Administrative specialist jobs in Palmdale, CA - 877 jobs
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Executive Personal Assistant to Family Office
Pocketbook Agency
Administrative specialist job in Los Angeles, CA
JRN: 2301
A private family office in Brentwood, CA is seeking a dynamic, detail-oriented Executive Personal Assistant to oversee day-to-day operations and ensure the seamless management of both business and select personal matters. The ideal candidate brings deep experience supporting senior leadership within real estate development, family office management, or a similarly hands-on, entrepreneurial environment.
This position requires a seasoned professional who thrives on organization, handles multiple priorities with ease, and leads with professionalism, warmth, and discretion. The successful candidate will have 10+ years of relevant experience as a high-level Executive Personal Assistant, a proactive mindset, and a demonstrated ability to anticipate needs before they arise.
You'll serve as the central point of coordination for the Principals, managing operations, communications, and special projects with precision. This is a hands-on role for someone who is equally comfortable leading complex initiatives as they are managing the smaller, day-to-day details that keep both the office and household running smoothly.
Responsibilities
Executive Support
Manage complex calendars, scheduling, and travel arrangements for the principal and senior team.
Handle email management, correspondence, and document preparation with discretion and professionalism.
Maintain organized filing and digital record-keeping systems, ensuring accuracy and accessibility across all platforms.
Assist with project tracking and reporting, including maintaining spreadsheets, budgets, and timelines in Excel. Prepare meeting materials, gather background information, and document clear, actionable notes.
Review and reconcile invoices and expenses, ensuring accuracy and prompt resolution of discrepancies.
Draft, edit, and proofread professional correspondence, presentations, and reports with exceptional attention to detail.
Conduct research and provide summaries to support business decisions and project execution.
Office Operations
Oversee general office management, supplies, and vendor relationships.
Support ongoing office buildout and relocation, coordinate with contractors, designers, and vendors as needed.
Implement efficient organizational systems and tech workflows to streamline operations.
Personal Assistance
Coordinate personal appointments, household scheduling, and travel arrangements.
Provide occasional on-site support at the family's residence, including troubleshooting tech issues or assisting with personal logistics.
Handle sensitive information with the utmost confidentiality and care.
Qualifications
10+ years of experience as an Executive Assistant or Executive/Personal Assistant, ideally within a family office, real estate firm, or entrepreneurial environment.
Exceptional computer and technology proficiency: Excel, Word, Outlook, DocuSign, and digital filing systems.
Experience managing office buildouts, moves, or residential renovation projects strongly preferred.
Impeccable attention to detail, with excellent organizational and communication skills.
Takes initiative and proactively anticipate needs, consistently thinking one step ahead to ensure seamless operations.
Maintain a professional demeanor and proactive attitude while operating effectively in a small, entrepreneurial environment.
Demonstrate exceptional written and verbal communication skills
Location: onsite in Brentwood, Los Angeles.
Compensation and benefits: $130-150K DOE, medical, dental, and vision insurance, 401(k), and PTO.
$130k-150k yearly 2d ago
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Assistant to the VP of Production
YZ Productions
Administrative specialist job in Calabasas, CA
About the job
Salary: 60k-85k
Growing digital production company looking for Full Time Assistant to VP of Production in fast paced environment. The ideal candidate will be organized, detail-oriented, and a team player. Provide general administrative support as needed, ensuring smooth day to day operations. Social media experience is a bonus.
-Maintain accurate records, databases, and filing systems.
-Handle errands and miscellaneous tasks.
-Personal shopping as necessary
-Help in Edit Bay and notes on set
-Expense tracking and budget management
-Help maintain an organized home in all areas
-Assist with special projects and tasks
-Help in organizing and coordinating household events
-Provide additional support as needed
-Must be comfortable around dogs
-Must have reliable transportation
$98k-159k yearly est. 1d ago
Administrative Assistant IV
Boston Scientific 4.7
Administrative specialist job in Santa Clarita, CA
Additional Location(s): N/A
Diversity - Innovation - Caring - Global Collaboration - Winning Spirit - High Performance
At Boston Scientific, we'll give you the opportunity to harness all that's within you by working in teams of diverse and high-performing employees, tackling some of the most important health industry challenges. With access to the latest tools, information and training, we'll help you in advancing your skills and career. Here, you'll be supported in progressing - whatever your ambitions.
About the role
Boston Scientific is seeking an experienced assistant to provide support to the Vice President, Commercial Excellence. This role provides high-level administrative and project management support, including meeting and calendar management, and the creation of executive presentations and communications, in addition to other administrative projects and tasks. The work will be highly confidential in nature and will cover a diverse scope of activities. As an employee supporting the Vice President of Commercial Excellence, this individual will also play a key role in supporting leadership engagements with employees and creating a supportive environment for our teams. The successful candidate will be self-motivated, highly collaborative, adaptable, have excellent interpersonal skills, and can foster professional relationships across the organization.
Work Mode:
At Boston Scientific, we value collaboration and synergy. This role follows a hybrid work model requiring employees to be in our local office at least three days per week.
Relocation Assistance:
Relocation assistance is not available for this position at this time.
Visa Sponsorship:
Boston Scientific will not offer sponsorship or take over sponsorship of an employment visa for this position at this time.
Your responsibilities include:
Performs administrative duties that may include, scheduling & coordinating meetings/appointments, overseeing and executing meeting logistics & schedules, scheduling conference rooms, greeting visitors, arranging travel (both domestic and international), completing expense reports, organizing major functional meetings, plus any other administrative tasks that need to be performed.
Calendar & meeting management - Proactively identify and resolve scheduling conflicts and prioritize meetings to ensure efficient use and preferred allocation of executive's time.
Engages frequently with individuals outside organization (customers) and/or internal individuals, both of significant importance to the company. Contacts involve planning and preparation of communications, requiring tact, persuasion, and negotiation skills.
Coordinate complex domestic and international travel arrangements, including itineraries and agendas, directions, transportation, and lodging. Prepare and process expense reports.
Plan and organize regular staff meetings, including agenda and materials preparation, tracking attendance, and organizing logistics.
Manage a variety of meetings including invites, agenda, slide organization, and meeting minutes/action items.
Maintain organizational charts for senior executives and their teams.
Anticipates and coordinates projects/assignments, organizes own schedules, and that of others, to meet deadlines.
Translates complex and/or technical, in-depth thoughts into documents (letters/memos/presentations, etc.) by researching the subject; anticipates needs for communications; makes suggestions for improvements in existing.
Acts as a conduit of communication to and from Sr. Leadership.
Supports onboarding for new senior-level staff
Supporting engagements between the senior leaders and the broader teams on the sites, generating a welcoming and engaging site environment
Working closely with the HR and communications teams on leadership messaging and engagements
May be responsible for various components of initiatives to include:
Developing and adhering to timetables
Coordinating large meetings/events
Preparing status reports, records, and documents
Securing vendor estimates and purchase orders, processing invoices, ensuring vendor quality
Overseeing the execution of deliverables
Required Qualifications
Associate's degree or equivalent experience
Minimum of 5 years experience
Exceptional interpersonal skills, both written and verbal
Ability to maintain a high degree of confidentiality and discretion
Ability to take initiative and drive projects to completion
Demonstrate high levels of professionalism and customer orientation
Ability to work effectively and partner with peers
Exceptional administrative and organizational skills
Excellent problem-solving skills
Demonstrated ability to effectively utilize MS Office programs, including Teams and SharePoint
Ability to work independently, multi-task, and prioritize daily workload
Preferred Qualifications
* Bachelor's Degree preferred
*
Requisition ID: 622380
Minimum Salary: $64272
Maximum Salary: $109304
The anticipated compensation listed above and the value of core and optional employee benefits offered by Boston Scientific (BSC) - see ******************************* vary based on actual location of the position and other pertinent factors considered in determining actual compensation for the role. Compensation will be commensurate with demonstrable level of experience and training, pertinent education including licensure and certifications, among other relevant business or organizational needs. At BSC, it is not typical for an individual to be hired near the bottom or top of the anticipated salary range listed above.
Compensation for non-exempt (hourly), non-sales roles may also include variable compensation from time to time (e.g., any overtime and shift differential) and annual bonus target (subject to plan eligibility and other requirements).
Compensation for exempt, non-sales roles may also include variable compensation, i.e., annual bonus target and long-term incentives (subject to plan eligibility and other requirements).
For MA positions: It is unlawful to require or administer a lie detector test for employment. Violators are subject to criminal penalties and civil liability.
As a leader in medical science for more than 40 years, we are committed to solving the challenges that matter most - united by a deep caring for human life. Our mission to advance science for life is about transforming lives through innovative medical solutions that improve patient lives, create value for our customers, and support our employees and the communities in which we operate. Now more than ever, we have a responsibility to apply those values to everything we do - as a global business and as a global corporate citizen.
So, choosing a career with Boston Scientific (NYSE: BSX) isn't just business, it's personal. And if you're a natural problem-solver with the imagination, determination, and spirit to make a meaningful difference to people worldwide, we encourage you to apply and look forward to connecting with you!
At Boston Scientific, we recognize that nurturing a diverse and inclusive workplace helps us be more innovative and it is important in our work of advancing science for life and improving patient health. That is why we stand for inclusion, equality, and opportunity for all. By embracing the richness of our unique backgrounds and perspectives, we create a better, more rewarding place for our employees to work and reflect the patients, customers, and communities we serve.
Boston Scientific Corporation has been and will continue to be an equal opportunity employer. To ensure full implementation of its equal employment policy, the Company will continue to take steps to assure that recruitment, hiring, assignment, promotion, compensation, and all other personnel decisions are made and administered without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, gender expression, veteran status, age, mental or physical disability, genetic information or any other protected class.
Please be advised that certain US based positions, including without limitation field sales and service positions that call on hospitals and/or health care centers, require acceptable proof of COVID-19 vaccination status. Candidates will be notified during the interview and selection process if the role(s) for which they have applied require proof of vaccination as a condition of employment. Boston Scientific continues to evaluate its policies and protocols regarding the COVID-19 vaccine and will comply with all applicable state and federal law and healthcare credentialing requirements. As employees of the Company, you will be expected to meet the ongoing requirements for your roles, including any new requirements, should the Company's policies or protocols change with regard to COVID-19 vaccination.
Nearest Major Market: Los Angeles
Job Segment: Secretary, Project Manager, Neurology, Developer, Sharepoint, Administrative, Technology, Healthcare
$64.3k-109.3k yearly 6d ago
Executive Assistant to the Executive Office
Accorhotel
Administrative specialist job in Los Angeles, CA
Why work for Fairmont? At Fairmont, our passion is to connect our guests to the very best of our destinations. From the beaches of Hawaii to the deserts of the United Arab Emirates to the heart of London, our hotels offer guests extraordinary places, created by combining unique architecture, expressive decor and artistry, and magnificent features. Add engaging service, and the result is an unforgettable guest experience.
Job Description
SUMMARY
Perform day-to-day administrative functions of the Executive Office and insure an effective and efficient level of communication and coordination within the organization. Oversee common administrative functions that include correspondence, office telephone communications and responses. Establish and maintain general and specific office procedures, records, reservations, reports and logs. Coordinate the office to insure effectiveness and establish lines of communication with key managers to insure efficient flow of information.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Maintain a consistently professional presence in the Executive office
Assist with scheduling appointments and travel, answering phones, relaying messages for the GM and Dir of Rooms
Provide direct support to the General Manager and Director of Rooms, including personal matters, managing work calendar, travel accommodation and events, producing correspondence and reports, and scheduling hotel meetings
Communicate and coordinate with department leaders to collect data and information to prepare reports and presentations
Coordinate the visits of VIP guests, ensuring they receive the highest level of service
Serve as a principal source of information for the team and organize and implement administrative systems and procedures
Handle highly confidential/private matters
Assist with presentations for townhall, ownership and corporate
Manage Trust You, TripAdvisor, Google, etc. responses.
Resolve online and in-house guest complaints when needed
Assist and keep a track of the LQA and Forbes internal audits
Present action plans when needed
Prepare the welcome letters for guests
Pick up and deliver internal mail
First hand contact with ownership, asset management, corporate and residents
Photocopy, distribute, and file all letter/email correspondence for complaint/compliment letters, comment cards
Control the complimentary nights guest certificates
Manage all guest correspondence for the Executive Office and any compensation letters from the Front Office or F&B
Assist Corporate office representative and Dir of Rooms with problem resolution
Maintain lobby ambassador, leadership schedule in order
Assist operational departments with projects and collateral as requested by the GM or Dir of Rooms
Assist with external and internal requests for preferential room rates, VIP reservations for rooms and dinning.
Organize itineraries for incoming VIP's in collaboration with GM or Dir of Rooms
Assist Concierge and VIP coordinator with any special guest requests or needs
Order VIP amenities generated from the Executive office
Maintain the office supply inventory
Maintain the confidentiality of all correspondence and communication within the office
Compile, take and send out the minutes for meetings that are requested
As required, assist other department such as sales or PR for client relation events
Be available with prior notice to have flexible working hours for morning and evening work related activities
Assist the Human Resources office with administrative assistance when necessary.
Perform other hotel tasks as assigned
Assist with presentations for townhall, ownership and corporate
Manage Trust You, TripAdvisor, Google, etc. responses.
Resolve online and in house guest complaints when needed
Assist and keep a track of the LQA and Forbes internal audits
Present action plans when needed
What is in it for you:
Salary Range: USD$80,000 to USD$90,000 gross
Discounted hotel rooms, food & beverage rates and spa services to employees at our sister properties around the globe
Duty meal in our staff cafeteria and dry cleaning of work attire
Learning programs through our Academies to promote growth and development so that you can perform at your full potential
Opportunity to develop your talent and grow within your property and across the world!
Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21 and WATCH
Qualifications
QUALIFICATIONS necessary to perform this job successfully include but are not limited to:
Excellent interpersonal communicative skills and ability to deal effectively with wide range of individuals and personalities. Must be comfortable communicating with affluent persons, aggressive businesspersons, executive level staff, and in handling guest complaints while maintaining composure
Excellent telephone skills, meticulous with regards to messages and funneling the caller to the right source to resolve the problem
5 years hotel experience as a minimum.
Thorough working knowledge of MS Word, Excel, e-mail, and ability to research information on the internet
Demonstrated organizational skills
Must be discreet and able to diffuse difficult situations
Ability to handle multiple tasks
Competency with basic accounting functions
Excellent typing and general secretarial skills
Mature, professional demeanor
Positive attitude
Fluent in English
Ability to speak Spanish preferred. Must be able to communicate clearly with colleagues and applicants via phone, face to face, and written means.
Additional Information
Your team and working environment:
What was true in 1966 remains true to this day: The Century Plaza Hotel is part of a visionary development intent on doing what others could only imagine. Previously deemed the "Western White House," (as the only venue outside the White House to host state dinners), Century Plaza's place in history remains unshakeable. A modernized take on luxury and elevated guest experience from product to people enlivens the real wow factor.
This experience begins with a new kind of workplace, one where the energy is contagious, the stories are invigorating, and the challenges present inspiring opportunities to make your mark. We provide an environment of trust, respect, and integrity. A home away from home. Where diversity and inclusion are celebrated. Privacy and personal information are protected. Through Accor's Employee Value Proposition, we ensure fair treatment and a workplace free from discrimination & harassment.
Visa Requirements: Must provide proof of eligibility to be employed in the United States of America.
Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent. We commit to a future where diverse identities are celebrated, and equitable and inclusive practices are woven into the fabric of everything we do as an organization.
Fairmont Century Plaza is an Equal Opportunity Employer EEO M/F/V/D
Why work for Accor?
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor's limitless possibilities.
By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit **************************
Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS
$80k-90k yearly 5d ago
Administrative Coordinator
Ascend Talent Solutions
Administrative specialist job in Los Angeles, CA
Our client is seeking a Tenant Services Coordinator to join their team temp to hire. This is an onsite position in the Miracle Mile neighborhood of LA.
RESPONSIBILITIES
The Tenant Services Coordinator is responsible for supporting property operations for an office portfolio. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to:
Answer management phones and assist with tenant needs
Respond to inquiries by providing routine information and/or taking and delivering messages
Prepare and distribute correspondence
Process incoming and outgoing mail
Assist with meeting, event and other scheduling and coordination
Assist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events
Assist with publication and distribution of tenant newsletter, maintenance of property website
Maintain inventory of office supplies and property staff directory
Maintain accurate and up to date tenant, team and vendor contact lists
Maintain compliant certificates of insurance for tenants and vendors
Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs
Coordinate tenant survey process, including annual action plan implementation
Assist team with vendor coordination as requested or assigned
Assist with preparing and administering service agreements
Establish and maintain good record keeping and filing systems for tenant, vendor and property files
Responsible for accounts payable, accounts receivable and reporting at the property level
Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding
Track invoices to ensure vendors are submitting timely
Prepare and distribute Tenant billings
Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested
Assist with budget preparation as requested
POSITION REQUIREMENTS
High school diploma required, associate or bachelor's degree preferred
Experience with MRI and Yardi software / property management preferred but not required
Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases
Possess professional demeanor and excellent interpersonal and customer service skills
Have access to reliable transportation
Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook
Excellent communication skills, both verbal and written
Ability to work independently
Able to prioritize tasks and projects and thrive in a fast-paced environment
On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week
$42k-62k yearly est. 4d ago
Executive Assistant to the Executive Office
Accor Hotels 3.8
Administrative specialist job in Los Angeles, CA
Why work for Fairmont?
At Fairmont, our passion is to connect our guests to the very best of our destinations. From the beaches of Hawaii to the deserts of the United Arab Emirates to the heart of London, our hotels offer guests extraordinary places, created by combining unique architecture, expressive decor and artistry, and magnificent features. Add engaging service, and the result is an unforgettable guest experience.
Job Description
SUMMARY
Perform day-to-day administrative functions of the Executive Office and insure an effective and efficient level of communication and coordination within the organization. Oversee common administrative functions that include correspondence, office telephone communications and responses. Establish and maintain general and specific office procedures, records, reservations, reports and logs. Coordinate the office to insure effectiveness and establish lines of communication with key managers to insure efficient flow of information.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Maintain a consistently professional presence in the Executive office
Assist with scheduling appointments and travel, answering phones, relaying messages for the GM and Dir of Rooms
Provide direct support to the General Manager and Director of Rooms, including personal matters, managing work calendar, travel accommodation and events, producing correspondence and reports, and scheduling hotel meetings
Communicate and coordinate with department leaders to collect data and information to prepare reports and presentations
Coordinate the visits of VIP guests, ensuring they receive the highest level of service
Serve as a principal source of information for the team and organize and implement administrative systems and procedures
Handle highly confidential/private matters
Assist with presentations for townhall, ownership and corporate
Manage Trust You, TripAdvisor, Google, etc. responses.
Resolve online and in-house guest complaints when needed
Assist and keep a track of the LQA and Forbes internal audits
Present action plans when needed
Prepare the welcome letters for guests
Pick up and deliver internal mail
First hand contact with ownership, asset management, corporate and residents
Photocopy, distribute, and file all letter/email correspondence for complaint/compliment letters, comment cards
Control the complimentary nights guest certificates
Manage all guest correspondence for the Executive Office and any compensation letters from the Front Office or F&B
Assist Corporate office representative and Dir of Rooms with problem resolution
Maintain lobby ambassador, leadership schedule in order
Assist operational departments with projects and collateral as requested by the GM or Dir of Rooms
Assist with external and internal requests for preferential room rates, VIP reservations for rooms and dinning.
Organize itineraries for incoming VIP's in collaboration with GM or Dir of Rooms
Assist Concierge and VIP coordinator with any special guest requests or needs
Order VIP amenities generated from the Executive office
Maintain the office supply inventory
Maintain the confidentiality of all correspondence and communication within the office
Compile, take and send out the minutes for meetings that are requested
As required, assist other department such as sales or PR for client relation events
Be available with prior notice to have flexible working hours for morning and evening work related activities
Assist the Human Resources office with administrative assistance when necessary.
Perform other hotel tasks as assigned
Assist with presentations for townhall, ownership and corporate
Manage Trust You, TripAdvisor, Google, etc. responses.
Resolve online and in house guest complaints when needed
Assist and keep a track of the LQA and Forbes internal audits
Present action plans when needed
What is in it for you:
Salary Range: USD$80,000 to USD$90,000 gross
Discounted hotel rooms, food & beverage rates and spa services to employees at our sister properties around the globe
Duty meal in our staff cafeteria and dry cleaning of work attire
Learning programs through our Academies to promote growth and development so that you can perform at your full potential
Opportunity to develop your talent and grow within your property and across the world!
Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21 and WATCH
Qualifications
QUALIFICATIONS necessary to perform this job successfully include but are not limited to:
Excellent interpersonal communicative skills and ability to deal effectively with wide range of individuals and personalities. Must be comfortable communicating with affluent persons, aggressive businesspersons, executive level staff, and in handling guest complaints while maintaining composure
Excellent telephone skills, meticulous with regards to messages and funneling the caller to the right source to resolve the problem
5 years hotel experience as a minimum.
Thorough working knowledge of MS Word, Excel, e-mail, and ability to research information on the internet
Demonstrated organizational skills
Must be discreet and able to diffuse difficult situations
Ability to handle multiple tasks
Competency with basic accounting functions
Excellent typing and general secretarial skills
Mature, professional demeanor
Positive attitude
Fluent in English
Ability to speak Spanish preferred. Must be able to communicate clearly with colleagues and applicants via phone, face to face, and written means.
Additional Information
Your team and working environment:
What was true in 1966 remains true to this day: The Century Plaza Hotel is part of a visionary development intent on doing what others could only imagine. Previously deemed the "Western White House," (as the only venue outside the White House to host state dinners), Century Plaza's place in history remains unshakeable. A modernized take on luxury and elevated guest experience from product to people enlivens the real wow factor.
This experience begins with a new kind of workplace, one where the energy is contagious, the stories are invigorating, and the challenges present inspiring opportunities to make your mark. We provide an environment of trust, respect, and integrity. A home away from home. Where diversity and inclusion are celebrated. Privacy and personal information are protected. Through Accor's Employee Value Proposition, we ensure fair treatment and a workplace free from discrimination & harassment.
Visa Requirements: Must provide proof of eligibility to be employed in the United States of America.
Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent. We commit to a future where diverse identities are celebrated, and equitable and inclusive practices are woven into the fabric of everything we do as an organization.
Fairmont Century Plaza is an Equal Opportunity Employer EEO M/F/V/D
Why work for Accor?
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor's limitless possibilities.
By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit **************************
Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS
$80k-90k yearly 8d ago
Litigation Secretary - Aviation
Adams & Martin Group 4.3
Administrative specialist job in Los Angeles, CA
A leading legal team is seeking a seasoned Litigation Secretary to provide high-level support in a fast-paced, paperless environment. This role is ideal for a proactive, detail-driven professional who excels at managing complex litigation tasks, anticipating attorney needs, and ensuring seamless workflow across the practice.
Key Responsibilities & Requirements:
* Prepare, proofread, and revise complex litigation documents, pleadings, and correspondence with exceptional accuracy
* File documents with state and federal courts, including electronic court filing systems
* Manage attorney calendars, including hearings, depositions, meetings, and court deadlines
* Maintain organized electronic case files and assist paralegals with records management
* Handle administrative tasks such as billing, expense reports, travel arrangements, and client reporting
* Minimum 5 years of litigation secretary/assistant experience with strong Microsoft Office proficiency; iManage/FileSite preferred
* Strong communication skills, discretion with confidential information, and the ability to work independently in a paperless workflow
Please submit your resume in MS Word format for immediate and confidential 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.
Job Reference: JN -012026-413051
$39k-46k yearly est. 8d ago
Financial Administrative Assistant
D'Leon Consulting Engineers
Administrative specialist job in Los Angeles, CA
D'Leon Consulting Engineers is seeking a Financial Administrative Assistant in Los Angeles, CA
Responsibilities
Assist with payroll processing, timekeeping verification, labor allocations, and coordination with payroll providers
Support preparation and distribution of offer letters and employment documentation related to payroll setup
Coordinate new hire payroll onboarding, including tax forms, direct deposit setup, and system access
Maintain payroll, labor, and employee status records to ensure accuracy and compliance
Track and maintain labor costs, overhead, and administrative expenses across projects and departments
Prepare and update cost tracking logs, summaries, and basic financial reports to support management and project teams
Assist with invoice review, expense report processing, and reconciliation of administrative and project-related costs
Support budgeting and cost monitoring activities by maintaining accurate financial documentation
Maintain organized financial, payroll, and administrative records in accordance with company policies and regulations
Assist with documentation preparation for audits, compliance reviews, and internal financial reporting
Track and maintain employee certifications, licenses, and required training records as they relate to compliance and billing
Assist with tracking, maintenance, and renewal of small business certifications (e.g., SBE, DBE, WBE, MBE)
Attend internal coordination meetings and support cross-functional financial and administrative activities
Provide administrative support to management and project teams with an emphasis on financial accuracy and reporting
Contribute to organizational goals through accuracy, accountability, and proactive financial administrative support
Qualifications
Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred
2-4 years of experience in accounting support, payroll administration, or financial administrative roles
Hands-on experience with payroll processing, timekeeping, or labor cost tracking
Basic understanding of accounting principles, cost tracking, and financial documentation
Experience supporting invoice processing, expense reconciliation, or financial reporting
Strong recordkeeping skills with the ability to manage confidential financial and payroll information
Proficiency with Microsoft Excel (spreadsheets, data entry, basic formulas) and Microsoft Office Suite
Experience with payroll systems, accounting software, or ERP platforms preferred
Highly detail-oriented with strong organizational and time management skills
Effective written and verbal communication skills
Ability to work across departments and support multiple stakeholders in a professional environment
Ability to produce accurate and timely results while maintaining a service-oriented mindset
Knowledge or experience with SBE/DBE/MWBE or other small business certification programs preferred
D'Leon Consulting Engineers is an equal opportunity employer committed to fostering an inclusive and respectful workplace. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status.
$40k-58k yearly est. 4d ago
Assistant to General Counsel, SVP & Secretary
Carbon Activated Corp
Administrative specialist job in Compton, CA
Assistant to General Counsel, SVP & Secretary
Company: Carbon Activated Corporation
Employment Type: Full-Time, hourly rate $20 - $25/hr
oration
Carbon Activated Corporation is a global leader in activated carbon solutions for air, water, and process purification. With operations across North America and internationally, we serve clients in municipal, industrial, and private sectors. We are a dynamic, growing organization seeking a motivated professional to support our executive legal and corporate operations.
Position Overview
We are seeking a highly organized and proactive Assistant to the General Counsel, SVP, and Secretary to provide legal, administrative, and transactional support. This position is ideal for someone who thrives in a fast-paced environment, has excellent attention to detail, and enjoys working across departments to ensure smooth operations and compliance.
Key Responsibilities
Assist with transactional and contract-related work, including bid execution, contract preparation, negotiations, and signing processes.
Support collections and commercial documentation under the supervision of the General Counsel.
Provide assistance with in-house legal matters, including document management, research, and drafting correspondence.
Support corporate secretary functions, including preparing shareholder and director meeting minutes, maintaining corporate records, and filing annual reports and other state or regulatory filings.
Coordinate closely with HR, Accounting, and Sales departments on cross-functional matters.
Handle a variety of non-legal administrative tasks, including scheduling, document organization, and executive support.
Maintain confidentiality and exercise sound judgment in all matters.
Qualifications
Bachelor's degree or equivalent experience required;
Minimum 2-4 years of relevant experience in a corporate, legal, or administrative support role.
Strong understanding of corporate documentation, contracts, and compliance processes.
Excellent written and verbal communication skills.
High attention to detail, with strong organizational and multitasking abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to work independently, prioritize effectively, and meet deadlines.
Why Join Us
Opportunity to work closely with executive leadership in a growing international company.
Exposure to a broad range of legal, corporate, and business functions.
Collaborative, professional environment that values initiative and integrity.
$20-25 hourly 5d ago
Administrative Assistant
LHH 4.3
Administrative specialist job in Norwalk, CA
Office Coordinator
Employment Type: Full-Time
We are looking for a highly organized and proactive Office Coordinator to provide administrative support across multiple departments at our Norwalk location. This role is essential in ensuring smooth day-to-day operations and delivering exceptional service to internal teams.
Key Responsibilities:
Serve as the central point of contact for office coordination and administrative support
Manage scheduling, meeting logistics, and departmental communications
Assist with document preparation, data entry, and reporting
Coordinate office supplies, vendor relationships, and facility needs
Support cross-functional teams with special projects and events
Maintain confidentiality and accuracy in handling sensitive information
Qualifications:
2+ years of experience in office coordination or administrative support
Strong organizational skills and attention to detail
Excellent communication and interpersonal abilities
Proficiency in Microsoft Office Suite and other administrative tools
Ability to prioritize tasks and manage multiple deadlines in a fast-paced environment
What We Offer:
Competitive compensation and benefits package
Collaborative work environment with opportunities for growth
Onsite role with direct impact on multiple departments
Compensation: $27 to $30 per hour
Benefit offerings: include medical, dental, vision, additional voluntary benefits, 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.
Equal Opportunity Employer/Veterans/Disabled
To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to *******************************************
The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance
$27-30 hourly 3d ago
Admin Support Specialist
Matura Farrington
Administrative specialist job in Gardena, CA
IN OFFICE IN GARDENA 100%
TEMPORARY SUPPORT (6 MONTHS PROJECT)
Key Responsibilities
Reporting & Data Management
Track and report on program activity, client participation, referrals, and service outcomes
Prepare recurring reports showing volume, trends, percentages of activity, and program effectiveness
Maintain accurate spreadsheets and dashboards using Excel
Ensure data integrity across multiple tracking sources
Program & Client Support
Support tracking of client programs, solutions provided, and referral outcomes
Assist with compiling data for internal reviews, audits, and funder reporting
Help identify gaps or inconsistencies in reported data and flag issues to leadership
Financial & Administrative Support
Assist with basic financial tracking related to programs (budgets, allocations, activity-based reporting)
Support documentation needed for financial controls and program compliance
Maintain organized records and reporting files
Calendar & Coordination
Manage calendars, scheduling, and deadlines related to program reporting
Coordinate timelines for report submissions and internal reviews
Support meeting preparation with reports, summaries, and data snapshots
Required Qualifications
1-2 years of experience in an administrative, reporting, or data support role
Strong Excel skills (formulas, formatting, basic data analysis)
Experience maintaining spreadsheets and producing recurring reports
Strong organizational and calendaring skills
High attention to detail and accuracy
Ability to manage multiple deadlines and priorities
Preferred Qualifications
Experience working in a nonprofit, social services, or community-based organization
Familiarity with program tracking, client data, or referral reporting
Comfort working with leadership and handling confidential information
Skills & Competencies
Strong written and verbal communication skills
Analytical mindset with the ability to summarize data clearly
Dependable, proactive, and highly organized
Ability to follow established processes and improve reporting efficiency over time
$40k-56k yearly est. 3d ago
Administrative Assistant
Apex Space
Administrative specialist job in Los Angeles, CA
Spacecraft represent the most pressing unmet need across the entire aerospace industry. As more launch vehicles come online and the cost to orbit decreases, more companies launching payloads to space continue to emerge.
For the first time in history, this influx of payload companies combined with reduced launch costs has resulted in a massive increase in need for commercial spacecraft platforms, known as satellite buses. These buses hold the payloads of our customers and are flown on launch vehicles.
Apex manufactures these satellite buses at scale using a combination of software, vertical integration, and hardware that is designed for manufacturing. Our spacecraft enable the future of society: ranging from earth observation to communications and more.
We'd love for you to join us on our mission of providing humankind access to the galaxy beyond our planet.
About the Role
As an Administrative Assistant at Apex, you'll provide high-level support for company leaders, ensuring their calendar, meetings, and day-to-day workflows run smoothly. This is a fast-paced, high-visibility role that requires exceptional attention to detail, strong organizational skills, and a proactive mindset. You'll play a key role in keeping schedules and daily operations running smoothly behind the scenes.
Responsibilities
* Own calendar coordination for a high volume of internal and external meetings, both on-site and virtual
* Prepare for on-site customer visits, including conference room readiness, meal coordination, etc.
* Manage internal meeting logistics, including recurring 1:1s and team syncs
* Proactively identify and resolve calendar conflicts and scheduling bottlenecks
* Track action items and help ensure nothing falls through the cracks
* Review inbox to flag urgent messages and help triage high-priority items
* Coordinate travel and lodging when needed
* Submit expense reports accurately and on time
* Jump in to support other tasks as assigned
Requirements
* All applicants must be a U.S. Person
* Prior experience in an administrative or executive support role preferred
* Exceptional attention to detail and organizational skills
* Strong communication and interpersonal skills, especially in customer-facing situations
* Ability to move quickly, stay organized, and maintain high standards in a fast-paced environment
* Comfortable working through ambiguity and shifting priorities
* Proficiency with calendar tools and Microsoft Office
* Prior startup experience is a plus
Why Join Apex?
Apex believes in creating a work environment that you look forward to embracing every day. Our employees love working at Apex, and we want you to love it too. We're a fast-growing startup backed by $200M in Series C funding, and we invest heavily in our people from day one.
What We Offer:
* Shared upside: Receive equity in Apex, letting you benefit from the work you create
* Best-in-class healthcare: 100% company-paid medical, dental, and vision for you and your dependents, plus $100k life insurance at no cost
* Comprehensive PTO package to reset and recharge - starting at 15 days vacation, growing to 20+ days annually, plus 10 paid holidays
* Competitive 401(k) plan with generous matching - 100% match on first 3%, 50% on next 2%
* 8 weeks paid parental leave plus childcare reimbursement up to $350/day for work-related travel
* Daily catered lunch and unlimited snacks to keep you fueled throughout the day
* Vibrant community: Monthly office BBQs, pickleball tournaments, run club, and social gatherings for you and your family
* Your dream desk setup and all the tools you need to be your most productive self
* World-class Playa Vista office with EV chargers, with the benefit of in-person collaboration with amazing coworkers and flexibility to integrate work and life
* Real impact opportunity: Work alongside experts from aerospace, new space, and other cutting-edge industries to make a lasting difference
Ready to join a team where your contributions matter and your future is bright? Let's build something extraordinary together.
Equal Opportunity Employer
Apex Technology, Inc. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Candidates and employees are always evaluated based on merit, qualifications, and performance. We will never discriminate on the basis of race, color, gender, national origin, ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability, or any other legally protected status.
$36k-51k yearly est. 8d ago
Administrative Assistant
Appleone 4.3
Administrative specialist job in Ontario, CA
Campus Support Coordinator | Full-Time | On-Site We're a mission-driven organization focused on training the next generation of skilled trades professionals and creating real pathways to opportunity. We're hiring a Campus Support Coordinator to be the heartbeat of our campus. This role is highly people-facing and hands-on-you'll be the first point of contact for students, staff, and partners, while keeping daily operations organized and moving smoothly.
What you'll do
Serve as the front-line contact in person and by phone
Support day-to-day campus operations, scheduling, and administration
Manage digital documents and workflows using tools like Docusign and Google Workspace
Support onboarding for students and staff
Assist with campus communications, flyers, emails, and outreach using Canva
Jump in where needed to support a fast-moving, collaborative team
What we're looking for
2+ years of administrative, operations, or support experience
Experience in nonprofit, education, or workforce development strongly preferred
Strong communication skills and attention to detail
Comfortable working in a people-heavy, in-person environment
Organized, adaptable, and service-oriented
Equal Opportunity Employer / Disabled / Protected Veterans
The Know Your Rights poster is available here:
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The pay transparency policy is available here:
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For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.
We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.
AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
********************************************** Contents/E-Verify_Participation_Poster_ES.pdf
We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Support the Southern California Conference ("SCC") in accomplishing its mission, "to exalt Christ by cultivating healthy churches and schools and embody its values of integrity with transparency, engagement, stewardship, unity in diversity, and relationships and team.
Perform a wide range of office and administrative functions to ensure office operations run efficiently and effectively.
ESSENTIAL FUNCTIONS
Regular attendance and punctual attention to duties listed below.
Composes and prepares routine correspondence for signature.
Answers the phone, retrieves messages, provides information and receives information.
Prepares and distributes notices of Asset Management Committee Meetings.
Record, index and maintain Minutes of Asset Management Committee Meetings.
Assist in setting up Escrow Documents for signature.
Assist with legal documents - Notes, Grant Deeds, Deeds of Trusts, Substitution of Trustee, Full Reconveyances, Leases, etc.
Notarize documents on request.
Prepare, compile, maintain data and documents to support annual tax exemption applications.
Exhibit proficiency in or the ability to learn asset management software to track and develop reporting for trends and analysis of all Conference properties;
Develop and maintain calendar and schedule for department and department Director.
Participate in all office activities such as weekly staff meeting/worship, department/committee meetings and conference socials.
Upgrade office skills and enhance knowledge regularly by attending approved seminars and webinars for professional and personal development.
Comply with policies and procedures of the Conference, including but not limited to those in the employee handbook and the North American Division Working Policy.
Perform other duties as assigned.
ESSENTIAL RISK MANAGEMENT FUNCTIONS:
Ongoing liaison communications with NAD Adventist Risk Management general liability and auto insurance representatives, maintaining entity updates, insurance changes, and other concerns as the needs arise.
Assist in the management of annual entity auto insurance updates and distributions.
File annual Certificates of Insurance for churches, entities renting.
Receive ongoing requests for Certificates of Insurance, additions to insurance policies, auto acquisitions, Pacific Union Conference Loans; deletions of the same when required.
Assist in managing Volunteer background checks with the Southern California churches and entities, to include but not be limited to Pathfinders & Adventurers, Sabbath School Leaders and all volunteers, Chaperones, Drivers, and key church leaders.
Effective and appropriate communicator with Pastors and other church lay leaders.
Maintain a local "open claims" eFile for insurance reference and direct answers.
Assist in the coordination of annual SCC Adventist School entities' student acquisition insurance and communications with Education Department.
Liaison with ARM and local entities regarding annual property inspections.
Maintain department calendars efficiently.
Respectfully represent the department and the Director.
A Team player who is self-motived and can work independently.
Can follow directions and accept constructive criticism.
REQUIRED QUALIFICATIONS
To perform this job, the individual
Must perform each essential duty and responsibility satisfactorily, and
Be a member of the Seventh-day Adventist Church in good standing, and
Possess a proven track record of effective leadership, judgment, collaboration, a learner and possess
character above reproach, and
Meet the requirements listed below.
Education and Experience
Prefer three (3) years of experience in a secretarial or administrative position in a Seventh-day Adventist institution or entity performing average and above-average difficulty duties; OR
At least one (1) year of experience in a secretarial position in a Seventh-day Adventist institution or entity performing average and above-average difficulty secretarial duties AND an undergraduate degree in a relevant field (e.g., secretarial sciences or office administration); and
Must be a baptized member of a local Seventh-day Adventist Church and follow the religious teachings and practices of the Seventh-day Adventist Church and uphold Biblical principles of morality, deportment, health, and dress as interpreted by the Seventh-day Adventist Church.
Competencies
High organizational skills in prioritizing tasks daily.
Desire to work as a team with results driven approach.
Ability to communicate clearly and effectively in writing and speaking.
Ability to relate to others well individually and in teams.
Display honesty, integrity and ethics.
Good judgment and accountability.
Ability to make independent decisions and solve problems.
Ability to maintain strict confidentiality of privileged information.
Self-starter and able to work with minimal direct supervision.
Ability to perform simple arithmetic calculations.
Understand general policies and procedures of the Conference.
Ability and willingness to follow protocol.
Ability to speak other languages is desirable.
Personality Traits
Professional, punctual, flexible, tactful and discreet, approachable, proactive, dependable, pleasant, "can-do" attitude,
professional appearance, high level of emotional and social intelligence.
Appropriately represent the Seventh-day Adventist Church and the Southern California Conference in a professional
and appropriate manner including attire and demeanor.
PHYSICAL DEMANDS
While performing the duties of this job, the employee may be required to do the following for prolonged or significant periods: sit, stand; walk; use hands and fingers; reach with arms; talk; and hear. The employee is occasionally required to climb, balance, stoop, and kneel. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close, distant, color, peripheral vision and ability to adjust focus.
WORK ENVIRONMENT
Work usually takes place in an office environment where the noise level is moderate in both indoor and outdoor environment. Travel on assignment will be required at times. May be required at times to work on weekends for different events or meetings.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
$33k-46k yearly est. 8d ago
Assistant, C-Suite
Lionsgate 4.8
Administrative specialist job in Santa Monica, CA
Lionsgate is seeking a highly organized and adaptable Assistant, C-Suite. This role reports directly to the Executive Assistant to the Chief Executive Officer and will provide key administrative and operational support to both the CEO and Vice Chairman, while also serving as a secondary resource to the broader C-suite executive support team. This is an excellent opportunity for a highly motivated individual interested in the business side of the industry, looking to grow within a high-performing, collaborative environment.
Responsibilities
Provide day-to-day administrative and operational support to the CEO and Vice Chairman under the guidance of the Executive Assistant to the CEO
Assist with managing calendars, scheduling meetings, and preparing meeting materials
Coordinate travel arrangements and itineraries as needed
Help with organizing documents, decks, reports, and incoming materials such as scripts and screenings
Support internal and external meetings by setting up in-person or virtual spaces and capturing key follow-up items
Act as a liaison and point-of-contact on behalf of the executive office when needed
Partner closely with the Executive Assistant to ensure high-level priorities and day-to-day details are aligned and executed smoothly
Provide backup support to the Executive Assistants of the C-suite, stepping in as needed to ensure continuity during busy periods or absences
Assist with ad hoc tasks and special projects across the executive team, including research, prep materials, and event support
Uphold the highest standards of professionalism and confidentiality across all responsibilities
Be available after hours for urgent, time-sensitive needs, as required
Qualifications and Skills
Bachelor's Degree in Business Administration with focus in Finance, Economics, Marketing, etc.
Proficient in MS Office Suite (Outlook, Excel, Word, PowerPoint)
Strong verbal and written communication skills
Meticulous attention to detail and highly organized
Ability to multitask, manage shifting priorities, and remain calm under pressure
Comfortable working in a dynamic, fast-paced environment with senior-level executives
A team player with a can-do, no-task-too-small attitude and eagerness to learn from a seasoned Executive Assistant
Nice to Haves
1+ years of relevant administrative or assistant experience, ideally in the entertainment, media, or creative industries
Experience supporting multiple executives or working in a “floater” or cross-functional support role
Passion for the entertainment industry and an interest in executive leadership operations
Familiarity with industry workflows such as production, agencies, or talent relations
About Lionsgate
Lionsgate (NYSE: LION) is one of the world's leading standalone, pure play, publicly traded content companies. It brings together diversified motion picture and television production and distribution businesses, a world-class portfolio of valuable brands and franchises, a talent management and production powerhouse and a more than 20,000-title film and television library, all driven by the studio's bold and entrepreneurial culture.
Our Benefits
Full Coverage - Medical, Vision, and Dental
Work/Life Balance - generous sick days, vacation days, holidays, and Impact Day
401(k) company matching
Compensation
$43,000 - $45,000
EEO Statement
Lionsgate is an equal employment opportunity employer. All employees and applicants are evaluated on the basis of their qualifications, consistent with applicable state and federal laws. In addition, Lionsgate will provide reasonable accommodations for qualified individuals with disabilities. Lionsgate will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable state and federal law.
$43k-45k yearly 1d ago
Administrative Assistant
Lumicity
Administrative specialist job in West Hollywood, CA
Type: Full-Time | Onsite
Compensation: Base Salary $50,000
At Lumicity, we're a specialized recruitment consultancy dedicated to building world-class teams across some of today's most exciting and impactful industries - Technology, Life Sciences, Renewable Energy, and Aerospace.
Our success doesn't stop once a placement is made. We believe in supporting our contractors throughout their assignments to ensure a smooth, positive, and rewarding experience - and that's where you come in.
The Opportunity
We're looking for a Administrative assistant to join our growing team in West Hollywood. This person will serve as the main point of contact for contractors once they begin their assignments with Lumicity's clients.
You'll be responsible for ensuring that every contractor's journey runs seamlessly, from timesheet submissions to ensuring payroll accuracy (though you won't be processing payroll yourself), and helping resolve any issues that may arise during the assignment.
This is a relationship-driven, service-oriented position ideal for someone who's proactive, organized, and enjoys supporting people in a fast-paced, professional environment.
What You'll Do
Serve as the primary point of contact for contractors once they are placed on assignment.
Ensure timely timesheet submissions and follow up with contractors or clients as needed.
Coordinate with the payroll and compliance teams to ensure smooth weekly or biweekly payments.
Build and maintain strong relationships with contractors to ensure satisfaction and engagement throughout their contracts.
Act as a problem-solver, helping to address and resolve issues related to assignments, communication, or client expectations.
Keep accurate records of communications, status updates, and contractor milestones.
Partner with recruiters and account managers to maintain a positive experience for both contractors and clients.
Support renewal discussions and identify opportunities to strengthen contractor retention.
Who You Are
We're looking for someone who genuinely enjoys helping others succeed and has a natural ability to stay organized while juggling multiple priorities.
A great communicator who builds trust easily and handles sensitive matters with professionalism.
Organized and detail-oriented, ensuring deadlines (like timesheets!) are never missed.
Empathetic and solutions-focused, able to navigate challenges calmly and effectively.
Collaborative, comfortable working closely with recruiters, account managers, and operations teams.
Tech-savvy, familiar with CRM systems, spreadsheets, and digital communication tools.
Experience in customer service, staffing, or contractor management is a plus, but not required.
Why Join Us?
Be part of a fast-growing company with a strong reputation in high-impact industries.
Work in a collaborative, people-first culture where your role directly affects contractor satisfaction and retention.
Enjoy clear career growth opportunities, with potential to move into account management or operations leadership.
Get hands-on training and mentorship from industry experts.
Thrive in a high-energy, supportive, and team-oriented office environment in West Hollywood.
$50k yearly 5d ago
Buying Assistant
24 Seven Talent 4.5
Administrative specialist job in Los Angeles, CA
We're partnering with a well-known fashion brand to find a Buying Coordinator to support their Men's Factory team on a short-term onsite assignment, with potential to extend. This is a great entry-level opportunity for someone looking to gain hands-on experience in buying and merchandising operations.
Position Details:
• Title: Buying Coordinator
• Department: Men's Factory-they are open on category
• Location: Fully onsite - Los Angeles
• Schedule: Monday-Friday, 7:30am-4:30pm
• Type: Temporary (approximately 1 month, with potential to extend)
• Start Date: ASAP
• Pay Rate: $20-$23/hr (based on experience)
Responsibilities:
• Support the men's buying team with sample management and organization
• Assist with reports and light data entry
• Handle heavy written communication and light phone communication
• Maintain accurate tracking of samples and related documentation
• Provide general administrative support to the buying team
Qualifications:
• Entry-level experience
• Comfortable working on a PC
• Proficient in Microsoft Word, Excel, and Outlook
• Strong written communication skills
• Organized, detail-oriented, and able to manage multiple tasks
If you're interested in gaining experience with a well-established fashion brand and supporting a fast-paced buying team, please apply or message directly with your resume.
$20-23 hourly 3d ago
Business Litigation Secretary
Adams & Martin Group 4.3
Administrative specialist job in Los Angeles, CA
Join a well-established and growing firm where you'll play a key role supporting a busy litigation team. We're looking for a detail-oriented, tech-savvy professional who can manage a variety of responsibilities in a fast-paced, collaborative environment.
Key Responsibilities & Qualifications
Provide administrative and litigation support throughout all stages of commercial/business litigation.
Draft, revise, and prepare legal documents, including pleadings, discovery, and correspondence.
Manage court filings-particularly California state and federal electronic filings.
Maintain attorney calendars, deadlines, and case-related schedules.
Assist with trial preparation, including exhibits, binders, and logistics.
Organize and manage case files and document production.
Communicate effectively with clients, court staff, and internal teams.
Please submit your resume in MS Word format for immediate and confidential 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.
Job Reference: JN -012026-413080
$39k-46k yearly est. 2d ago
Executive Personal Assistant
Pocketbook Agency
Administrative specialist job in West Hollywood, CA
JRN #2373
We are looking for a dynamic Executive Personal Assistant to support a Partner of a Media Management Company specializing in Film/TV, Music, Fashion, Art, and Content Creation. The ideal candidate is someone who is well-versed with prioritization, multi-tasking, calendaring, and has excellent written and verbal communication skills and has supported a busy executive with a high-volume desk. Although this role is in the entertainment industry, this position is open to individuals from any industry.
Responsibilities:
Booking travel, calendars, appointments, and organizing the lives of clients and principal
Heavy/high-volume calendar management and scheduling
Administrative tasks such as typing up memos and written correspondence
Coordinating gifts and arrangements for clients
Running errands for clients
Collaborating with internal staff and on interdepartmental projects
Schedule: 9:30-7:30PM or 10:30-8:30PM, overtime eligibility
Requirements:
3-8 years of experience within a fast-paced, high intensity work environment
A real, comprehensive knowledge of and passion for at least two of the following mediums: Digital + Content Creation, Film/TV, Music, Fashion, and Art
Ambitious love of culture and keeping up with what's happening, reading screenplays, listening to music, and engaging in the craft and material of art and entertainment.
Ability to interface with clients and vendors representing the company in a positive and professional manner.
True gatekeeper skillset (for internal and external parties for the Executive). Confidentiality and savviness is key.
Highly proficient in Google Workspace and Microsoft Office: InDesign, Adobe, Outlook, Excel, Word, PowerPoint, and other software inclusive of AI products.
Reliable vehicle for transportation and errands
Strong follow through skills
Vaccinated against COVID-19 and other influenzas deemed recommended by medical professionals.
Location: On site, 4x a week in West Hollywood
Salary: $50k base + OT (when required) and benefits
$50k yearly 3d ago
Office Coordinator
LHH 4.3
Administrative specialist job in Norwalk, CA
Job Title: Administrative Coordinator
Type: Contract-to-Hire
Pay Rate: $25-$27/hour
LHH is seeking a highly organized and detail-oriented Administrative Coordinator to join our client's team. This role will work closely with the Project Office Manager to support day-to-day operations and ensure smooth administrative processes.
Key Responsibilities:
Process payroll accurately and on time
Handle new hire onboarding and terminations
Manage extra work billings and related documentation
Maintain document control and ensure compliance with company standards
Provide general administrative support across the project team
Qualifications:
3-5 years of administrative experience required
Construction industry experience strongly preferred
Strong proficiency in Microsoft Office Suite and document management systems
Excellent organizational skills and attention to detail
Ability to multitask and prioritize in a fast-paced environment
Equal Opportunity Employer/Veterans/Disabled
To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to *******************************************
The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance
How much does an administrative specialist earn in Palmdale, CA?
The average administrative specialist in Palmdale, CA earns between $30,000 and $87,000 annually. This compares to the national average administrative specialist range of $25,000 to $58,000.
Average administrative specialist salary in Palmdale, CA