assist with special projects and company events as directed by executive leadership. Maintain confidentiality and handle sensitive information with discretion. Qualifications: Proven experience in an administrative or executive assistant role, preferably in construction, landscape, or a related industry. Excellent written and verbal communication skills. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and general office technology. Strong organizational and time management skills with the ability to prioritize tasks. High level of professionalism, discretion, and customer service. Ability to work independently and collaboratively with multiple departments. Minimum of 3 years' experience of administrative or office experience, and data entry. Typing and 10-key skills at productive speed or above. Strong attention to detail and accuracy in data entry and record-keeping. Must have a good understanding of modern business practices and procedures, elements of correct English usage, grammar, spelling, vocabulary, punctuation, and basic mathematics. Effective oral and written communication skills in English required. Proficiency in QuickBooks software application and Microsoft Excel, Word, and Outlook is preferred. Excellent time management and organizational skills. Ability to be prompt, accurate, confidential, and cordial in assisting with questions. Ability to work independently and manage multiple tasks within deadlines. Ability to be flexible and adapt to changes in an organized manner. Ability to maintain professional demeanor in a setting with interruptions (phone and people). Comfortable working in a fast-paced environment and managing multiple tasks.

Current Openings (please also apply if you're looking for a SI position outside of the area of the below listed current openings as other areas become available regularly): 1 Superintendent, Orange County 1 Superintendent, San Diego 1 Assistant Superintendent, San Diego Job Description Responsible for the physical construction of the project. Supervise trade employees. Plan and manage subcontractors in establishing construction means and methods, scheduling, coordination, workplace safety and harmony. Work together with the Project Manager to achieve the project goals. Supervise assistant superintendents, foremen, and craft labor. Requirements 10+ years of experience as a Superintendent on large and complex projects in excess of $15 million. Advanced understanding of Enterprise software cost reports and budget & commitment differentiation. Education / Experience Four (4) years of technical training or equivalent experience. Minimum of eight (8) years supervisory experience in similar facility construction technology, equipment, methods, tools and work procedures required. Ability to control and supervise large groups. Advanced understanding of construction scheduling cost control. Orange County: Experience with University of California Projects and Life Science Projects preferred. San Diego: Experience with University of California/Cal State Projects or Design Build work preferred. About the Company Company provides General Contracting and complete Project Planning and Management services through multiple locations in California. They are a leader in their field and are consistently rated among the nation's safest builders. Company offers competitive compensation, excellent benefits and they take great care of their employees - which, in return, makes employees stay with the company for decades. All applications are treated confidentially and we will not present your resume to any of our clients before having discussed a position and company with you in detail and obtained your permission to present you to our client(s). #J-18808-Ljbffr

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.

About Us: AZAZIE stands as the leading direct-to-consumer (DTC) e-tailer, providing an array of bridal gowns, bridesmaid dresses, evening wear, and accessories. Designed in Los Angeles, AZAZIE disrupts the traditional wedding industry by presenting made-to-order gowns at an affordable price point. The brand is dedicated to promoting body-positive fashion, ensuring that all dresses, available in sizes 0-30, are meticulously cut and sewn to order. Explore our website, where you'll find hundreds of bridal and bridesmaid gowns and dresses, spanning over 80+ enticing color options. Job Overview: The Office Assistant is responsible for ensuring the smooth and efficient running of our company's office and HR department. This role will focus on maintaining a welcoming environment and ensuring that team members have the tools required to perform their work effectively. Responsibilities and Duties: Greet visitors and direct them to the appropriate personnel Assist customers with on-site order pickups and returns Daily mail correspondence pickup and forwarding Receive and distribute incoming office deliveries Assist with monthly event planning, including company events, employee birthdays, and summer activities. Maintain the office space in clean and orderly manner Responsible for tracking delivery and maintaining stock of snacks and supplies for the Milpitas Warehouse. Collaborate with the Research and Development team to manage the intake and distribution of dresses and accessories from our Try-On Program. Ensure that conference rooms and shared spaces are well-maintained, organized, and ready for use. Maintain and submit receipts for purchases on a monthly basis Support new employee onboarding and prepare all new hire paperwork Archive employee files for offboarding Assist with conducting safety walks of the warehouse Assist with maintaining the dress displays in the Warehouse Lobby Act as the point of contact and coordinate with vendors Providing basic computer support to the warehouse team Translation support for Warehouse staff and HR Act in a confidential capacity handling sensitive information Other duties as assigned. Qualifications: An Associate's degree is preferred and at least 2 years of experience as an administrative assistant or any similar combination of education and experience is preferred. Prior HR and Customer Service experience is a plus Excellent communication skills - verbal and written Prior experience with Mac and Windows products Experience with Microsoft Office, Google Apps, ADP preferred High attention to detail and demonstrated meticulous organization skills Excellent interpersonal skills with the ability to manage sensitive and confidential situations Excellent time management skills and ability to multitask and prioritize work Fluency in Spanish and English is required. Benefits: 100% Medical, Dental, Vision, Life insurance offered after a 60-day probationary period Paid vacation days and sick leave Paid Holidays + Floating Holidays 401k Free snacks and drinks in office Employee discount Company engagement events Physical Requirements: While performing the functions of this job, the employee is regularly required to sit; frequently required to talk or hear; and occasionally required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close, distance and color vision. Azazie, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Azazie, Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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.

Executive Assistant Duration: 12 months The Executive Assistant will provide high-level administrative support to executives, ensuring smooth day-to-day operations. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion. The ideal candidate will be proactive, resourceful, and capable of managing multiple priorities in a fast-paced environment. Responsibilities: Manage executive calendars, including scheduling meetings, appointments, and travel arrangements. Prepare and edit correspondence, reports, and presentations. Coordinate and organize meetings, including preparing agendas and taking minutes. Handle confidential information with utmost discretion and professionalism. Act as a liaison between executives and internal/external stakeholders. Assist with special projects and other administrative tasks as needed. Qualifications: Proven experience as an Executive Assistant or similar role. Excellent organizational and time management skills. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite and other relevant software. Ability to multitask and prioritize effectively. High level of discretion and professionalism. About PTR Global: PTR Global is a leading provider of information technology and workforce solutions. PTR Global has become one of the largest providers in its industry, with over 5000 professionals providing services across the U.S. and Canada. For more information visit ***************** At PTR Global, we understand the importance of your privacy and security. We NEVER ASK job applicants to: Pay any fee to be considered for, submitted to, or selected for any opportunity. Purchase any product, service, or gift cards from us or for us as part of an application, interview, or selection process. Provide sensitive financial information such as credit card numbers or banking information. Successfully placed or hired candidates would only be asked for banking details after accepting an offer from us during our official onboarding processes as part of payroll setup. Pay Range: $32 - $35 The specific compensation for this position will be determined by a number of factors, including the scope, complexity and location of the role as well as the cost of labor in the market; the skills, education, training, credentials and experience of the candidate; and other conditions of employment. Our full-time consultants have access to benefits including medical, dental, vision and 401K contributions as well as any other PTO, sick leave, and other benefits mandated by appliable state or localities where you reside or work. If you receive a suspicious message, email, or phone call claiming to be from PTR Global do not respond or click on any links. Instead, contact us directly at ***************. To report any concerns, please email us at *******************

Responsibilities: Provide high-level support to senior executives. Manage complex calendars and schedules. Arrange travel and coordinate meetings. Prepare documents and handle communications. Requirements: Proven experience as an Executive Assistant. Exceptional organizational and communication skills. Proficient in the Microsoft Office suite. Discreet and detail-oriented English and Chinese are must

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.

Administrative Assistant to Property Manager Smith Commercial Management, Inc. is a boutique Commercial Property Management company located in the South Bay, managing a portfolio of properties throughout the State of California. Established in 2007, we owe our success to our service-minded attitude and long-standing client relationships. The Administrative Assistant provides vital support to the Team. The ideal candidate will be an independent problem-solver who has excellent communication skills, impeccable attention to detail, a positive attitude and willingness to learn and collaborate with Team members. This role provides direct support to three (3) of our in-house Property Managers and one (1) remote Property Manager. This person should have experience working in a busy professional office environment where the Team is deeply engaged in their work. The ability to multitask, take initiative to start a project on their own, prioritize tasks, take direction from multiple Team members, and exhibit accurate work product is essential for the position. Responsibilities include, but are not limited to: Perform general administrative tasks, coordinating meetings and light domestic travel. Accurately input new tenant leases, amendments, and other lease documents into Voyager (Yardi) Review AR reports and post charges as assigned Assist Property Managers with maintenance and repair proposals Prepare effective emails and letters to vendors and tenants Provide additional daily support to Property Managers as needed Other administrative and light accounting duties as assigned Required skills and qualifications Proficiency with Microsoft Office Suite, and aptitude for learning new software and systems Experience with Yardi Systems, Slack, Zoom, and Asana Familiarity with data entry Ability to maintain confidentiality of company information Excellent written and verbal communication skills Strong time-management and multitasking abilities Attention to detail and a self-starter Ability to move, carry, or lift objects of varying sizes, weighing up to 25 lbs Workplace & Compensation Office hours 8:30am - 5pm Works in a large cubicle workstation On-site position (office is located in Morgan Hill) Full benefit package (including 401K and matching) Regularly scheduled Employee Appreciation events Based on experience -$28-$33/hour plus benefits

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 DL Investment Holdings US, LLC Headquartered in Palo Alto, DL Investment Holdings US, LLC is a diversified investment platform and a wholly-owned subsidiary of DL Holdings Group. We leverage our parent company's robust APAC financial network to bridge capital and opportunities in the US market. Our operations are defined by three core strategic pillars: Real Estate Investment & Management: A full-lifecycle approach to developing and managing ultra-luxury residential communities and investment-grade assets. Family Office Services: Providing bespoke global asset allocation, comprehensive wealth management, and legacy planning for high-net-worth clients. Global Investment: Facilitating cross-border capital deployment and strategic financial advisory. We are dedicated to connecting global vision with local expertise to drive long-term value. Position Overview DL Investments is looking for a motivated and adaptable Assistant to join our team. This entry-level, on-site position is designed for a driven, and energetic individual who is ready to take on diverse challenges in a fast-paced environment. The ideal candidate will be a quick learner, a team player, and willing to contribute across various functions-from administrative support to project coordination and basic financial tasks. We welcome applicants from all academic backgrounds-we value curiosity, hustle, and a can-do attitude. Key Responsibilities Provide administrative and operational support across departments as needed Assist with data entry, document preparation, and file management Support finance and accounting teams with basic tasks such as invoice processing, expense reporting, and record keeping Help coordinate meetings, events, and project-related activities Assist with customer and vendor communications as required Qualifications Bachelor's degree or above (any discipline) 0-2 years of professional experience; internships or campus leadership roles are a plus Strong work ethic, resilience, and willingness to learn Excellent verbal and written communication skills Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) Ability to manage multiple priorities and adapt to changing needs Personal Attributes Highly motivated and proactive Team-oriented with a collaborative spirit Comfortable with ambiguity and eager to tackle new challenges Positive attitude and strong interpersonal skills Reliable and committed to high-quality work Language Skills English (required) Chinese (preferred) DL Investments is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. DL Investments is committed to providing equal employment opportunities to all applicants, including individuals with disabilities. In accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA), we provide reasonable accommodations to qualified applicants and employees with disabilities to ensure equal access to the application, interview, and hiring process. If you require a reasonable accommodation to complete your application or to participate in the interview process, please contact us and let us know the nature of your request. Requests for accommodation will be considered on a case-by-case basis in accordance with applicable laws. In accordance with the California Privacy Rights Act (CPRA), DL Investments provides this notice to inform you that, at or before the point of collection, we may collect the following categories of personal information from job applicants: identifiers (such as your name and contact information), professional or employment-related information (such as your resume, work history, and education), and any other information you choose to provide as part of your application. This information is collected solely for recruitment, evaluating your qualifications, and managing the hiring process. We do not sell or share your personal information with third parties for commercial purposes.

We're Hiring! - Administrative Assistant We are a busy steel subcontracting company looking for a reliable and organized Administrative Assistant to join our team. This is a full-time, Monday-Friday position working with a supportive, friendly group of professionals. Responsibilities include: General administrative support Organizing documents and schedules Assisting team members as needed If you're interested, please contact Eric Stockwell: 📞 ************** 📧 ***************** We look forward to hearing from you!

FM is a leading property insurer of the world's largest businesses, providing more than one-third of FORTUNE 1000-size companies with engineering-based risk management and property insurance solutions. FM helps clients maintain continuity in their business operations by drawing upon state-of-the-art loss-prevention engineering and research; risk management skills and support services; tailored risk transfer capabilities; and superior financial strength. To do so, we rely on a dynamic, culturally diverse group of employees, working in more than 100 countries, in a variety of challenging roles. We are seeking a highly organized and strategic individual to join us as a Senior Administrative Assistant. This role will support all administrative aspects of the Client Service Team, and jointly support the Account Engineers Team, Operations Manager, and Office Admin Team. Manage incoming and outgoing correspondence with external clients, brokers, and internal stakeholders. Handle a variety of administrative tasks in alignment with company policies and executive preferences, including but not limited to: Complex calendar management Event planning - all logistics from start to finish Expense reports Maintain files and records Purchasing supplies Tracking invoices and budgets Tracking Client Service Team processes Travel itineraries Organize and coordinate in-person and remote meetings for the management team, Client Service Team, and office-wide events as needed. Plans and manages all Client Service events, including but not limited to meetings, trainings, and internal and external client events and social functions. Reserve meeting location(s), coordinate logistics such as technological needs, travel arrangements, catering, reservations, etc. Prepare weekly, monthly, and quarterly reports for management, Client Service Team and Account Engineers. Maintain electronic filing systems, contact databases, various tracking worksheets, etc. Foster a collaborative and responsive work environment with management and team members. Assist and back up the executive assistant and other administrative assistants, when needed. Perform any additional duties requested by management. Advanced proficiency of all Microsoft Suite (Outlook, Word, Excel, PowerPoint) and ability to learn new systems and software used for administrative support. Meticulous attention to detail, highly organized, and strong problem-solving skills. Strategic planning abilities with strong calendar and deadline management. Ability to manage multiple priorities, adapt quickly to changing needs and approach every task with a steady, can-do attitude. Excellent written and verbal communication skills. Proven experience in event planning from concept to completion. Strong interpersonal skills with the ability to build professional internal and external relationships. Leadership capabilities to support and guide other administrative staff. Trusted to handle confidential information with integrity and discretion. Creative skills in designing visual materials and promotional content using diverse tools. Required Education: Associate's or Bachelor's degree. Highly Preferred Education: Bachelor's degree. Minimum of 5+ years of administrative experience and event planning

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.

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.