Chief of Staff / Executive Assistant
Administrative Specialist Job 25 miles from Long Beach
About Our Company:
Daddy Sports is committed to making sports simulation widely accessible. The future of sport is practiced and played at-home or in specialized training facilities. We're making simulators affordable and accessible starting with Golf. We built a $99 golf simulator that is disrupting an industry where the average cost of a simulator is $5000. On all fronts we've received tons of recognition, but we're most proud of our community of over 200,000 supporters on TikTok, Instagram, and YouTube. We started 2 years ago and we're very early on in our journey, join us today as we blast through an otherwise slow industry and be part of this sports revolution where we turn every sport into an every day option.
Check us out at Golfdaddy.com or in hundreds of stores across the country. (Dicks sporting goods, Golf Galaxy, and more)
What you'll do
Manage and maintain the CEOs calendar, ensuring efficient scheduling of meetings, appointments, and events.
Ability to travel internationally on occasion.
Condense and prioritize information to help the CEO force multiply his ability to make decisions and communicate.
Act as a liaison between the executive team, internal departments, and external partners.
Coordinate travel arrangements, including booking flights, hotels, and transportation for the CEO.
Screen calls, emails, and other communications, responding on behalf of executives when necessary.
Draft, proofread, and send professional correspondence on behalf of the CEO.
Assist in preparing internal and external communications, including presentations, emails, and memos.
Support key company projects by tracking deadlines, deliverables, and action items.
Coordinate and manage various special projects as requested by the executive team.
Handle sensitive and confidential information with discretion.
What you'll need
3+ years of experience as an Chief of Staff, Executive Assistant or in a similar administrative role, preferably within a tech company.
Experience supporting senior-level executives and managing multiple priorities simultaneously.
Strong proficiency in office productivity software, including Microsoft Office Suite, Google Workspace, and project management tools (we use Clickup and Google suite)
Excellent verbal and written communication skills.
Strong organizational and time management skills with the ability to prioritize and handle multiple tasks.
Tech-savvy with an understanding of the tools, platforms, and vocabulary commonly used in the tech industry (e.g., Slack, Zoom, GitHub, Builds, etc.).
Culture:
We work PST 5 days per week, 8am to 5pm. Most will tell you they'd prefer to be nowhere else. There is unparalleled excitement and energy with the speed at which we're growing and a catalyst to grow your career with the trajectory we're on. If you want to join an early startup with 1000% YoY growth this is for you.
Executive Office Assistant
Administrative Specialist Job 21 miles from Long Beach
1,Responsible for the company's daily administrative affairs, such as procurement of office supplies, property liaison, application for company-related business qualifications, annual inspection approval, etc.;
2,Responsible for liaising with local chambers of commerce and other professional organizations (such as law firms, etc.);
3,Responsible for organizing various meetings and activities of company;
4,Responsible for other tasks assigned by the leadership.
Requirements:
1,Bachelor degree or above, with 2-3 years of administrative assistant experience;
2,Familiar with local laws and regulations, with an upright personality and customer service oriented;
3,Proactive in work, responsible, and good affinity ;
4,Proficient in both English and Chinese.
Executive Personal Assistant
Administrative Specialist Job 25 miles from Long Beach
The company is an UHNWI's single family office which supplies concierge services to support the Principal and family members' lifestyle needs.
Team up with COS, House Manager and domestic household staff, the Personal Assistant is to tackle the traditional personal assistant duties of an extremely high functioning office but also to make sure that the family's specific needs and requirements are cared for. . S/He is not easily flustered, especially when plans change or priorities shift.
Responsibilities
Manage household staff
Run errands
Grocery shopping
Care for wardrobe
Support events organization
Travel with the family upon invitation
Qualifications
Bachelor's degree or equivalent
Ability to handle multiple tasks while staying organized
Ability to travel
Experience of working for HNWI / High-profile individuals
Personal Executive Assistant to Founder
Administrative Specialist Job 28 miles from Long Beach
Personal Executive Assistant to the Principal of an Energy Think Tank
The Principal of an energy-focused think tank is seeking a highly organized, detail-oriented, and resourceful Personal Executive Assistant. This role blends personal assistant (PA) and executive assistant (EA) responsibilities, with 2/3 of the workload focused on supporting the Principal personally and 1/3 on administrative and executive tasks.
The Personal Executive Assistant will work closely with the Principal in Laguna Beach and report to both the Principal and the Chief of Staff. Tasks will span across the Principal's home, office, and occasionally remote settings. The ideal candidate will be comfortable working in a quiet environment and be independent as the principal prioritizes their time to focus on the think tank.
Responsibilities:
Personal Assistant (PA) Tasks (Approximately 2/3 of the Role):
Provide general support to the Principal in their home and office.
Drive the Principal to and from meetings, appointments, and airports.
Manage household and office operations, including sourcing and coordinating with vendors and contractors.
Handle errands such as dry cleaning, laundry, trash, and package management.
Maintain a clean and organized office and residence.
Assemble items (e.g., furniture or equipment) and handle basic troubleshooting tasks or commission technical support when needed.
Assist with meal preparation (simple and health-conscious dishes) or coordinate food orders as needed.
Oversee mail management, including sending packages and handling returns.
Executive Assistant (EA) Tasks (Approximately 1/3 of the Role):
Screen the Principal's emails for time-sensitive matters.
Draft, write, and process emails for the Principal and Chief of Staff.
Manage and maintain databases and organizational systems.
Coordinate travel arrangements and appointments.
Make phone calls and handle administrative tasks.
Provide occasional support to the Chief of Staff.
Learn and utilize new software and systems quickly to improve efficiency.
Experience:
Proven track record as a personal or executive assistant, ideally supporting high-profile individuals or executives.
Previous experience with household management or hands-on tasks (e.g., assembling furniture) is a plus.
Meal prep skills or an interest in providing simple meals is appreciated but not required.
Candidates must be discreet, dependable, and have a high degree of professionalism.
Skills:
Strong organizational and time-management skills.
Exceptional computer literacy and ability to quickly learn new systems.
Polished written and verbal communication skills.
Resourcefulness and a proactive approach to problem-solving.
Salary: Up to $100,000 DOE
Litigation Secretary
Administrative Specialist Job In Long Beach, CA
Case Management: Assist attorneys in all aspects of medical malpractice cases from initial intake through trial and settlement. Manage case files, including document preparation, organizing discovery materials, and ensuring proper filing of court documents.
Coordinate with medical experts, witnesses, and outside counsel as needed.
Legal Document Preparation:
Draft, proofread, and file legal documents such as pleadings, motions, subpoenas, and affidavits.
Prepare case summaries, briefs, and trial materials for attorney review.
Scheduling and Calendar Management:
Maintain and manage attorney calendars, including court deadlines, depositions, hearings, and client meetings.
Coordinate and schedule depositions, court appearances, and medical expert consultations.
Client and Court Communications:
Act as a liaison between attorneys, clients, court staff, and opposing counsel.
Ensure timely responses to all correspondence and handle sensitive information professionally.
Billing and Timekeeping:
Assist with tracking attorney billable hours and preparing detailed billing statements.
Handle client invoicing and follow up on outstanding payments when necessary.
Trial Preparation:
Organize trial exhibits, prepare binders, and manage witness coordination.
Assist attorneys during trial by providing real-time document retrieval and case support.
Required Qualifications:
Experience: Minimum of 5+ years of experience as a litigation secretary, with specific experience in medical malpractice litigation.
Education: High school diploma or equivalent; additional legal secretary certification is a plus.
Skills:
Strong knowledge of medical malpractice litigation processes, including familiarity with medical terminology and case management.
Proficiency with legal software (e.g., Clio, MyCase) and Microsoft Office Suite (Word, Excel, PowerPoint).
Excellent written and verbal communication skills, with a strong attention to detail.
Ability to prioritize, multitask, and manage multiple deadlines in a fast-paced environment.
Strong organizational and time-management skills.
Professional demeanor and ability to maintain confidentiality.
Preferred Qualifications:
Experience working in a high-volume law firm setting.
Familiarity with federal and state court filing procedures and e-filing systems.
Knowledge of medical record retrieval and management.
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.
Administrative Coordinator
Administrative Specialist Job 24 miles from Long Beach
Executive Administrative Coordinator - Investment Management Firm
An established Investment Management Firm is seeking a highly skilled and detail-oriented Executive Administrative Coordinator to provide comprehensive support to the department. This role requires a proactive and organized professional who can manage multiple priorities, handle confidential information, and communicate effectively across teams and external partners.
Key Responsibilities:
Calendar & Meeting Coordination: Schedule and organize complex activities, including meetings, travel arrangements, conferences, and department events.
Administrative Support: Sort and distribute mail, draft responses, and manage incoming calls
Liaison & Communication: Serve as the point of contact between the department, executive leadership, and external agencies.
Financial & Expense Support: Process check requests, travel reimbursements, and corporate credit card expenses, ensuring accuracy in financial documentation.
Qualifications:
Strong organizational and multitasking skills with the ability to prioritize large volumes of information.
Exceptional written and verbal communication skills with a keen attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to work both independently and collaboratively within a team-oriented environment.
Experience in financial services, investment management, or a corporate setting is preferred.
This is an excellent opportunity for a professional, resourceful, and proactive administrative expert to join a prestigious firm and contribute to its success.
To apply, please submit your resume for consideration.
Administrative Specialist
Administrative Specialist Job 21 miles from Long Beach
Job Title: Administrative Specialist
Schedule Notes: 100% Onsite in Newport Beach with 1 day per week in Costa Mesa Red Hill
Duration: 3+ months + possible extension
Pay Range- $23/hr - $25/hr
Shift: Mon-Fri 8 AM- 5 PM
Job Duties
The Administrative Specialist serves as the first point of contact, both in person and for incoming calls to the department.
This person provides key administrative support, playing an important role in the overall success of the department.
Responsibilities include answering telephone calls and assisting callers, and in specialty areas, coordinating or scheduling appointments.
Monitors and/or orders office supplies as needed as well as keeping supplies organized.
Scheduling equipment repair and service.
May distribute mail and process incoming/outgoing mail.
Schedules room reservations for meetings and maintains room calendars as requested.
Assists in the development of policies and procedures and departmental forms.
Maintains confidentiality.
Maintains up to date unit specific data, logs, and runs reports for management.
Supports ongoing Programs or special Projects as needed.
Additionally, the Administrative Specialist prepares agendas, records and transcribes meeting minutes.
Compiles data, reviews data for discrepancies and trends, suggests solutions, prepares reports, and organizes projects.
Processes billings and POs.
Able to multitask and balance workload between complex projects and clerical duties.
Performs other duties as assigned.
Respiratory Care Department: -Projects include, but are not limited to, Pulmonary Rehabilitation patient program scheduling, Pulmonary Function Testing scheduling support, Fiberoptic Bronchoscopy scheduling consulting, Bedside Spirometry, Sputum Induction, and Arterial Blood Gas sampling patient scheduling as needed.
Skills:
Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems required.
Minimum 4 - 7 years' experience required.
Four (4) years of administrative support experience in a health care or medically related field preferred.
Education:
High School Graduate or equivalent required.
Bachelor's degree in healthcare-related field preferred.
Administrative Coordinator
Administrative Specialist Job 15 miles from Long Beach
All-Met Recycling is family-owned and operated, with a strong reputation in the scrap metal industry. Our website is ************************
We are seeking a highly organized and detail-oriented Administrative assistant to support our team comprehensively.
This is a full-time position with specific work hours: Monday- Friday.
Minimum Qualifications:
· High school diploma or equivalent
· Approximately 2-3 years of experience as an administrative assistant
· Previous experience in an administrative or front desk role is a plus
· Demonstrated ability to handle client interactions with courtesy and professionalism
· Own transportation to and from work
· Bilingual in Spanish is a plus
Essential Duties and Responsibilities:
· Answering phones in both English
· Coordinating client's pick-up request/schedule
· Perform data entry tasks accurately and efficiently
· Assist with various office tasks as needed
Loan Administration Associate
Administrative Specialist Job 25 miles from Long Beach
Essential Functions
Board newly funded loans
Perform loan payment problem solving
Process internal and external loan inquiries
Track maturities and process extensions
Interact with and relay instructions to Loan Servicers
Perform delinquency tracking, reporting, foreclosure processing & property registration
Complete waiver, workout, forbearance, and loan modification processing
Complete maturity tracking and loan extension processing
Perform delinquency tracking, reporting and foreclosure processing
Review pay-off demands for accuracy
Track property tax & insurance coverage
Calculate interest and percentages, balance accounts
Notarize modification agreements, assignments, etc.
Competencies/Skills
Strong attention to detail with the ability to stay organized and problem solve in a fast-paced environment
Ability to articulate issues, problem solve and analyze with creative and outside of the box thinking
Strong communication skills (written and verbal) with internal and external partners; ability to convey findings in a concise and comprehensive manner
Effective organization and time management skills
Capability to build trusting relationships internally and externally and elicit confidence by demonstrating reliability
Strong team player with the ability to work effectively in a cooperative and diverse environment
Capacity to analyze processes, support change and think operationally and strategically to achieve business goals
Advanced use of Microsoft Office Suite
Education and Experience
Bachelor's degree preferred
High School Diploma required
5 years of experience in loan administration, loan asset management, loss mitigation, mortgage servicing or mortgage banking
Notary Public Required (if not it will be required to get the proper certification paid by the company)
Accessibility
At Archwest, we will make reasonable accommodations to enable individuals with disabilities to perform essential functions. Please just let us know by contacting us at ***************************
Office Coordinator - $50k-$70k
Administrative Specialist Job 21 miles from Long Beach
Dynamic, thriving finance firm in Santa Monica seeks a polished and professional Office Coordinator to join their team.
This is an excellent opportunity for a fresh grad or customer service professional looking to kickstart their career and join a prestigious firm.
Duties will include:
Answering phone calls
Interfacing with guests and clients, providing excellent customer service
Communicating with internal employees
Handling incoming and outgoing mail/packages
Picking up and distributing items between different floors of the office
Assisting with catering and lunch orders
Running errands and ordering office supplies
Helping with ad-hoc office tasks
The firm will offer a competitive base salary in the $50k-$70k range, bonus eligibility, and premier benefits.
Requirements:
Top-tier professionalism and poise
Positive, “can do” attitude
Excellent communication and organizational skills
Ability to travel up and down stairs and lift items up to 15lbs
Kindly note this is a fully onsite position and hours will be 8am-5pm, M-F.
Apply today if interested! (No calls, please)
Office Manager/Executive Assistant
Administrative Specialist Job In Long Beach, CA
Overall Function:
The Office Manager/Executive Assistant serves as the primary point of contact for internal and external stakeholders, ensuring seamless office operations and providing high-level administrative support to the CEO and other executives. This role combines hospitality and professionalism with exceptional organizational skills to manage office organization along with supporting the CEO with administrative needs, such as calendaring.
Essential Duties and Responsibilities:
Office Management:
Serve as the welcoming face and voice of the company by greeting visitors and addressing inquiries with professionalism and exceptional customer service.
Oversee day-to-day office operations, including ordering supplies, managing mail and packages, and ensuring a clean and organized office environment.
Act as the primary contact for office vendors and service providers, ensuring timely resolution of facility needs and maintenance issues.
Coordinate and manage conference room schedules, ensuring proper setup for meetings, including technology, materials, and refreshments.
Implement and maintain office policies, procedures, and emergency protocols to ensure safety and efficiency.
Partner with the events team to support them with in-office celebrations, including town halls, milestone celebrations, and company culture-building activities.
Executive Assistance:
Primarily support the CEO's day to day needs, in addition to some nominal calendar management for all other C-Suite team members.
Manage complex schedules, including calendar coordination, meeting arrangements, and resolving scheduling conflicts.
Prepare executives for meetings with pertinent information, documents, and agendas.
Coordinate travel arrangements, including booking flights, hotels, and ground transportation; create detailed itineraries.
Act as liaison to the board of directors, managing meeting logistics, preparing board decks, and maintaining board documentation.
Prepare high-quality correspondence, reports, and presentations, ensuring accuracy and professionalism.
Maintain confidentiality and discretion in handling sensitive information and communications.
Communication and Coordination:
Act as the first point of contact for internal and external communications, screening calls and emails, and directing them to the appropriate party.
Support executives in cultivating relationships with key stakeholders by managing follow-ups and correspondence.
Organize and document minutes for senior leadership meetings and Town Hall events.
Event and Meeting Management:
Coordinate on-site and virtual meetings, including setup, technology support, and catering arrangements.
Assist with the planning and execution of company events, ensuring all logistics are handled with precision.
Light travel required, with responsibilities as VIP Handler to the CEO, CCO and the President providing daily support including managing schedules, coordinating meals, running errands, and more.
Special Projects:
Oversee and execute special projects as assigned by the CEO or other executives, ensuring timely and high-quality delivery.
Support culture-building initiatives and create a welcoming office atmosphere for employees and visitors alike.
Qualifications:
Education and Experience:
Bachelor's degree preferred; or equivalent combination of education and experience.
5+ years of experience in office management and/or executive assistance roles.
Skills and Competencies:
Exceptional organizational and time-management skills with the ability to prioritize and multitask in a fast-paced environment.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting tools (e.g., Zoom).
Excellent verbal and written communication skills.
Strong problem-solving skills, attention to detail, and discretion in handling confidential matters.
Ability to build strong interpersonal relationships across all levels of the organization and with external stakeholders.
Proactive, adaptable, and resourceful, with a customer-service mindset.
Physical Demands and Work Environment:
Regularly required to sit, talk, and hear, and use hands and fingers to operate a computer and telephone keyboard.
Occasionally required to stand, walk, and carry up to 15 lbs.
The noise level in the work environment is usually low.
Please note: Only applicants selected for an interview will be contacted. We appreciate your understanding!
Administrative Assistant
Administrative Specialist Job 25 miles from Long Beach
Employment type: Full time
Schedule : Full-time / Part-time
Our Firm is looking to hire a Administrative Assistant to assist a Financial Advisor in supporting their team in operational roles, administrative tasks, and support to the Financial Advisor.
Responsibilities
• Calendar management for executives
• Marketing Activities
• Scheduling Reviews and Coordination of Client Events
• Coordinating communication
• Draft slides, meeting notes and documents for executives
Qualifications
Minimum Qualifications:
• Bachelor's degree preferred (not needed)
• 2+ years of experience in business a plus
Preferred Qualifications:
• Ability to work closely with both the leadership team and advisors
• Ability to function independently and work well with a team
• Proactive decision-making skills
• Ability to collaborate
• Verbal and Written communication skills
• Proficient with MS Office Suite
• Required to work with confidential material - must be discreet and trustworthy
At Equitable, our power is in our people.
We're individuals from different cultures and backgrounds. Those differences make us stronger as a team and a force for good in our communities.
Here, you'll work with dynamic individuals, build your skills, and unleash new ways of working and thinking.
Are you ready to join an organization that will help unlock your potential?
Equitable Advisors is committed to making a difference in the lives of clients. Across the U.S., 4,330 financial professionals operating under the Equitable Advisors brand engage with individual clients to build relationships focused on helping individuals achieve meaningful financial wellness. In total, Equitable Advisors serves 2.4 million clients nationwide.
The Irvine office is seeking a detail-oriented/multi-tasking Administrative Assistant / Advisor support reporting to the Financial Advisor
Responsibilities include but not limited to:
• Support of the Financial Advisor and Team
• Creating, updating, maintaining advisor reports
• Assisting with calendars
• Meeting logistics and creating the meeting agenda
Administrative Specialist
Administrative Specialist Job 21 miles from Long Beach
Responsibilities:
Handle daily procurement activities and maintain relationships with suppliers to ensure timely delivery of materials.
Organize and archive contracts, ensuring the accuracy and completeness of contract information.
Manage warehouse and office assets, conduct regular inventory checks, and update asset records.
Monitor and analyze budget execution, assisting in the preparation of budget reports.
Provide basic HR administrative support, including organizing employee events and promoting company culture.
Requirements:
Associate degree or higher, with at least 1 years of relevant work experience; familiarity with procurement processes and contract management is preferred.
Proficient in English. Bilingual in Chinese is preferred.
Strong communication skills and a collaborative team spirit, able to work under pressure.
Proficient in office software (such as Word, Excel, PowerPoint, etc.).
Admin Associate
Administrative Specialist Job 25 miles from Long Beach
Job Title - Admin Associate
Pay - $30 / Hour
Work Mode - Hybrid role
Duration of contract - 12 months
Shift Time - 6.30 AM to 3.30 PM - Monday to Friday
This Admin Associate is an integral role to support our Operations Department. You will be responsible to maintain and update our Laboratory and Hospital vendor databases to support our Outside Testing program. Partner with and support internal customers in the Value Assignment, Commodity Management, and Supplier Quality teams by generating and maintaining master data records for our suppliers to ensure accuracy and compliance. Support new and existing Laboratories/ Hospitals to ensure their satisfaction and continued participation in the program.
How You'll Make An Impact:
Creates and maintains Department Vendor database; serve as the point of contact for SAP Vendor Master
questions from all departments
Updates master data and databases as required to ensure accuracy and alignment with the Supplier
Quality database
Uses judgement and takes initiative to complete tasks, create change requests, and implement or change
new procedures
Ability to work successfully with internal as well as external customers.
Works under general direction and can manage a diverse work load to meet changing priorities.
Interprets complicated instructions and communicates procedural changes affecting department processes.
Works with the manager to resolve the most complex issues arising in the work area.
What You Bring:
High school degree or equivalent plus vocational training desirable.
4+ years of related experience, or equivalent combination of education and experience.
Advanced PC skills.
High sensitivity, confidentiality, diplomacy and tact in dealing with internal and external customers.
Strong communication, reading, writing, and math skills.
Highly organized with the ability to keep track of and follow up with tasks in various stages of completion.
Experience with medical device testing, instrumentation and/or methodologies a plus.
Experience with SAP and enterprise software a plus.
Critical thinking skills and initiative
Administrative Assistant
Administrative Specialist Job 19 miles from Long Beach
Direct Client: Healthcare
Job Title: Administrative Assistant (PACE Center)
Duration: 06 Months
Contract
Interview Type: Web Interview
Short Description:
CalOptima Health is seeking a highly motivated an experienced Administrative Assistant (PACE Center) to join our team.
The Administrative Assistant for the Program of All-Inclusive Care for the Elderly (PACE) will be responsible for supporting the PACE center-based scheduling and encounter recordings by performing key clerical and administrative duties and organizing and coordinating activities for the Manager PACE Center.
The incumbent will interact with other departments and CalOptima Health's general office. The incumbent will coordinate work or processes with other administrative staff within CalOptima Health.
Duties & Responsibilities:
95% - Administrative Support
Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
Supports the Manager PACE Center in monitoring the facility, including maintenance of equipment and facility logs and coordination with Facilities as needed.
Provides administrative support for specific and/or ongoing projects such as regulatory audits; generates reports, logs, calendars and mailings as appropriate.
Serves as a liaison between PACE leadership and departmental staff; may follow-up on the progress of projects and activities assigned to other staff.
Maintains the schedule for in-person interpreters ordered by members of the Interdisciplinary Care Team (ICT) and coordinates participant schedules for center-based services.
Completes service delivery in the electronic medical record and collection of center-based encounters.
Serves as back-up front desk and main phone line support as needed.
Assists with department expenses and budgeting, including processing requisitions for payment.
Coordinates travel arrangements in accordance with CalOptima Health's travel policy.
Determines priority of matters of attention for the PACE leaders; redirects matters to staff or handles matters personally, as appropriate.
Coordinates work with other administrative staff or plays a key role in the coordination of staff efforts within the department.
Maintains an inventory of supplies, including monitoring the needs and ordering as necessary.
Prepares meeting materials, completes set-up, performs minute taking, etc. as designated by PACE leadership.
Handles incoming and outgoing correspondence per administrative policy.
Maintains confidential and sensitive information and files regarding management projects and policies ensuring appropriate follow-up.
5% - Completes other projects and duties as assigned.
Minimum Qualifications:
High School diploma or equivalent PLUS 1 year of experience as an administrative assistant required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also qualifying.
CPR and First-Aid Certification required or must be obtained within six (6) months of date of hire.
Preferred Qualifications:
Associate degree.
2 years of experience as an administrative assistant.
1 year of health care experience.
Bilingual in English and in one of CalOptima Health's defined threshold languages (Arabic, Farsi, Chinese, Korean, Spanish, Vietnamese).
Admin/Tax & Accounting Support
Administrative Specialist Job 21 miles from Long Beach
Our Los Angeles based CPA, Tax, Accounting, and Business Management firm is looking for an individual to join our Tax & Accounting Support team.
We are looking for an experienced individual, with a background in tax & accounting support with collating, assembly, and processing of tax returns as a main focus, along with general administrative office tasks and responsibilities.
Applicants must have 2- 4 years with the following tax experience: collating tax returns, filing, processing of various tax, accounting, and payroll related documents and general office and administrative duties.
This position will support the firm's professional staff in the areas of Tax & Accounting. Experience in a public accounting firm or involving the areas of Tax & Accounting required. Some bookkeeping experience could also be helpful.
Primary responsibilities include:
Ability to support the tax and accounting department and meet strict deadlines
Work as part of a team to meet all tax filing requirements and due dates
Delegate workflow between team members
Collate, assemble, organize and process tax return documents
Prepare client invoices
Assist with client payment collections
Maintain filing system
Order supplies
Help maintain the main tax and pension plan filing
Maintain client documents and files
Scanning documents for electronic archive
Prepare various types of letters for professional staff
Sort and deliver mail
Set up of new clients
Coordinate and track tax return extensions
Direct communication with firm clients via phone, email, and fax
Communicate with various firm vendors
Provide administrative support as needed to staff
Answer/ direct phone calls as needed
Manage appointments and various calendars as needed
We are looking for candidates who understand the importance of CLIENT SERVICE and who are eager to contribute to the firm's continued success. Candidates must have strong and proven communication skills, focused, self-motivated, and reliable. You should also be outgoing and personable, as this position requires superior customer service and TEAMWORK working directly with clients and departments.
Candidates with an interest in gaining further knowledge in the field of Tax & Accounting, also a plus.
Requirements
Candidates with 2-4 years of experience in an Administrative and/or Support office environment. Candidates must have willingness to learn and ability to think outside the box.
Candidates must be proficient in OUTLOOK, EXCEL and WORD. Lacerte tax software experience is also required.
We offer competitive compensation and benefits package. Our benefits include health, dental, vision, paid time off, and profit sharing 401k. We also offer additional learning tools and courses to promote personal growth and professional advancement.
Salary is based on experience.
In-Office Coordinator (AI & Automation Proficiency focus) | Immigration Law Firm
Administrative Specialist Job 26 miles from Long Beach
The Law Offices of Shan Potts is seeking a highly organized, tech-savvy In-Office Coordinator to optimize the daily operations of our law firm. This role is essential in bridging the gap between our on-site team and remote staff by implementing AI-driven solutions, automation tools, and workflow optimizations to enhance efficiency and client service.
We strongly encourage candidates on OPT (Optional Practical Training) to apply. We recognize that many talented professionals-especially those with strong technical expertise-are looking for a solid opportunity to remain in the U.S. long-term. If you have a background in office coordination, AI-driven workflow automation, and Microsoft 365 tools, we want to hear from you!
Key Responsibilities:
Operations & Workflow Optimization
Leverage AI tools and Microsoft 365 (Teams, SharePoint, Power Automate, Power BI) to streamline operations, automate repetitive tasks, and enhance communication between in-office and remote teams.
Implement automation flows to track deadlines, client follow-ups, and case management updates.
Ensure office facilities, technology, and internal processes run smoothly.
Maintain an efficient, structured office environment that supports high-level productivity and compliance.
Client Relations & Communication
Act as the primary liaison between clients, attorneys, and staff, ensuring timely responses to inquiries.
Enhance client experience by implementing AI-driven scheduling, chatbots, and workflow tools.
Document & Information Management
Oversee client intake, digital documentation, and records management for accuracy and security.
Train staff on best practices for using legal practice management software and AI-powered document processing tools.
Team Leadership & Coordination
Supervise and support office staff, ensuring seamless communication with remote team members.
Develop and oversee training programs for new hires, incorporating AI-based learning tools.
Serve as the operational backbone of the firm, ensuring staff adhere to workflows and performance standards.
Compliance & Risk Management
Ensure compliance with legal regulations, data security standards, and office policies.
Conduct audits and identify areas for workflow improvement using AI insights and analytics.
Qualifications:
Languages:
✅ Fluency in English & Spanish (written and verbal) is encourgaed but not required.
Education & Certifications:
✅ Bachelor's degree in Business Administration, Legal Studies, Information Systems, or a related field.
✅ Certifications in AI, Microsoft Power Automate, or workflow automation tools are a strong plus.
Experience:
✅ 3-5 years in office management, operations, or administrative roles (preferably in a legal, professional services, or tech-driven environment).
✅ Prior experience optimizing office processes using AI-driven solutions and Microsoft 365 tools.
Technical Skills:
✅ Proficiency in Microsoft 365 (Teams, SharePoint, Power Automate, Outlook).
✅ Experience using AI-powered office management tools to automate workflows.
✅ Familiarity with legal case management software is a plus.
Preferred Qualifications:
✅ OPT candidates are strongly encouraged to apply!
✅ Experience in a law firm or regulated environment is beneficial.
✅ Knowledge of legal terminology, court procedures, and compliance standards is a plus.
Benefits:
✔ Performance-Based Bonus
✔ Paid Time Off
✔ Health Insurance
✔ Company Events & Training Programs
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Administrative Assistant
Administrative Specialist Job 35 miles from Long Beach
Does your heart soar when working to support a committed and connected team? Do you love dreaming up the most efficient and effective system for filing or tracking projects and tasks? If so, we want to meet you! VMA is a 35-person, public affairs, marketing, and community outreach firm based in Claremont, CA with a reputation as a great place to work, grow, and thrive. We are seeking a dedicated and detail-oriented Administrative Assistant to support our work providing outstanding communications services to communities and the organizations that serve them.
Job Duties:
Supporting our team with filing, scheduling, office supplies, accounts receivable, office equipment tracking and procurement, event supplies, and travel arrangements
Assisting our Operations Manager with facilities maintenance, HR, certifications, and insurance
Planning and coordinating company meetings and celebration events
Attending and supporting client meetings, open houses, and community events as needed
Other support services as needed
Requirements:
· A minimum of two years' experience in a similar administrative position
· Proficiency with Microsoft Office suite
· Proficiency with Zoom, Slack, or similar office communication tools
· Highly organized, detail-oriented, flexible, and personable
Job Type: Full-time, with benefits
Location: VMA is based in Claremont, CA. This is an in-person position.
To Apply: Send your resume, work samples, and a cover letter telling us why you want to work with us to ***************************.
Administrative Assistant
Administrative Specialist Job 30 miles from Long Beach
Primarily responsible for coordinating multiple services within the Lab Outreach Program. This position requires strong working relationships with clients, staff, patients, physicians and vendors to support continued outreach program growth.
Acts as a liaison and client services for Outreach (non-### patients) and the 30+ ### Community Clinics for specimen collection, logistics, supplies, pricing, report status, and efficiently & accurately process according to department procedures. Ensures confidentiality of specimens and paperwork received.
Maintains and/or enhances customer relations with all internal laboratories and Outreach Clients by following up on sample requests for needed information and documents appropriately in database; on-site visits and quarterly in-services and promoting test offerings.
Handles laboratory orders and is accountable for all billing information for testing.
Process material requests from outside facilities in order to perform secondary diagnosis confirmation.
Responsible for reviewing and maintaining all Outreach work queues on a daily basis.
Initiates billing and generates Lab Outreach client invoices and follows up on payments.
Partner with Patient Financial Services (PFS) and Medical Foundation Authorizations department to resolve billing issues and verify authorization approvals needed for testing.
Minimum Qualifications:
2+ years experience in administrative services, preferably within a healthcare setting. Patient billing and third party/government program billing experience preferred.
Location: Duarte Campus
Schedule: 8am-5pm
FTE Conversion/Extension possibility? Temp only; potential extension or conversion TBD upon performance
Executive Personal Assistant
Administrative Specialist Job 24 miles from Long Beach
Role Purpose
At EssentiaLyfe the Personal Executive Assistant will perform all administrative and clerical duties required. The Personal Executive Assistant, will demonstrate strong organizational skills and ensure that all meetings run on time. Ultimately, an exceptional Personal Executive Assistant will ensure that C-level executives' time is maximized by effectively managing their schedules.
About Us
EssentiaLyfe was founded to be a leader in unique luxury rentals offering a variety of Vacation Rentals, Temporary Corporate Furnished Housing, Event Spaces, Film Locations and more. It was created with both property owners and renters in mind. If you are looking for a company that values your passions, ideas & innovation, and contributions here at EssentiaLyfe you will find your best position. At EssentiaLyfe, we empower our team members to bring out the best in themselves, and to inspire others. For more information please visit: www. EssentiaLyfe.com
Key Responsibilities
Screening telephone calls, taking messages and responding to queries.
Managing personal and business calendars.
Coordinating meetings, conference calls, and interviews.
Performing personal and professional errands for C-level executives as required.
Posting on companies Social Media and doing light marketing tasks
Skills, Knowledge and Ability Requirement
Ability to multitask effectively.
Data entry
Ability to remain calm whilst under pressure.
Analytical and problem-solving skills.
Attention to detail.
Strong planning and organizational skills.
Effective negotiation skills.
Ability to work in a dynamic, fast-paced environment.
Exceptional writing, verbal, and listening skills as well as exceptional customer service skills.
Excellent communicator with a natural affinity for cross-functional collaboration.
Kind, confident, generative, and direct leader.
Social media & marketing
Content creation
Qualification/Work Experience
High school diploma or GED.
Certification in Office Administration or Management is advantageous.
Proven experience working as a personal executive assistant.
Proficient in all Microsoft Office applications
Must have a LinkedIn profile
Must have a driving license
Salary & Benefits
Friday lunches provided
Weekly pay
Commuter benefits
Wellness Classes
Free Coffee
Bring your dog to work as needed (Terms Apply)
Compensation $500 per week
Disclaimer
Qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, and genetic information, marital status, citizenship status, military status, protected veteran status or any other category protected by law. All of the offered benefits are optional and are not required to be used. Please submit your resume along with your cover letter below or email us at *******************