Executive Personal Assistant to CEO
Administrative Specialist Job 32 miles from Riverside
#1907
We are seeing a talented and passionate individual to support the CEO of a portfolio of successful consumer lifestyle brands. This individual will plan and execute high-end corporate, private, and social events. The ideal candidate must have an exceptional eye for aesthetics, and the ability to curate bespoke dining experiences at the highest level. The ideal candidate will also have a deep understanding of the luxury market, impeccable taste, and the skills to deliver flawless events. While the main focus is to support the CEO, this individual will also support the CFO as needed.
Responsibilities:
Act as a personal assistant when necessary, house management, dining reservations, hotels, events, errands, all events business and personal, travel etc.
Complete a broad variety of administrative tasks including managing an active calendar, completing expense reports, placing promo orders, composing and preparing confidential and time-sensitive correspondence and some personal related duties.
Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings.
Communicate directly, and on behalf of the Executives as necessary.
Follow up and manage business contacts made by the Executives and support the cultivation of ongoing relationships.
Maintain a high-level of confidentiality in all areas of discussion with the Executives.
Support the Executives in strategic communications, organization strategy, and all other projects as assigned including presentations preparation, reports, and correspondence/memo drafting and editing.
Plan and execute executive meetings, all-staff meetings, board meetings to include securing location(s) and arranging for refreshments to accommodate all and attend as needed.
Take meeting minutes and submit them in a timely manner.
Requirements and Qualifications:
Bachelor's degree required.
Must have 5-8 years of Executive Assistant experience.
Elevated level of proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat.
Expert-level written and verbal communication skills, analytically minded, attention to detail.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly.
Extraordinarily strong people skills and the ability to build relationships with but not limited to staff, board members, supporters.
Ability to take initiative and anticipate tasks and needs of the Executives.
Strong problem-solving and decision-making skills.
Ability to handle confidential information with discretion, be adaptable to various competing demands.
Schedule:
This is a full-time position in office. Days and hours of work generally are Monday through Friday, 8:00 a.m.-5:00 p.m. On call as necessary for special events. Any required travel is primarily local during the business day with some exceptions from time to time.
Location & Office Structure: This is an in-office hybrid position, mandatory 4 days per week in office, in Irvine, CA.
Compensation: up to $160,000 depending on experience, plus opportunity for annual bonus.
Benefits and Perks:
Complimentary chef prepared breakfast and lunch provided Monday - Thursday
Generous product gift program and all brand discounts
Company bonus program
5 year and 10-year Anniversary gifts to Hawaii and other desirable destinations
Wellness program, including but not limited to in-office gym and group fitness classes
Medical, Dental, Vision insurance, company paid life insurance, 401k with employer
15 Days of PTO plus one additional day of PTO every year on your anniversary and 3 Floating Holidays per year
Paid beach and giveback days, biannual team building events and other in person celebrations
Dog friendly office
Chief of Staff / Executive Assistant
Administrative Specialist Job 32 miles from Riverside
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 Personal Assistant
Administrative Specialist Job 32 miles from Riverside
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
Administrative Coordinator
Administrative Specialist Job 49 miles from Riverside
Our client, a financial Services firm in Palm Springs, CA, is looking to add an Administrative Coordinator to one of their Operations teams! Responsibilities of this position include reviewing client account transfer activity, assisting with running regulatory reports, and covering basic administration functions such as phone coverage and scanning/printing needs. The ideal candidate will come with 1-3 years of administration experience for a financial services firm, preferably covering and operations or compliance team.
Responsibilities Include:
Receiving training on regulatory guidelines for brokerage account transfers and maintenance
Applying training to assist the team with account activity monitoring and regulatory reporting
Covering various administrative duties such as directing phone calls, light filing, and distributing mail
Requirements:
1-3 years of experience in an administrative role for a financial services firm, Operations or Compliance experience a plus
Ability to learn quickly and apply new concepts
Strong capabilities in Microsoft Office, especially Excel and Outlook
Administrative Coordinator
Administrative Specialist Job 34 miles from Riverside
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 32 miles from Riverside
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 ***************************
Litigation Secretary
Administrative Specialist Job 32 miles from Riverside
The Litigation Secretary provides high-level administrative and secretarial support to attorneys within the litigation department. This role requires a strong understanding of legal procedures, excellent organizational and communication skills, and the ability to work independently and as part of a team.
Essential Duties and Responsibilities:
Calendar Management:
Manage complex attorney calendars, including scheduling meetings, court appearances, depositions, and travel arrangements.
Proactively identify and resolve scheduling conflicts.
Coordinate with clients, opposing counsel, and court personnel to schedule appointments.
Document Management:
Prepare, review, and proofread legal documents such as pleadings, motions, discovery requests, and correspondence.
Maintain electronic and physical files, ensuring accurate and organized records.
E-file documents with courts and other agencies as required.
Assist with the production of documents for discovery requests.
Case Support:
Conduct legal research and prepare case summaries as directed.
Assist with the preparation of trial exhibits.
Manage billing records and prepare invoices.
Assist with the organization and preparation of depositions and hearings.
Communication:
Communicate effectively with attorneys, clients, opposing counsel, and court personnel via phone, email, and in person.
Maintain professional and confidential communication at all times.
Administrative Support:
Order office supplies and maintain inventory.
Assist with travel arrangements, including booking flights and hotels.
Perform other administrative duties as assigned.
Qualifications:
High School Diploma or equivalent required; Associate's Degree in Paralegal Studies preferred.
Minimum [Number] years of experience as a Litigation Secretary or in a similar role.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Knowledge of legal terminology and procedures.
Excellent organizational and time-management skills.
Strong attention to detail and accuracy.
Excellent written and verbal communication skills.
Ability to work independently and as part of a team.
Ability to maintain confidentiality.
Strong work ethic and a professional demeanor.
Preferred Qualifications:
Experience with legal practice management software.
Experience with e-filing systems.
Experience in
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.
Executive Office Assistant
Administrative Specialist Job 41 miles from Riverside
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.
Administrative Assistant
Administrative Specialist Job 41 miles from Riverside
and Purpose: The Customer Service Administrative Assistant aids and facilitates Customer Service processes, playing a key role in the administrative support of the Customer Service department. Primary duties include preparing correspondence, fulfilling customer needs, and processing orders. This position will report to the Customer Service Manager.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Build sustainable relationships by communicating independently with customers and coordinating outbound communication to potential customers.
Answer customer service calls and provide updates on order status, lead times, and MOQ's
Utilize ERP system to file customer documents, process orders, and keep records of customer interactions.
Answer new customer inquiries, outline notes, and send to the appropriate Account Manager.
Review processes and procedures to continually improve our support to customers.
Collaborate with cross functional teams to ensure customer needs are satisfied.
Accurately and efficiently process orders end-to-end, enabling Operations to ensure timely delivery to customers.
Additional duties as assigned.
Required Skills
Ability to effectively communicate with customers, colleagues, and management.
Excellent organizational and time management skills with a proven ability to meet deadlines.
Ability to function well in a high-paced environment.
Outstanding knowledge of Microsoft Office.
Physical Demands
The physical responsibilities described here must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is frequently required to sit, stand, bend, as well as talk and hear. Specific vision abilities required by this job include close vision. Must be able to regularly use hands to handle or feel objects, tools, or controls, reach with hands and arms, and climb stairs. The position requires the ability to occasionally lift, push or pull office products and supplies, up to 25 pounds.
Travel
Local travel between worksites during the day may be required.
Position Type / Expected Hours of Work
This is a full-time position. Standard days and hours of work are Monday through Friday, 8:00-4:30 pm
Required Education and Experience
High school diploma or equivalent required
Preferred Qualifications
Associate degree preferred
Experience working in an office environment with 1+ years of customer support experience preferred
Deacom or similar ERP experience preferred
Compensation details: 18-22 Hourly Wage
PI318fe5263c05-26***********1
Administrative Specialist
Administrative Specialist Job 41 miles from Riverside
Pride Health is hiring an Administrative Specialist for one of its clients in California.
This is a 3-month contract with competitive pay and benefits.
Pay range - $20 - $25 per hour. (Based on relevant experience)
Length of assignment - 3 months contract (LOA)
Shift - M-F 8 am - 5 pm; 100% onsite.
Job Summary
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. Admin needs to be very polished/professional - they will be assisting with standard administrative duties such as daily calendar management, meeting minutes, small projects, stocking office/kitchen suppliers, confidential items, assisting managers with questions, etc. Due to the coverage nature of this role, it is an immediate need.
Job Duties
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 PO's.
Able to multitask and balance workload between complex projects and clerical duties.
Performs other duties as assigned.
Requirements
High school diploma or equivalent required.
Bachelor's degree in healthcare-related field preferred.
Minimum 4 - 7 years' experience required.
Four (4) years' administrative support experience in a health care or medically related field preferred
Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems required.
Benefits
Pride Global offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance, and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance, and employee discounts with preferred vendors.
Equal Opportunity Employer
As a certified minority-owned business, Pride Global and its affiliates - including Russell Tobin, Pride Health, and Pride Now - are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, or other characteristics
Admin Associate
Administrative Specialist Job 32 miles from Riverside
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 32 miles from Riverside
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 Assistant
Administrative Specialist Job 31 miles from Riverside
About the Company - Judge Healthcare is seeking an Administrative Assistant in Orange, CA!
In Office: Orange, CA
Contract: 6 months
Hours: Monday-Friday, 8a-5p PST
About the Role - The Administrative Assistant for the Program of All-Inclusive Care for the Elderly (PACE) will support the PACE center-based scheduling and encounter recordings by performing key clerical and administrative duties and organizing and coordinating activities for the Manager of the PACE Center. The role includes interaction with other departments and general office responsibilities. The incumbent will coordinate work or processes with other administrative staff.
Responsibilities -
Perform key clerical and administrative duties to support PACE operations.
Organize and coordinate activities for the Manager of the PACE Center.
Communicate with participants, family members, caregivers, other departments, and external stakeholders.
Handle projects requiring specialized background or knowledge relevant to the assignment.
Qualifications -
High School diploma or equivalent.
1 year of experience as an administrative assistant, or an equivalent combination of education and experience sufficient to perform the essential duties.
CPR and First-Aid Certification required, or must be obtained within six (6) months of hire.
Required Skills
Associate degree.
2 years of experience as an administrative assistant.
1 year of experience in healthcare.
Bilingual in English and one of the following languages (Arabic, Farsi, Chinese, Korean, Spanish, Vietnamese).
Pay range and compensation package - If this sounds like something you'd be interested in learning more about, please apply directly with an updated resume!
Christina Head, Sr. Healthcare Recruiter
Office Manager/Executive Assistant
Administrative Specialist Job 50 miles from Riverside
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 32 miles from Riverside
We are seeking a proactive and detail-oriented Administrative Assistant to provide essential support for daily operations. This role involves managing administrative tasks, maintaining records, coordinating payments, and assisting with various office functions. The ideal candidate is highly organized, adaptable, and able to multitask in a fast-paced environment.
Key Responsibilities:
Provide administrative support, including data entry, scheduling, and document management.
Track and process payments for invoices, fees, and other expenses.
Maintain and update records, reports, and databases.
Coordinate service requests and communicate with vendors as needed.
Assist with general office tasks such as filing, correspondence, and supply management.
Support team members by preparing reports, schedules, and other materials.
Handle incoming inquiries and provide assistance as needed.
Ensure compliance with company policies and procedures.
Qualifications:
Proficiency in Microsoft Office Suite and general administrative software.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Ability to multitask and work efficiently in a team environment.
Professional and customer service-oriented attitude.
Working Conditions:
Office environment with occasional deadlines requiring quick turnaround.
May require occasional overtime or weekend work.
Physical Requirements:
Regularly required to sit, use hands, and communicate clearly.
Occasionally required to stand, walk, bend, or lift objects up to 25 pounds.
Litigation Secretary
Administrative Specialist Job 32 miles from Riverside
Prestigious insurance defense law firm is seeking an experienced litigation secretary for its Irvine office. We offer competitive benefits and salary commensurate with years of experience and a great team of employees.
Role Description
This is a full-time in-office position for a Litigation Secretary at Gates, Gonter, Guy, Proudfoot & Muench LLP in Irvine, CA. The Litigation Secretary will perform day-to-day tasks to support legal proceedings for three attorneys. Personal characteristics that will contribute to the success in this position are a strong work ethic, high degree of personal responsibility and accountability, and a high degree of organization.
Qualifications
Proficiency in legal terminology and procedures
Excellent communication and organizational skills
Ability to manage legal documentation and correspondence
Familiarity with legal research and case management software
Experience in maintaining litigation calendars and scheduling
Knowledge of court filing procedures and e-filing systems
Assist with trial prep
Handle a wide variety of complex and confidential time-sensitive material
Strong attention to detail and time management skills
Must be able to take initiative, be reliable, professional and team-oriented.
Previous experience working in a litigation law firm or legal environment
We are an Equal Opportunity Employer.
Litigation Secretary
Administrative Specialist Job 40 miles from Riverside
Seeking a Legal Secretary to be an integral member of the firm's secretarial team and support our growing litigation practice.
A successful candidate should be able to execute a variety of secretarial duties related to an active and fast-paced litigation practice. These tasks will include working with attorneys, paralegals, and other members of the firm. The litigation secretary will be assigned to work with 2-3 litigation attorneys. Therefore, the candidate will need effective time management and organizational skills and be extremely detail-oriented.
Required Qualifications (Experience, Knowledge, Skills, and Abilities)
Experience in e-filing in appellate, district, and California superior courts.
Experience calendaring litigation deadlines with input from attorneys.
Familiarity with Compulaw, Best Authority, iManage.
Experience researching filing procedures for out-of-state filings.
Create TOC/TOAs, format and proofread documents
Administrative Assistant
Administrative Specialist Job 35 miles from Riverside
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
Personal Executive Assistant to Founder
Administrative Specialist Job 39 miles from Riverside
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 32 miles from Riverside
We are seeking a highly organized, proactive, and detail-oriented Litigation Secretary to support our Workers' Compensation practice. The ideal candidate will have experience in managing complex legal documents, performing administrative tasks, and assisting legal teams in preparing for trials, hearings, and arbitrations. This role is vital to ensuring the smooth operation of the litigation process while providing top-tier support to attorneys and clients.
Key Responsibilities
Prepare, file, and organize legal documents related to Workers' Compensation claims, including pleadings, motions, and discovery documents.
Maintain and manage case files, ensuring all documentation is accurate, up-to-date, and properly organized.
Draft and proofread correspondence, legal documents, and reports.
Assist attorneys with scheduling depositions, hearings, and meetings, ensuring all deadlines are met.
Prepare exhibits and trial notebooks for hearings and trials.
Communicate with clients, witnesses, experts, and opposing counsel as directed by attorneys.
Manage attorney calendars, ensuring all critical dates, deadlines, and court appearances are met.
Provide general administrative support including answering phones, taking messages, and handling daily office tasks.
Assist with billing by tracking time, expenses, and preparing invoices.
Perform other duties as assigned to support the smooth operation of the practice.
Qualifications
High school diploma required; college degree or relevant certification is a plus.
Minimum of 3 years of experience as a litigation secretary, ideally within Workers' Compensation or construction law.
Strong understanding of legal terminology, procedures, and workers' compensation laws.
Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
Proficiency with Microsoft Office Suite and legal management software.
Strong written and verbal communication skills.
Ability to work independently, as well as part of a team, in a fast-paced environment.
High attention to detail and accuracy in all tasks.
Desired Skills and Experience
Litigation
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.