Administrative Assistant jobs at Aspiranet

Adams & Martin Group has partnered with a well-respected law firm to identify an experienced Litigation Legal Secretary for their team. This is a full-time, on-site opportunity supporting attorneys with high-level litigation, legal document production, trial preparation, and administrative responsibilities. Responsibilities Perform advanced and highly skilled legal secretarial duties, including drafting, proofreading, and preparing complex litigation documents, pleadings, and correspondence Maintain consistent communication with attorneys, paralegals, clients, and regulatory agencies while upholding strict confidentiality of all legal matters Handle litigation calendar management, including monitoring court appearance dates, deadlines, filing requirements, and trial schedules Set up shell pleadings with minimal supervision and follow court-specific litigation protocols for federal and state courts Coordinate attorney travel arrangements, meetings, conferences, and trial preparation logistics Process incoming mail, enter attorney time, and prepare expense reports Exercise sound judgment and discretion when communicating with clients and legal partners Provide administrative support, overflow support, and serve as a team facilitator/team lead when needed Recommend and implement new procedures to improve workflow efficiency Maintain organized physical and electronic litigation filing systems for accurate document retrieval Perform clerical tasks including photocopying, mailing, messenger/FedEx coordination, and transcribing dictations or telephone messages Use litigation knowledge to ensure accurate and timely e-filings in federal and state courts Apply strong attention to detail when proofreading documents for accuracy, grammar, and legal formatting compliance Support attorneys with multitasking across competing litigation priorities and deadlines Integrate fully with the litigation team and contribute to a proactive, collaborative environment Qualifications Minimum of seven years of litigation secretarial experience in a law firm Expert-level knowledge of litigation court protocols, filing requirements, and e-filing procedures (federal and state) Strong proficiency in Microsoft Office Suite and legal document production Ability to type 60+ WPM Strong communication skills, professionalism, and ability to work with confidential legal information Highly organized, detail oriented, and able to work independently with minimal supervision Ability to prioritize tasks, meet deadlines, and manage shifting litigation demands Strong judgment, discretion, and ability to exercise initiative Problem-solving skills and ability to handle high-volume legal document workflows High school diploma or equivalent required Willingness to work overtime as necessary Benefits Thirty-five-hour work week Two weeks' vacation to start; three weeks after three years; up to four weeks accrued Ten days of sick leave Full health benefits, including vision coverage Work Schedule Full-time position, Monday-Friday, 9:00 AM-5:00 PM Hybrid schedule - must be in the office a minimum of three days per week Evening and weekend work may be required during peak litigation periods Non-exempt position under the Fair Labor Standards Act This firm offers competitive compensation, comprehensive benefits, and the opportunity to join a collaborative legal team with a strong litigation practice. Please submit your resume for 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. 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.

Prestigious global law firm is seeking an experienced Litigation Secretary to support Labor and Employment (L&E) attorneys in Los Angeles. The ideal candidate will possess excellent time management, communication, and organizational skills and have extensive knowledge of state and federal judicial systems and agency procedures in labor and employment law. Responsibilities Coordinate attorney support with internal teams (billing, calendar, etc.). Submit clear, accurate documentation to support teams. Track deadlines and notify attorneys as needed. Update litigation records (e.g., Virtual Binder, TOCs, TOAs). Prepare and file/e-file documents with state and federal courts ensuring proper service. Assist with preparing for trials, depositions, and hearings. Qualifications 5+ years of civil litigation defense experience; L&E Defense preferred. Strong organization for managing tasks across attorneys. Effective time management and prioritization skills. Expertise with Best Authority for TOCs/TOAs. Familiar with court rules & ECF procedures. Additional Information Compensation: $90,000 - $105,000 commensurate with relevant experience and education. The firm offers generous compensation and benefits packages. This hybrid position is based in Century City or Downtown, with a schedule of working in-office 2-3 days per week. Submit your resume in Word or PDF format today 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. 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.

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

If interested, please apply and email Carey@the RevelSearch.com and we will send you a DISC link. Director of Operations / Real Estate Coordinator / Executive Assistant Employment Type: Full-time, Hourly A highly successful real estate team in Lafayette, CA is seeking an experienced, tech-savvy Director of Operations / Real Estate Coordinator / Executive Assistant to support daily business operations, client service, marketing, and transaction coordination. This is a key role for someone who thrives in a fast-paced environment and enjoys bringing structure, organization, and smooth workflow to a top-producing real estate group. About the Role This individual will serve as the operational backbone of the team-managing administrative functions, organizing communication, supporting marketing efforts, and ensuring real estate transactions move forward efficiently. The ideal candidate is detail-oriented, proactive, and confident managing multiple priorities. Key Responsibilities Manage and prioritize high-volume email inboxes and daily communication. Coordinate marketing initiatives, open houses, client follow-ups, and listing activities. Oversee calendars, scheduling, task management, and team workflow. Utilize Monday.com for CRM tracking, project management, and daily operations. Prepare, organize, and execute real estate documents through DocuSign. Maintain an organized, professional office environment and support on-site operations. Act as the central point of contact for team members, contractors, and clients. Ensure all deliverables, deadlines, and transactions stay on track. Qualifications Prior experience in real estate operations, transaction coordination, or team executive support. Strong proficiency with Monday.com and DocuSign (required). Highly organized with strong follow-through and the ability to multitask. Tech-savvy with solid communication and customer-service skills. Comfortable working on-site five days per week. Knowledge of real estate contracts and processes is a plus. Schedule & Compensation Hours: Monday-Friday, 9:00 AM-5:00 PM (on-site; no remote option) Compensation: Hourly, with overtime paid at time-and-a-half for hours over 40/week Holidays: Six paid national holidays Benefits: Not offered

Pay Rate and Benefits: $70,000 to $95,000 per year, along with comprehensive benefits such as medical, dental, vision, etc. Position Type: Full-time, Direct Hire, Onsite LHH is currently seeking a skilled Civil Litigation Secretary to join large firm in Irvine, CA. As a Civil Litigation Secretary, you will play a crucial role in supporting our legal team in handling civil litigation matters. This position requires excellent organizational skills, a strong attention to detail, and the ability to work in a fast-paced environment. Responsibilities: Provide comprehensive administrative support to attorneys and legal professionals in civil litigation matters. Prepare, proofread, and format legal documents, including pleadings, motions, briefs, and correspondence. Maintain and organize case files, documents, and records. Manage court deadlines and assist in calculating pre-trial dates. Coordinate and schedule meetings, depositions, and court appearances. Conduct legal research and gather relevant information from various sources. Assist with court filings, including e-filing in state and federal courts. Assist with trial preparation, including organizing exhibits and trial binders. Qualifications: Minimum of 3 years of prior experience as a civil litigation secretary, supporting litigators in civil defense. Strong knowledge of civil litigation procedures. Proficiency in court deadlines and calculating pre-trial dates accurately. Experience with court filings, including e-filing in state and federal courts. Excellent organizational skills and the ability to manage multiple tasks efficiently. Strong attention to detail and accuracy in document preparation. Effective written and verbal communication skills. 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

Pay Rate and Benefits: $90,000 to $115,000 per year, along with comprehensive benefits such as medical, dental, vision, etc. Position Type: Full-time, Hybrid (3 Days Onsite), Direct Hire LHH is currently seeking a skilled Civil Litigation Secretary to join large firm in Los Angeles (Century City), CA. As a Civil Litigation Secretary, you will play a crucial role in supporting our legal team in handling civil litigation matters. This position requires excellent organizational skills, a strong attention to detail, and the ability to work in a fast-paced environment. Responsibilities: Provide comprehensive administrative support to attorneys and legal professionals in civil litigation matters. Prepare, proofread, and format legal documents, including pleadings, motions, briefs, and correspondence. Maintain and organize case files, documents, and records. Manage court deadlines and assist in calculating pre-trial dates. Coordinate and schedule meetings, depositions, and court appearances. Conduct legal research and gather relevant information from various sources. Assist with court filings, including e-filing in state and federal courts. Prepare and handle document production and discovery requests. Assist with trial preparation, including organizing exhibits and trial binders. Qualifications: Minimum of 5 years of prior experience as a civil litigation secretary, supporting litigators in civil defense. Strong knowledge of civil litigation procedures. Proficiency in court deadlines and calculating pre-trial dates accurately. Experience with court filings, including e-filing in state and federal courts. Excellent organizational skills and the ability to manage multiple tasks efficiently. Strong attention to detail and accuracy in document preparation. Effective written and verbal communication skills. High level of professionalism, integrity, and discretion. 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

We're partnering with a mission-driven organization that's actively interviewing for a Front Desk Receptionist/Admin. This is a full-time temporary role with the possibility of converting to permanent, ideal for someone who is tech-savvy, organized, and confident engaging with a variety of stakeholders in a fast-paced environment. If you're interested, please Apply Now to learn more! Role: Front Desk Receptionist/Admin Term: Temp with possible conversion Commute: Fully Onsite Salary: Up to $75K DOE Qualifications: • Bachelor's degree • 3+ years of experience in a Front Desk or administrative support role • Experience in nonprofit, education, or mission-driven environments • Strong communication skills, tech proficiency, and multitasking ability • Reliable, organized, and calm under pressure US Citizens and Permanent Residents welcome; unable to sponsor at this time

Pay Rate and Benefits: $75,000 to $95,000 per year, along with comprehensive benefits such as medical, dental, vision, etc. Position Type: Full-time, Hybrid (4 Days Onsite after 90 days), Direct Hire LHH is currently seeking a skilled Civil Litigation Secretary to join large firm in Los Angeles (Century City), CA. As a Civil Litigation Secretary, you will play a crucial role in supporting our legal team in handling civil litigation matters. This position requires excellent organizational skills, a strong attention to detail, and the ability to work in a fast-paced environment. Responsibilities: Provide comprehensive administrative support to attorneys and legal professionals in civil litigation matters. Prepare, proofread, and format legal documents, including pleadings, motions, briefs, and correspondence. Maintain and organize case files, documents, and records. Manage court deadlines and assist in calculating pre-trial dates. Coordinate and schedule meetings, depositions, and court appearances. Conduct legal research and gather relevant information from various sources. Assist with court filings, including e-filing in state and federal courts. Prepare and handle document production and discovery requests. Assist with trial preparation, including organizing exhibits and trial binders. Qualifications: Minimum of 3 years of prior experience as a civil litigation secretary, supporting litigators in civil defense. Strong knowledge of civil litigation procedures. Proficiency in court deadlines and calculating pre-trial dates accurately. Experience with court filings, including e-filing in state and federal courts. Excellent organizational skills and the ability to manage multiple tasks efficiently. Strong attention to detail and accuracy in document preparation. Effective written and verbal communication skills. High level of professionalism, integrity, and discretion. Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable. 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

Administrative Assistant (30 hours/week, Sacramento, CA) LHH is partnering with a large mission-driven non-profit organization in Sacramento, CA in search of an Administrative Assistant to support development and operational initiatives. This organization is dedicated to creating meaningful impact in the community through advocacy and support programs. The role offers an opportunity to contribute to a collaborative, purpose-driven environment while supporting critical administrative and donor-related functions. If you enjoy working in a fast-paced setting where precision and creativity matter, this could be a great fit. The ideal candidate is highly organized, detail-oriented, and tech-savvy, with strong communication skills and the ability to manage multiple priorities. They thrive in fast-paced environments, demonstrate professionalism and integrity, and bring advanced technical skills to streamline processes and support fundraising efforts. Key Responsibilities Manage calendars and scheduling for leadership. Process donations and maintain accurate donor records in CRM systems. Organize and maintain digital filing systems. Design and distribute newsletters, appeals, and e-blasts. Create and manage spreadsheets for inventory, events, and development workflows. Support event coordination, including vendor and volunteer logistics. Assist with grant research, tracking, and document preparation. Contribute to marketing and reporting projects (annual report, campaigns). Qualifications Associate degree or higher with 5+ years of clerical/administrative experience required. Advanced proficiency in Microsoft Office Suite and Google Workspace required. Strong Excel and Google Sheets skills (formulas, pivot tables) required. Experience with Canva; Adobe Photoshop required. Familiarity with donor CRM systems and QuickBooks strongly preferred. Knowledge of email marketing tools and social media content formatting. Excellent time management, organizational skills, and attention to detail. Professionalism, confidentiality, and strong communication skills. Grants experience strongly preferred. Job Type: Temp-to-Hire Start Date: ASAP Location: Fully on-site in Sacramento, CA Hours: 9:00 AM - 4:00 PM (5-6 hours/day) Pay Rate: $25-26/hour, depending on experience Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits, and 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, please visit: ******************************************* The Company will consider qualified applicants with arrest and conviction records in accordance with applicable laws, including the California Fair Chance Act and local ordinances. If you have the qualifications above and are interested in this opportunity - please apply today! If you are curious what else is available, please review the LHH website!

HKA Enterprises is unable to support C2C. 3rd party submissions and C2C requests will not be considered for any positions. Pay: $27.00 per hour The Administrative Assistant provides essential support to the regional maintenance team by managing scheduling, documentation, reporting, and vendor coordination. This role ensures operational efficiency, compliance readiness, and accurate data tracking across maintenance activities. Qualifications: Experience in administrative support, preferably in maintenance or facilities operations. Familiarity with CMMS platforms and timesheet systems. Strong organizational and communication skills. Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint). Ability to manage multiple priorities and meet deadlines. Responsibilities: Timesheet vs. CMMS Reconciliation Review and compare technician timesheets with logged hours in the CMMS (Computerized Maintenance Management System). Identify discrepancies and assist with corrections and follow-ups to ensure data integrity. Scheduling and Calendar Coordination Organize technician schedules for preventive and corrective maintenance tasks. Coordinate meetings, training sessions, and vendor appointments across multiple sites. Documentation and Compliance Tracking Maintain records related to safety inspections, permits, and regulatory compliance. Ensure documentation is current, organized, and readily accessible for audits. Reporting and Metrics Preparation Generate weekly and monthly reports on key maintenance performance indicators (e.g., equipment downtime, response time). Support data visualization and presentation development for leadership reviews. Collaborate with regional specialists and Wheels team on vehicle maintenance tracking. Vendor and Contractor Communication Liaise with external service providers to obtain quotes, schedule services, and manage site access. Track service agreements and ensure proper documentation is filed and maintained. Administrative Support for Training and Certifications Monitor technician certifications and training renewal schedules. Schedule training sessions and maintain accurate training records. C3PR Tracking and Mitigation Support Log and monitor Corrective, Preventive, Predictive, and Reactive (C3PR) maintenance activities. Assist in identifying patterns and support strategies to reduce reactive work. Ensure proper categorization and documentation in the CMMS. Collaborate with project managers to support mitigation efforts. #LI-AF1 #administrativeassistant #maintenanceandfacilitiesoperation #CMMS

Preeminent national defense firm has an immediate need for an experienced Litigation Secretary in their Downtown Los Angeles office. The Litigation Secretary will collaborate with a dynamic team of attorneys to deliver comprehensive support. The ideal candidate has 5+ years of experience drafting and revising correspondence, pleadings, and legal documents; organizing and managing electronic files; preparing expense reports; managing attorney calendars; and performing other legal administrative tasks as needed. Duties and Responsibilities: Maintain and update electronic case files, adhering to protocols for efficient searching and tracking. Prepare and revise legal documents, pleadings, exhibits, administrative filings, and mediation/arbitration materials. Manage attorney calendars to monitor deadlines, coordinate filings, and ensure timely task completion. Handle administrative tasks such as expense reports, client invoicing, conflict checks, and new client onboarding. Arrange travel logistics, including bookings, transportation, and updating reservations through the firm's travel agency. Proofread documents, prepare notebooks and exhibits, and manage confidential, time-sensitive materials. Required Experience: Minimum of 5 years of civil litigation experience with strong understanding of legal terminology and procedures. Commercial Litigation experience preferred but not required. Proficiency in e-filing systems (ECF and California state), document databases (e.g., NetDocs), and Microsoft Office Suite (Word and Outlook). Familiarity with billing and expense reporting software is a strong plus. Comprehensive benefits, generous PTO, and flexible work schedules offered. Compensation: $90,000 - $110,000 based on experience. If you are looking to work in an environment of open communication and collaboration built on mutual respect across all levels of the firm, this is the place for you! Apply today 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. 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.

A Century City law firm is seeking a Litigation Assistant to join their team. The Litigation Assistant will provide comprehensive administrative and legal support to multiple attorneys in a fast-paced environment. This Litigation Assistant role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a high-quality work product. Firm offers competitive salary, full benefits package, and hybrid on-site/hybrid work location. Litigation Assistant Duties, Responsibilities & Qualifications: Prepare and revise correspondence, pleadings, discovery submissions, and exhibits for agency, state, and federal matters. Assist with preparation of administrative filings/exhibits in agency matters, exhibits for submission in a variety of matters. Experience working in ECF and California state e-filing systems Proficiency in document management systems (NetDocs or similar), Microsoft Word and Outlook; familiarity with billing and expense software (InTapp, Concur) is a plus 5+ years of experience + an associate degree or 4-year college degree preferred, or relevant experience considered. 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.

Job Title: Litigation Secretary (Legal Secretary / Practice Assistant / Practice Specialist) Status: Temp-hire or Direct-hire About the Role: Adams & Martin group is assisting a mid-sized litigation firm with an experienced Litigation Secretary position to support attorneys in document preparation, filings, calendaring, and trial support. Responsibilities: Strong preference for experience e-filing in state, federal and appellate courts Prepare and file legal documents (e-filing and hard copy) Draft correspondence and manage client communications Schedule meetings, depositions, and conference rooms Maintain calendars in ProLaw and Outlook; calculate deadlines under local, state, federal, and appellate rules Update and organize electronic files in ProLaw Process invoices and handle administrative tasks Skills & Qualifications: Strong organizational, communication, and proofreading skills Ability to manage deadlines and prioritize tasks Knowledge of ProLaw preferred; Adobe/Kofax PDF editing a plus To apply, please submit your resume for immediate consideration. Interviews are being scheduled now. 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.

Our client, a prestigious global investment firm, is seeking an experienced Administrative Assistant to support a team of professionals. This is an excellent opportunity for someone who enjoys working in a fast-paced environment and takes pride in keeping operations running smoothly. Key Responsibilities: Manage daily calendars, schedule meetings, and coordinate logistics for internal and external appointments. Arrange travel and handle detailed itineraries, ensuring accuracy and efficiency from start to finish. Process expense reports and maintain accurate records in a timely manner. Assist with preparing documents, reports, and presentations with strong attention to detail. Support client meetings and occasional events by coordinating catering, venues, and materials. Serve as a point of contact for internal and external communications. Collaborate with team members to provide backup support and ensure seamless workflow across departments. Take initiative on special projects and general administrative tasks as assigned. Qualifications: 5+ years of administrative experience supporting senior leaders or teams. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Strong organizational and time-management skills with the ability to multitask. Excellent written and verbal communication skills. Professionalism, discretion, and strong attention to detail. A proactive mindset with the ability to anticipate needs and adapt to changing priorities. You can use www.workgrades.com to collect and manage your references for free and share them with us or anyone else you choose. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.

Our client is seeking an Administrative Assistant to support the CEO. 100% on site Non-Profit experience HUGE plus! The Administrative Assistant provides high-level administrative support to the Chief Executive Officer (CEO) and serves as the central coordinator for all grant-related calendaring, communications, deadlines, and reporting. This position ensures timely and accurate execution of grant applications, letters of interest, progress reports, expenditure tracking, and closeout requirements. The role also supports organizational initiatives with administrative preparation and coordination for special events, program visibility opportunities, and donor/grantor stewardship activities. The ideal candidate is proactive, detail-oriented, and skilled at managing complex timelines and confidential information. They anticipate needs, maintain excellent communication, and help drive organizational priorities forward with accuracy and professionalism. Essential Duties & Responsibilities CEO Administrative Support Manage the CEO's calendar, appointments, meetings, and travel arrangements. Prepare agendas, pre-reads, meeting packets, and follow-up action items for internal and external meetings. Draft, edit, and proofread professional correspondence, announcements, reports, presentations, and documents. Assist with Executive Team and Leadership Team meetings, including note-taking and distribution of follow-up items. Maintain organized digital filing systems and protect secure and confidential information. Serve as a primary administrative partner for CEO-driven initiatives and cross-departmental projects. Grant Coordination & Calendaring Maintain a comprehensive grants calendar including deadlines for letters of interest, applications, supporting documents, interim reports, expenditures, compliance requirements, and final reports. Track progress of all grant tasks across departments and send proactive reminders to ensure deadlines are never missed. Assist with data gathering, demographic research, and other information needed for proposals. Coordinate with Marketing, Program Delivery, and Finance to ensure grants are accurately represented, properly documented, and fully compliant with reporting expectations. Manage grant data entry and reporting using CRM and other software systems. Maintain grant tracking spreadsheets, funding documentation, and financial/statistical updates. Donor & Grantor Relations Serve as a professional point of contact for donors and grantors, coordinating communication and scheduling meetings on behalf of the CEO. Draft and send acknowledgment letters, thank-you messages, stewardship updates, and annual reports. Maintain accurate donor and grantor information, activity histories, and stewardship tasks in CRM. Coordinate donor and funder meetings, site visits, calls, and follow-up communications. Support donor outreach, engagement materials, and impact updates tied to grant-funded or donor-supported programs. Ensure deadlines for grantor reporting are met with excellence, accuracy, and professionalism. Cross-Department Collaboration Partner with Marketing to prepare newsletters, web content, and updates that highlight grant-funded programs and donor-supported initiatives. Work with Program Delivery to gather program data, track outcomes, and meet reporting requirements tied to grants. Support the CEO with cross-functional administrative requests requiring coordination between departments. Special Event Support Provide administrative and logistical support for organizational events, donor gatherings, program celebrations, and community engagement activities. Assist with scheduling, logistics, invitations, registrations, run-of-show documents, onsite support, and post-event follow-ups. Coordinate event communication and documentation including agendas, attendee lists, thank-you notes, and tracking of post-event action items. General Administrative Support Create, prepare, and distribute correspondence, reports, spreadsheets, and presentations. Answer calls, schedule meetings, and maintain communication workflows for the CEO's office. Assist with data entry, filing, documentation, and project tracking. Execute administrative tasks as assigned to support smooth operation of the CEO's office and organizational priorities. Qualifications Bachelor's degree in Business, Organizational Development, Public Administration, Communications, or related field OR minimum three years of progressively responsible administrative support experience, preferably in a nonprofit setting. Experience supporting executive leadership strongly preferred. Prior experience with grants, donor communications, or fund development support strongly preferred. Demonstrated organizational, time management, analytical, and problem-solving skills with exceptional attention to detail. Strong proficiency in MS Office Suite, databases, and virtual meeting platforms; experience with CRM systems a plus. Excellent oral and written communication skills, including editing and professional formatting. Ability to manage confidential and highly sensitive information with discretion. Self-motivated, resourceful, and capable of anticipating needs and working independently. Requirements Ability to work 37.5 hours per week, with occasional evenings or weekends based on CEO schedule or grant deadlines. Daily access to reliable transportation within the organization's service area. Ability to travel by car as a driver or passenger for extended periods. Ability to lift, push, and/or pull up to 25 pounds. Ability to stand, bend, walk, or sit at a computer for extended periods. Successful completion of a criminal background check.

A well-established litigation practice is seeking a Litigation Secretary for their San Francisco office. This is a full-time, on-site opportunity providing complex and specialized secretarial and administrative support to attorneys and other timekeepers. The Litigation Secretary will play a key role in maintaining efficient case management, ensuring accurate and timely document preparation, and supporting daily operations within a collaborative team environment. Responsibilities Complete all document processing and correspondence assignments accurately and within timekeepers' deadlines Manage, organize, and maintain documents and pleadings in iManage and on a shared M drive Maintain attorney/paralegal calendars; schedule meetings and input all court-related deadlines Communicate with the docketing department regarding litigation deadlines Redline documents using Litera Draft pleadings and discovery documents, including master captions, notices, declarations, proposed orders, and proofs of service Arrange for court filings, including electronic filing and service in accordance with state, federal, and local rules Coordinate with vendors for service of process, subpoenas, and courtesy/chambers copies Handle attorney admissions for various courts (California, Washington State, New York, etc.) Coordinate court reporters and videographers for depositions and hearings Assist with deposition exhibit preparation Prepare, draft, and coordinate service of subpoenas Proofread all documents for accuracy Conduct basic legal research Assist with DocuSign document preparation Manage incoming and outgoing telephone calls professionally Maintain strong client relationships on behalf of attorneys Enter time daily using Intapp Provide support to additional team timekeepers, as needed Prepare New Business Forms, conflict checks, engagement letters, and waiver letters Prepare and process invoices, expenses, check requests, reimbursements, and related accounting documentation Assist with conference room reservations for meetings and depositions Copy sensitive documents that should not be sent to the Copy Center Make travel arrangements in compliance with firm Travel Policy Review, distribute, and process prebills Coordinate internal procedures and compile materials for attorney/paralegal audit letter responses Perform other duties as assigned Qualifications Required: Proficiency in iManage and other firm software applications after training Ability to work overtime as needed Proficiency in Microsoft Office Suite Strong understanding of court rules, procedures, and legal terminology Previous litigation secretarial experience Preferred: Bachelor's degree Work Environment Full-time position based in the San Francisco office Professional, collaborative environment supporting complex litigation work Overtime may be required as needed All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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

Ultimate Staffing Services is actively seeking an Academic Project Assistant for a reputable educational institution in San Marcos, CA. This role is designed for an individual who is organized, detail-oriented, and passionate about supporting academic projects and initiatives. Responsibilities: Assist in the coordination and management of academic projects and programs. Prepare and maintain detailed project documentation and reports. Collaborate with faculty and staff to ensure project goals and timelines are met. Organize and schedule meetings, events, and workshops related to academic projects. Provide administrative support, including managing communications and correspondence. Analyze data and compile insights to inform project decision-making. Support the development and implementation of academic initiatives and strategies. Ensure compliance with institutional policies and procedures. Requirements: Excellent organizational and time management skills. Strong written and verbal communication abilities. Ability to work independently and collaboratively in a team setting. Proficient in Microsoft Office Suite and project management tools. Prior experience in an academic or administrative support role is preferred. Work Hours: The position is on-site in San Marcos, CA from 8:00 AM to 5:00 PM, Monday - Friday 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.

Your Opportunity Join Aspiranet and find a career your heart will love. You'll be part of a vibrant team making a difference in the lives of children, youth and families every day. Founded in 1975 with locations across California, Aspiranet is a trusted neighbor, partner and service provider that exists to help families thrive. With personalized care, Aspiranet offers a unique blend of services including foster family and residential care, adoption, services for foster youth transitioning to adulthood, mental health, intensive home-based supports, and community-based family resources. We celebrate our values of respect, integrity, courage and hope through our work, and most importantly, our people. Aspiranet staff gain inspiration from human connection and understand that success is the product of teamwork. We seek champions for our mission and those committed to excellence. Your Future Team Under the direction of the Core Program Director you will work with a team of managers, supervisors, clinicians and support staff who work with passion and purpose to create a thriving work environment. We foster a coordinated network of growth and support for each other, the families we serve and the community we reside in. Your Impact The Compliance Specialist/Administrative Assistant is responsible for improving overall quality and completeness of clinical records. Providing concurrent and retrospective clinical record reviews applying utilization, quality, and risk management services. Providing on-going support to staff with compliance expectations associated with documentation and billing. Providing general administrative support to the Core Program Director and overall office. Major responsibilities also include managing incoming calls, maintenance of database and report generation, coordinating personnel paperwork, maintaining and reconciling district cash/donation accounts and records, file preparation, review and maintenance, oversight of routine office operations and general information distribution within the office. Coordinating with the Administrative Assistant - Level II and/or Core Division Administrative Assistant(s) office regarding administrative functions. Your Skills and Duties * Complete all duties listed under the Administrative Assistant - Level 1 job description. * Meet and greet clients and visitors in a courteous and professional manner. * Effectively operate a multi-line phone system, and process incoming calls to differentiate between emergency and non-emergency phone calls and situations and respond accordingly per office and agency policies and procedures. * Implement and/or maintain current office organizational standards. * Respond to the administrative needs of staff and clients in a timely fashion as directed by the Core Program Director. * Standard office computer system operation and maintenance of equipment such as a multi-functional machine (copy/fax/scanner), postage meter, printer, etc. * Proficiency in Microsoft Excel and Word or similar word processing software. * Maintain agency petty cash records according to agency policy and procedures. * Maintain agency/district cash and in-kind donation records according to Agency policy and procedures. * Code and submit all district reimbursements and vendor bills according to Agency policies and procedures. * Sort, date stamp and deliver all incoming mail and process out-going mail according to office procedures. * Inventory and purchase all office supplies as scheduled to ensure smooth and efficient office operations. * Produce meeting minutes and daily correspondence, as requested, in a timely manner. * Provide verbal and written information to families and clients, as directed. * Assist with the completion of Personnel paperwork including pre-employment packets, separation packets, and new hire packets. * Forward expired and missing personnel items to the Human Resources Department and assist employees in locating resources to obtain requested documentation (i.e. first aid, DMV printouts, health screenings, etc.) * Accurately maintain the database, according to agency policy and procedures. * Generate accurate and timely database reports on a daily, weekly, monthly and quarterly basis. * Customize agency/district forms and documents as appropriate, maintain computer forms directories. * Reviewing the completeness, accuracy, and timely input of all required data entered into County and Agency databases. * Coordinate monthly chart audits with Program Manager/HOS; reviewing charts for compliance, accountability and internal responsibility. * Generate accurate and timely reports on a daily, weekly, monthly and quarterly basis, and preparing reports in response to audits including plans of correction. * Monitors programs and services in order to ensure desired changes are effective objectives which are achieved, and program changes are maintained. * Participate in monthly Peer Review/Compliance meetings per County and * Agency guidelines, as assigned. * Accountable for current knowledge of utilization management responsibilities, including regulations and payer information (i.e. EPSDT, insurance standards). * Assist Program Manager/HOS to provide oversight and administrative assistance in tracking documents, monitoring best practices regarding documentation and billing, and maintaining client privacy and dignity. * Reviews monthly Satisfaction Survey and other outcome data and disseminates results and staff/client comments to Program Manager/HOS; assist in the development of systems identified as opportunities for improvement and the collection of this data. * Demonstrate sensitivity and responsiveness to cultural differences. * Maintain appropriate professional boundary areas with staff, clients, families and community resources. * Support and model Aspiranet's values, represent the Agency in a professional manner, and abide by the Agency's Professional Code of Ethics. * Follow all HIPAA compliance guidelines to ensure the confidentiality of all client information at all times. * Perform other duties as deemed necessary for the fulfillment of program requirements. Education & Work Experience * Proficiency in Microsoft Word or similar current word processing software * Ability to identify trends or problem areas. * Experience working in a Windows based environment including communications software using remote and file transfer protocols. * Flexibility to manage the assigned workload in order to meet task deadlines * Ability to prioritize multiple tasks * Experience and knowledge operating and maintaining standard office equipment such as a copier, and printer * Ability to analyze and interpret data, and to effectively communicate findings. Licenses & Certifications * Meets all state required conditions of employment as set forth by Community Care Licensing for a Licensed Community Care facility; i.e. Fingerprint and Child Abuse Index clearance, TB/Health Physical, valid CDL and clean driving record. * Meets all compliance requirements of federal, state, and country regulations by periodic sanction checks. Compensation: Competitive DOE Benefits: Aspiranet is a collaborative environment where everyone has a voice in creating the best possible outcomes for our clients and our staff. We offer an exceptional work environment and a competitive benefits package for full-time employees. Our benefits package is robust, aimed at keeping you healthy and well, financially secure, providing a work-life balance, and protecting you from the unexpected.