Executive assistant jobs in San Rafael, CA - 725 jobs

Figma is growing our team of passionate creatives and builders on a mission to make design accessible to all. Figma's platform helps teams bring ideas to life-whether you're brainstorming, creating a prototype, translating designs into code, or iterating with AI. From idea to product, Figma empowers teams to streamline workflows, move faster, and work together in real time from anywhere in the world. If you're excited to shape the future of design and collaboration, join us! As Executive Assistant to the Chief Communications Officer and VP of Communications, you'll provide high-level administrative and strategic support to the MarCom (Marketing/Communications) leadership team. You'll manage complex calendars and inboxes, coordinate leadership meetings, track action items, organize team communications and events, and handle travel and expense approvals. Acting as a trusted partner, you'll help optimize time, streamline processes, and support operational planning across the organization. You'll also collaborate with the CMO's EA and cross‑functional partners to drive alignment on key projects, milestones, and company events. This is a full time role in our San Francisco hub. What you'll do at Figma: Provide direct support to our Chief Communications Officer, our VP of Communications and the MarCom team Expected support of CCO & VPs - Deepest level of support attending leadership meetings, tracking agendas, capturing action items and following up on progress, heavy calendar management, inbox management, organizing all hands, team‑wide communications, booking travel, partnering with the CMO's EA, etc. Act as the delegate for the CCO & VP, signing off expenses, PO approval, and various other tooling as needed with careful attention to internal policy Be a strategic partner to the CCO & VP and their leadership team with a focus on team cohesion, operations, and planning Identify areas to optimize CCO & VP's time and make recommendations in regard to time management, prioritization, and business needs Find opportunities for process optimization throughout team and company processes Prepare and/or build content, presentations and key documents for the CCO & VP using Figma tools Partner with the CMO's EA to coordinate and prioritize large‑scale planning for monthly and quarterly meetings, in‑person leadership and full‑team offsites, including working with external venues and internal collaborators and cross‑functional partnership with Marketing and other internal teams to ensure alignment on projects, company achievements, and internal events We'd love to hear from you if you have: 6+ years of experience in a Senior Executive Assistant support role Previous experience supporting Marketing and or Communications teams Experience working in a fast‑paced environment and can adapt quickly to changing demands Stellar communication skills and can connect with a wide range of internal and external stakeholders in person, virtually, and over email Ability to shift gears and prioritize based on inbound of requests & workload volume and expert at prioritizing and seeing around corners While it's not required, it's an added plus if you have: Interest in becoming an expert in our product and an affinity for Figma Supported teams of 100+ people, bonus points for complex global teams At Figma, one of our values is Grow as you go. We believe in hiring smart, curious people who are excited to learn and develop their skills. If you're excited about this role but your past experience doesn't align perfectly with the points outlined in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles. Pay Transparency Disclosure If based in Figma's San Francisco or New York hub offices, this role has the annual base salary range stated below. Job level and actual compensation will be decided based on factors including, but not limited to, individual qualifications objectively assessed during the interview process (including skills and prior relevant experience, potential impact, and scope of role), market demands, and specific work location. The listed range is a guideline, and the range for this role may be modified. For roles that are available to be filled remotely, the pay range is localized according to employee work location by a factor of between 80% and 100% of range. Please discuss your specific work location with your recruiter for more information. Figma offers equity to employees, as well a competitive package of additional benefits, including health, dental & vision, retirement with company contribution, parental leave & reproductive or family planning support, mental health & wellness benefits, generous PTO, company recharge days, a learning & development stipend, a work from home stipend, and cell phone reimbursement. Figma also offers sales incentive pay for most sales roles and an annual bonus plan for eligible non‑sales roles. Figma's compensation and benefits are subject to change and may be modified in the future. Annual Base Salary Range (SF/NY Hub): $122,000-$260,000 USD At Figma we celebrate and support our differences. We know employing a team rich in diverse thoughts, experiences, and opinions allows our employees, our product and our community to flourish. Figma is an equal opportunity workplace- we are dedicated to equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression, veteran status, or any other characteristic protected by law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. We will work to ensure individuals with disabilities are provided reasonable accommodation to apply for a role, participate in the interview process, perform essential job functions, and receive other benefits and privileges of employment. If you require accommodation, please reach out to accommodations-ext@figma.com. These modifications enable an individual with a disability to have an equal opportunity not only to get a job, but successfully perform their job tasks to the same extent as people without disabilities. Holding interviews in an accessible location Enabling closed captioning on video conferencing Ensuring all written communication be compatible with screen readers Changing the mode or format of interviews To ensure the integrity of our hiring process and facilitate a more personal connection, we require all candidates keep their cameras on during video interviews. Additionally, if hired you will be required to attend in person onboarding. By applying for this job, the candidate acknowledges and agrees that any personal data contained in their application or supporting materials will be processed in accordance with Figma's Candidate Privacy Notice. #J-18808-Ljbffr

80Twenty is a boutique operations recruitment agency that connects high-growth companies with exceptional candidates Our client, an online studio arts education organization, founded by a world renown artist is seeking a highly organized and pro-active Studio and Production Manager. This role must take ownership of tracking all of the administrative details and clearing the path for him to make his most significant contribution to the business. You will be a crucial asset by anticipating needs at an exceptionally high level, allowing the Founder to develop a vision and strategy for all aspects of the org, in order for them to reach their revenue, profitability, and mission goals. While some repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the Founder's needs and the needs of the business. The most important responsibility of this position is to ensure that administrative tasks and projects are complete with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity to support the initiatives of the Founder. What You'll Do Manage complex calendars and inboxes, creating thoughtful daily schedules and priorities Serve as a key communication hub, representing the founder internally and externally Prepare for and manage meetings, including agendas, notes, and action items Coordinate personal and professional logistics: travel, workshops, retreats, appointments, catering, and gifting Run errands and attend in-person meetings multiple times per week Support launches, events, and light project management, including bill tracking Assist with filming podcasts, social media, and scripted content Occasionally travel to support multi-day destination workshops in the U.S. and abroad What They're Looking For 2-5+ years of experience supporting a founder or senior executive Exceptionally organized, proactive, and calm under pressure High discretion and strong judgment when handling sensitive information Clear, polished communicator who can summarize and track details across channels Tech-savvy Mac user comfortable learning new tools and troubleshooting as needed A natural collaborator who enjoys connecting with people and supporting a creative community Tools & Platforms Google Workspace, Slack, Zoom, Asana, Microsoft Office, Groove Social platforms including Instagram, YouTube, TikTok, Pinterest, and Facebook Familiarity with photo and video equipment is a plus Logistics & Compensation Full-time, onsite role in Sausalito, CA (five days per week in a co-working space) Typical hours: 9am-5pm, with occasional evenings/weekends during launches or events Salary range: $75,000-$105,000, depending on experience 10-20% annual bonus or performance incentive Health insurance (after 30 days) PTO and sick time (after 90 days) 401(k) eligibility after 12 months Commuter benefits

Description & Requirements Electronic Arts creates next-level entertainment experiences that inspire players and fans around the world. Here, everyone is part of the story. Part of a community that connects across the globe. A place where creativity thrives, new perspectives are invited, and ideas matter. A team where everyone makes play happen. EA Entertainment is home to some of the world's most celebrated storytelling, action, and immersive entertainment franchises. As the Senior Vice President of EA Entertainment Publishing, reporting to the Chief Publishing Officer, you will set the vision and operating model for how these franchises come to market, grow, and evolve across their lifecycles. This role blends creative excellence, commercial rigor, and enterprise systems thinking. You will architect the publishing framework for EA Entertainment - unifying global strategy, brand and franchise marketing, commercial operations, insights, and player engagement under a cohesive publishing system that drives scale, agility, and long-term franchise health. Partnering deeply with studio leadership, central teams, and regional markets, you will build and evolve the capabilities, tools, and operating structures that fuel growth across platforms, business models, and audiences. You will ensure EA Entertainment's publishing engine not only delivers world‑class go‑to‑market execution today, but also anticipates and designs for the future of player behavior, live services, and entertainment experiences. This is a rare opportunity to define how EA Entertainment inspires players, unlocks commercial performance, and shapes the future of play. What You'll Do Strategic Leadership & Franchise Growth Lead the end‑to‑end global publishing strategy for EA Entertainment across marketing, commercial operations, communications, franchise management, and integrated planning. Develop long‑range portfolio strategies across products, platforms, and experiences - connecting content, business models, and player ecosystems. Identify emerging trends in players, technology, platforms, and markets; translate insight into actionable growth strategies and scalable publishing systems. Serve as the senior publishing partner to EAE studio leadership, aligning creative ambition, franchise narrative, and commercial outcomes. Champion the evolution of EAE's publishing system - integrating creative, commercial, operational, and intelligence capabilities to drive cohesive execution across franchises and regions. Consumer & Commercial Growth Lead development of player growth, engagement, and retention strategies built on unified data and insights platforms. Use data‑driven intelligence to optimize audience acquisition, ongoing engagement, monetization, and portfolio performance across the player lifecycle. Drive revenue growth, profit optimization, and market expansion by aligning demand levers, pricing, live service strategy, and global go‑to‑market planning. Partner with commercial, finance, and forecasting teams to establish enterprise‑aligned business planning and performance management practices. Marketing Strategy, Franchise Storytelling & Execution Oversee global brand positioning and breakthrough creative strategies that bring EA Entertainment franchises to life across channels, communities, and geographies. Architect scalable marketing frameworks and campaign systems that empower franchise teams while unifying enterprise capabilities and shared insights. Guide creative storytelling that connects deeply with global audiences, ensuring brand clarity, narrative cohesion, and cultural relevance. Strengthen operational excellence by integrating data, automation, and AI‑driven personalization into go‑to‑market and live service execution. Build scalable, cross‑functional systems, teams, and processes that unify central and regional functions into a connected publishing operating model. Lead transformation initiatives that simplify structures, accelerate decision‑making, and create clarity across creative, commercial, and operational workflows. Partner across Platform, Studio, and Central functions to embed enterprise capabilities - ensuring consistency, coordination, and maximum impact across the portfolio. Lead and inspire a large global publishing organization spanning creative, commercial, and operational disciplines. Build high‑performing, collaborative leaders who model accountability, innovation, and inclusion. Guide teams through organizational evolution, cultivating cultures that embrace change, experimentation, and continuous capability building. Foster an environment that balances creative excellence, commercial clarity, and operational rigor. What We're Looking For 15+ years of senior publishing, commercial, product, or marketing leadership across gaming, entertainment, or consumer technology. Proven success driving global franchise growth and managing large, complex IP or live service ecosystems. Experience leading organizational transformation, systems integration, and operational evolution at scale. Deep expertise in audience segmentation, platform ecosystems, data/insights systems, AI, and automation, and how they shape modern marketing and player engagement. Demonstrated ability to connect creative vision to measurable business outcomes with clarity and precision. Experience leading and empowering large global teams across creative, commercial, and technical domains. Strong influencing skills and executive presence within highly matrixed organizations. Track record delivering global go‑to‑market strategy, franchise lifecycle management, and live service growth. Who You Are Visionary Operator: You anticipate future player, market, and ecosystem trends - designing for long‑term value while delivering near‑term results. Enterprise Integrator: You unify complex systems, teams, and capabilities into a clear, cohesive publishing model. Player‑Centric Strategist: You understand player motivations and build journeys, stories, and experiences that foster loyalty and fandom. Strategic Storyteller: You bring clarity and narrative to complexity - inspiring teams around shared goals and creative ambition. Data‑Driven Leader: You translate insights into action, guiding decisions across franchises with performance metrics and intelligence platforms. System Builder: You architect scalable capabilities that improve consistency, speed, and impact across global franchises. Transformational Culture Builder: You elevate talent, simplify structures, and lead with inclusion, accountability, and creativity. Innovator: You embrace emerging technology and cultivate an environment where experimentation and excellence thrive. Why Join EA At Electronic Arts, we're redefining what entertainment can be - blending cutting‑edge technology, iconic franchises, and bold creative thinking. As the SVP of EA Entertainment Publishing, your leadership will shape how we inspire players, grow global franchises, and build the future of interactive entertainment. EA Entertainment is entering a transformative era - and this role is central to unlocking its full potential. At Electronic Arts, we're redefining interactive entertainment for the next generation. You'll join a company where creativity meets purpose, where players are at the heart of every decision, and where leaders empower teams to shape the future of play. We have an incredible opportunity to shape the future of interactive entertainment and the video game industry at large. US COMPENSATION AND BENEFITS The base salary ranges listed below are for the defined geographic market pay zones in these states. If you reside outside of these locations, a recruiter will advise on the base salary range and benefits for your specific location. EA has listed the base salary ranges it in good faith expects to pay applicants for this role in the locations listed, as of the time of this posting. Salary offered will be determined based on numerous relevant business and candidate factors including, for example, education, qualifications, certifications, experience, skills, geographic location, and business or organizational needs. BASE SALARY RANGES California (depending on location e.g., Los Angeles vs. San Francisco): $345,000 to $400,000 USD Annually Base salary is just one part of the overall compensation at EA. We also offer a package of benefits including paid time off (3 weeks per year to start), 80 hours per year of sick time, 16 paid company holidays per year, 10 weeks paid time off to bond with baby, medical/dental/vision insurance, life insurance, disability insurance, and 401(k) to regular full‑time employees. Certain roles may also be eligible for bonus and equity. About Electronic Arts We're proud to have an extensive portfolio of games and experiences, locations around the world, and opportunities across EA. We value adaptability, resilience, creativity, and curiosity. From leadership that brings out your potential, to creating space for learning and experimenting, we empower you to do great work and pursue opportunities for growth. We adopt a holistic approach to our benefits programs, emphasizing physical, emotional, financial, career, and community wellness to support a balanced life. Our packages are tailored to meet local needs and may include healthcare coverage, mental well‑being support, retirement savings, paid time off, family leaves, complimentary games, and more. We nurture environments where our teams can always bring their best to what they do. Electronic Arts is an equal opportunity employer. All employment decisions are made without regard to race, color, national origin, ancestry, sex, gender, gender identity or expression, sexual orientation, age, genetic information, religion, disability, medical condition, pregnancy, marital status, family status, veteran status, or any other characteristic protected by law. We will also consider employment qualified applicants with criminal records in accordance with applicable law. EA also makes workplace accommodations for qualified individuals with disabilities as required by applicable law. #J-18808-Ljbffr

A leading financial services firm is seeking a highly capable Executive Assistant to join the CEO's Office in a supporting capacity, reporting to the Primary Executive Assistant. This role is an extension of the CEO's Office and offers high-level exposure to senior leadership, sensitive information, and executive decision-making. ***This is an in-office role located in San Francisco, CA (5 days a week). Key Responsibilities: Calendar, Communications & Gatekeeping Manage complex, ever-evolving calendars across multiple time zones, balancing internal priorities with external relationships. Assess, prioritize, and respond to inbound requests with tact, clarity, and sound judgment. Draft, review, and manage high-level correspondence on behalf of the CEO's Office. Serve as a polished and professional point of contact for board members, investors, clients, and senior executives. Advanced Travel & Logistics Coordinate sophisticated domestic and international travel, including multi-leg itineraries and last-minute changes. Anticipate logistical needs and preferences to ensure seamless, frictionless travel experiences. Prepare briefing materials, agendas, and contextual information in advance of meetings and travel. Operational Excellence Track action items, follow up on deliverables, and ensure commitments are met. Support preparation for board meetings, investor meetings, and key executive presentations. Continuously refine systems, processes, and workflows to improve efficiency, clarity, and execution across the CEO's Office. Requirements: 5+ years of experience supporting C-suite or senior executives, preferably within financial services, investment management, or a similarly demanding environment. Demonstrated ability to operate with autonomy, discretion, and composure under pressure. Exceptional attention to detail with the ability to see the broader strategic picture. High emotional intelligence and strong interpersonal judgment; adept at navigating sensitive dynamics. Excellent written and verbal communication skills. Advanced proficiency with productivity and collaboration tools, including email, calendaring, document preparation, and virtual meeting platforms. Salary: $120,000 base 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.

JOB BRIEF A founder-focused law firm in San Francisco is looking for a dynamic EA to support their COO/Founder. THE JOB: You'll serve as a key partner to the COO, helping drive internal operations, external relationships, and fund-wide initiatives. Your work will span calendars, communication, events, and cross-functional projects-all while fostering a strong community experience for founders, attorneys and operations leaders. Key Responsibilities: Communication Gatekeeping: Manage inbox and communication flow with grace and professionalism, filtering and prioritizing requests, and drafting thoughtful responses. Event Planning: Bring the community to life by planning founder dinners, ELT gatherings, events, and programming that deepen engagement. Meeting Prep: Prepare briefing materials, agendas, and notes for internal and external meetings; follow up on action items to ensure execution. Project Coordination: Support firm-wide initiatives across fundraising, marketing, diligence, and special projects as priorities evolve. Relationship Management: Build trusted relationships with founders, investors, and ecosystem partners, acting as a thoughtful representative of the fund. Maintain Internal Systems: CRMs, and workflows to keep the team organized, informed, and operating efficiently. ABOUT YOU: Experience in venture capital, startups, product, or strategy roles Exceptionally organized, proactive, and clear communicator Strong EQ and relationship instincts-you easily build rapport across a wide network Able to toggle between high-level thinking and hands-on execution Familiarity with the early-stage startup and venture ecosystem Bachelor's degree PERKS AND BENEFITS: This hybrid role offers a base salary of $130,000-$145,000/year, plus an annual bonus and a comprehensive benefits package. You'll join a world-class team in a mission-driven environment that values transparency, accountability, and excellence. If you love to see the far-reaching impact of your work, apply now!

Overall Summary of Function The Executive Assistant will provide timely, accurate, and effective support for the Chief Operating Officer. The ideal individual will have the ability to exercise good judgment in a variety of situations with strong written and verbal communication. This individual must have the ability to multi-task, manage the COO's the time and needs, as well as handle other office administrative tasks. This employee must be able to perform a wide variety of activities and confidential matters with great discretion and professional poise. ESSENTIAL JOB FUNCTIONS: At Minimum Duties & Responsibilities • Provides direct support for the Chief Operating Officer • Acts as a liaison between the Chief Operating Officer and our employees, external vendors, and clients • Manages the Chief Operating Officer's calendar by scheduling executive level meetings, candidate interviews and travel arrangements • Creates agendas and attends executive level meetings to record action items ensuring timely completion of those items • Anticipates the business needs of the Chief Operating Officerto proactively formulate and evaluate solutions and/or recommendations • Designs and prepares various analytical reports, presentations, and processes as needed • Conserves the Chief Operating Officer's time by reading, researching, and routing correspondence • Works closely and effectively with the Chief Operating Officer to keep them informed of upcoming commitments, responsibilities and defined objectives • Possesses the ability to understand instructions and acts in accordance with little to no follow up required • Maintains efficient filing and organization of correspondence, reports, research data and meeting materials • Manages and drives projects autonomously to ensure timely and successful completion • Maintains records and handles confidential information with a high level of organization and sensitivity • Other duties as assigned QUALIFICATIONS: At Minimum Training, Education & Experience • BS/BA Degree Required • 3-4 years previous experience supporting a senior executive preferred • Possesses advanced oral and written communication skills • Must be able to manage multiple concurrent tasks and priorities with accuracy and attention to detail • Exercises a goal-oriented work ethic and driven to preventing errors and solving problems in all areas of responsibility • Highly resourceful team player with the ability to also be extremely effective independently • Demonstrates ability to achieve high performance goals and meet deadlines in a fast paced environment • Must have excellent judgment and interpersonal skills • Forward thinker who actively seeks opportunities and proposes solutions • Must display a high degree of confidentiality, professionalism, and emotional maturity • Advanced skills in Microsoft Word, Excel, and Outlook preferred • Preferred related industries: Hotels, Hospitality, Event Planning, Event Production • Preferred related skill sets: Project and process management PHYSICAL REQUIREMENTS: Work Environment/ Physical Demands • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to ensure individuals with disabilities to perform the crucial functions. While performing the duties of this job, the employee is frequently required to sit, talk and hear. • The employee is required to stand, walk, and use hands to handle, feel, reach with hands and arms, stoop, kneel, crouch, climb or crawl. The employee may need to lift and/or move up to 25 pounds. • Specific vision abilities required by this job include close vision. The noise level in the work environment is usually moderate to heavy. The temperature will vary from hot to cold depending on the weather. EQUAL EMPLOYMENT OPPORTUNITY: We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. We expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

Executive Assistant to the Chief Executive Officer The Executive Assistant will report directly to the Chief Executive Officer and serve as both a strategic thought partner and a highly trusted administrative lead. This role supports an accessible and engaged CEO within a mission-driven organization that values strong tenure, collaboration, and long-term growth. The Executive Assistant will play a central role in keeping priorities aligned, initiatives moving forward, and communication flowing smoothly across the organization and with external stakeholders. This is a fully on-site position. Key Responsibilities Executive Partnership and Strategic Support Act as a close partner to the CEO, helping translate priorities into action and ensuring follow-through on key initiatives Anticipate needs, surface potential issues, and propose solutions in advance Prepare presentations, briefing materials, and talking points for executive, board, and client meetings Draft correspondence and communications on behalf of the CEO Track priorities, action items, and deadlines to support effective decision-making Administrative and Operational Support Manage complex and dynamic scheduling, including recurring one-on-ones, leadership meetings, and external engagements Coordinate meetings, logistics, and materials to ensure efficient use of executive time Maintain a high level of organization across calendars, documents, and communications Handle sensitive and confidential information with discretion Leadership, Board, and External Interaction Partner with the leadership team to support cross-functional initiatives and executive needs Prepare board packages and support board meeting logistics Interface professionally with board members, clients, and external partners Serve as a key point of contact between the CEO and internal and external audiences Culture and Organizational Partnership Be a visible, trusted presence who builds strong relationships across all levels of the organization Reflect and reinforce the organization's mission, values, and service-oriented culture Step in as needed to support organizational events, urgent needs, or special projects Approach the role with flexibility, ownership, and a problem-solving mindset Qualifications Five or more years of experience supporting senior executives, ideally at the CEO or C-suite level Demonstrated ability to balance strategic thinking with detailed execution Strong tenure in prior roles, reflecting commitment and reliability Exceptional organizational, communication, and interpersonal skills High level of judgment, professionalism, and emotional intelligence Strong proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel Ability to work fully on-site Additional Information Mission-driven organization with strong employee tenure and a collaborative culture Continued operational and employee growth, offering long-term opportunity Competitive base compensation and comprehensive benefits, including strong medical coverage and retirement options

Our client is seeking a highly organized and proactive Executive Assistant to support multiple members of their senior leadership team including the Chief Financial Officer, Chief Talent Officer, General Counsel, and Vice President of Finance. This role requires a detail-oriented and professional individual capable of handling a wide range of executive and administrative responsibilities. Key Responsibilities: Manage complex calendars, schedule internal and external meetings, and coordinate logistics Support company-wide programing and events, including organizing materials and overseeing planning efforts Partner with the Talent Team on recruitment efforts, including scheduling interviews and maintaining candidate tracking systems Prepare and submit expense reports for executives Coordinate domestic and international travel arrangements Welcome visitors and assist with on-site meetings Draft meeting minutes for internal committees Maintain organized legal files and assist with document retrieval upon request Support compliance processes such as AML and KYC documentation Assist in certifying legal documents (Notary Public certification preferred but not required) Provide occasional backup coverage for front desk operations and general office support Take on additional administrative or project based tasks as needed Qualifications: 5+ years of executive administrative experience Prior experience supporting HR and/or legal leadership, preferably within the financial services industry Bachelor's degree or equivalent experience strongly preferred Demonstrated ability to handle confidential information with integrity and professionalism Proven relationship building skills, with a collaborative approach to partnering with internal and external stakeholders Strong multitasking and time management skills, with a high level of attention to detail Excellent communication abilities, especially with senior leadership and external partners Experience with coordinating high-level meetings and events Proficient in Microsoft Office Suite and Zoom Experience with expense reporting tools (such as Concur) is a plus

A nationally recognized fraternal and civic organization with historic roots and a modern operational footprint is seeking an Executive Assistant to support its Director and headquarters leadership team. This role blends high-level executive assistance with office management, serving as a central point of coordination for a small, distributed team. This is an on-site position ideal for an experienced Executive Assistant who thrives in structured environments, values discretion, and excels at keeping leadership and operations functioning at an optimal level. Requirements · BA/BS from a competitive U.S. college · Minimum of 3 years' experience as an Executive Assistant or senior administrative professional · Strong proficiency with Asana, Microsoft Suite, and either Google Workspace or Outlook · Proven ability to support senior leadership with professionalism and discretion · Highly organized, detail-oriented, and reliable Responsibilities · Provide direct administrative support to the National Director and C-Suite leadership · Manage complex calendars, scheduling, and domestic travel · Coordinate communication with internal teams and external stakeholders, including senior leadership and partners · Prepare meetings, agendas, materials, and post-meeting summaries · Keep central office organized, stocked and running smoothly · Ensure smooth day-to-day headquarters operations and office logistics · Manage and allocate shared workspaces for a hybrid team · Serve as point of contact for vendors and service providers There is room for growth in this position. M-F, 10am-3pm $40/hour

Our client is seeking a Tenant Services Coordinator to join their team temp to hire. This is an onsite position in San Jose. RESPONSIBILITIES The Tenant Services Coordinator is responsible for supporting property operations for an office portfolio. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to: Answer management phones and assist with tenant needs Respond to inquiries by providing routine information and/or taking and delivering messages Prepare and distribute correspondence Process incoming and outgoing mail Assist with meeting, event and other scheduling and coordination Assist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events Assist with publication and distribution of tenant newsletter, maintenance of property website Maintain inventory of office supplies and property staff directory Maintain accurate and up to date tenant, team and vendor contact lists Maintain compliant certificates of insurance for tenants and vendors Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs Coordinate tenant survey process, including annual action plan implementation Assist team with vendor coordination as requested or assigned Assist with preparing and administering service agreements Establish and maintain good record keeping and filing systems for tenant, vendor and property files Responsible for accounts payable, accounts receivable and reporting at the property level Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding Track invoices to ensure vendors are submitting timely Prepare and distribute Tenant billings Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested Assist with budget preparation as requested POSITION REQUIREMENTS High school diploma required, associate or bachelor's degree preferred Experience with MRI and Yardi software / property management preferred but not required Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases Possess professional demeanor and excellent interpersonal and customer service skills Have access to reliable transportation Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook Excellent communication skills, both verbal and written Ability to work independently Able to prioritize tasks and projects and thrive in a fast-paced environment On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week

We are seeking an Administrative Assistant to join our Silicon Valley office and support our vision of a high-performing, innovative, “one-stop-shop” Business Center. The Business Center (“BC”) plays a vital role in delivering best-in-class administrative support to the firm's attorneys and business professionals. This role will sit hybrid in the Silicon Valley/San Francisco area. Key Responsibilities: Process and submit attorney and business professional expense reports Review vendor statements and requests in coordination with the Finance team Schedule internal and external meetings; manage attorney calendars Coordinate conference room bookings, catering, and A/V needs Arrange and manage domestic and international travel logistics Handle document editing, printing, scanning, copying, filing, and distribution Support time entry by editing and correcting narratives using Intapp Assist Billing with invoice backup retrieval and monthly billing preparation Review prebills for accuracy, consistency, engagement terms, and client preferences Proofread legal work product and firm-generated materials Assist with the firm's Stock Certificate Program in partnership with internal teams Coordinate messengers, couriers, and external vendors Serve as a liaison to help attorneys and staff navigate firm resources Build strong working relationships through regular check-ins with supported teams Support special projects and additional administrative initiatives as needed Desired Skills & Qualifications: Service-driven mindset with strong initiative and problem-solving skills Ability to prioritize and multitask effectively in a fast-paced environment Exceptional attention to detail and commitment to accuracy Strong written and verbal communication skills Professional judgment, discretion, and confidentiality Ability to follow complex instructions and ask thoughtful clarifying questions Excellent organizational and interpersonal skills Comfort working under tight deadlines with flexibility and adaptability Strong technology aptitude and willingness to learn new systems quickly Technical Proficiency: Microsoft Office: Word, Excel, PowerPoint, Outlook Familiarity with legal/professional services tools such as: Chrome River Maptician iManage EMS PrebillViewer Intapp Qualifications Minimum 1 year of administrative experience in a legal or professional services environment Bachelor's degree preferred

Pay Range: $23 hourly We are seeking a detail-oriented and proactive Administrative Front Desk Specialist to become the core support for our office's efficient operations. You will play a dual role: serving as the first-line representative of the company image, responsible for front desk reception and daily liaison; and acting as the reliable cornerstone for office operations, ensuring a smooth-running work environment, supply management, and basic services. If you excel at multitasking, have a keen eye for detail, and enjoy supporting a team in a dynamic environment, we look forward to your application. Key Responsibilities 1. Front Desk Reception & Switchboard Services Manage front desk reception, including guest registration and escorting, providing a professional and friendly first impression. Answer the main switchboard, properly handle call routing, message taking, and basic inquiries. Receive, sort, and distribute daily mail, courier packages, and parcels. 2. Procurement & Vendor Management Responsible for the procurement, inventory management, and expense tracking of daily office supplies and consumables. Coordinate maintenance, services (e.g., plants, drinking water, cleaning), and related liaisons for site facilities. Source, manage, and maintain relationships with relevant vendors, conduct price comparisons, place orders, and perform follow-ups. 3. Logistics & Document Management Handle the reception, registration, documentation signing (check-in) for arriving trucks (logistics), and coordinate with internal departments for goods receipt. Establish and maintain systematic filing systems (both physical and electronic), ensuring easy retrieval and secure storage of important documents. Assist in the preparation, photocopying, scanning, and organization of routine administrative documents. 4. Office Operations Support Maintain the cleanliness, order, and aesthetic appearance of the front desk, meeting rooms, common office areas, and reception zones. Assist in meeting arrangements, travel bookings, and basic expense report compilation. Proactively assist team members and supervisors with various assigned administrative tasks, supporting team activities and projects. Qualifications Education & Experience: College diploma or above, preferably in Administration, Secretarial Studies, Business Management, or a related field. 1+ years of experience in an administrative, front desk, or office assistant role is advantageous. Fresh graduates with outstanding potential are also welcome to apply. Skills & Competencies: Excellent communication and interpersonal skills with a strong customer service orientation. Strong organizational, coordination, and multitasking abilities; meticulous and methodical work style. Proficient in Microsoft Office Suite (Word, Excel, Outlook). Basic procurement knowledge and vendor communication skills. Ability to work independently while being a strong team player. Personal Attributes: Professional appearance, cheerful personality, strong sense of responsibility, good adaptability, and capable of thriving in a fast-paced work environment.

Administrative Coordinator (Onsite) Pay: $24.00/hr Contract Duration: Up to 6 months (covering LOA) Schedule: Full-time, Monday-Friday, 8:00 AM - 5:00 PM We are hiring on behalf of a client for a full-time Practice Coordinator to support a specialty clinic in a fast-paced medical setting. Seeking candidates with recent prior authorization experience in specialty clinics (orthopedics, oncology, imaging, ENT, surgical). Role includes high-volume authorizations, insurance verification, and provider/payer coordination. Epic required, APeX preferred. Must be detail-oriented, organized, and skilled in front/back office clinic operations. Key Responsibilities • Support front desk and back office clinic operations. • Perform high-volume prior authorization processing for specialty and surgical services. • Conduct insurance verification and follow-up with payers. • Coordinate with providers, clinical staff, and insurance companies. • Support surgery scheduling and related patient coordination. • Act as a Practice Coordinator supporting daily clinic workflows. • Maintain accurate documentation and records in Epic (and APeX when applicable). • Utilize Microsoft Office Suite for tracking, reporting, and administrative support. Requirements • Recent, hands-on prior authorization experience in a specialty clinic setting is required. • Epic proficiency required; APeX experience preferred. • Experience in both front and back office clinical settings. • Strong organizational skills with the ability to multitask in a fast-paced environment. • Excellent written and verbal communication skills. • High attention to detail and accuracy. Additional Details • Fully Onsite, Monday-Friday, 8:00 AM - 5:00 PM • Contract role covering a leave of absence, up to 6 months • Fast-paced specialty clinic environment • Immediate need for candidates with strong authorization experience If you are interested in this opportunity, please contact Marisa Fidone, SF Bay Area Recruiter, at ************** anytime or email your resume to ************************.

About the job Redwood Electric Group is seeking a proactive and detail-oriented Administrative Assistant to support our on-site Project Management and Field teams. This role is essential to keeping project operations running smoothly and efficiently, requiring strong organizational skills, financial awareness, and the ability to communicate effectively across teams. Duties/Responsibilities Office Management Serve as primary contact for property management and all building-related vendors. Oversee office and field needs, including ordering, managing, and organizing supplies, coordinating deliveries, and maintaining equipment. Coordinate facility services such as cleaning, pest control, HVAC maintenance, fire inspections, alarm permits, and security access. Update and issue key fobs for new employees, and manage access removal when employees separate. Manage recurring vendor services (e.g., copier, shredding, water delivery) and ensure invoices are sent to the Accounting department. Maintain current phone extension lists and office directories in coordination with IT. Answer incoming calls, greet visitors, and route inquiries to the appropriate team members. Receive, sort, and distribute mail and packages, and coordinate outgoing shipments as needed. Administration Coordination Set up and maintain project documentation in ProjectSight, including contracts, submittals, RFIs, PCOs, and change orders. Maintain organized digital and hard-copy filing systems for all project documentation. Ensure data alignment between ProjectSight and Foundation for budgets and executed documents. Manage the submission, tracking, and receipt of submittals, RFIs, transmittals, and related logs. Support project setup, billing, insurance certificates, meeting minutes, and correspondence. Oversee project closeout, including O&M manuals, warranties, attic stock, and as-built documentation. Assist with training coordination, attendance tracking. Manage ProjectSight permissions and collaborate with IT and project partners (e.g., general contractors) to maintain proper system access. Coordinate with Prefab and Warehouse teams on material deliveries, staging, and logistics. Required Skills/Abilities Strong proficiency in Microsoft Excel, Word, and Outlook. Experience with project management software, preferably ProjectSight. Excellent organizational and multitasking abilities. Strong written and verbal communication skills. Ability to prioritize tasks and maintain accuracy under tight deadlines. Professional, proactive, and service-oriented approach to internal and external customers. Education and Experience High school diploma or GED required. Minimum of 3 years of administrative assistant experience, preferably in the construction industry. Working Conditions This position is based in our Vacaville office and is not eligible for remote work. Work may be performed in an office or on active job sites, depending on role and project needs. Office work includes sitting, typing, and using a computer for extended periods. Field environments may involve walking, standing, bending, or lifting materials (up to 30 lbs). Noise levels range from quiet (office) to high (job sites). May require occasional travel to project locations or meetings. REG will provide reasonable accommodations as required by the ADA and applicable state law. Disclaimer The duties and responsibilities listed above are representative of the work typically performed in this role but are not intended to be a comprehensive list. Actual responsibilities may vary depending on department needs, project scope, or business requirements. Employees may be assigned additional tasks as needed to support company goals and operations.

Pay Rate: $23/hr Work Address: 3203 Hanover Street, Ste. 100, Palo Alto, CA Interview Type: In-person Shift: 8:00 AM - 5:00 PM KEY RESPONSIBILITIES + Coordinate Catering Services: Partner with support staff and external vendors to arrange catering for meetings and events. + Provide Departmental Support: Assist with non-client business activities and departmental tasks as needed. + Manage Facilities Operations: Oversee daily operations to maintain a clean, safe, and efficient work environment. + Prepare Meeting Rooms: Ensure meeting spaces are clean, organized, and ready for use (wipe tables, chairs, and credenzas). + Post-Meeting Cleanup: Clean and reset conference rooms after meetings. + Stock and Maintain Break Areas: Keep break areas fully stocked and aligned with employee needs. + Service Coffee Machines: Perform routine maintenance, including weekly rinsing and replenishing supplies. + Technical Proficiency: Strong Microsoft Office skills. + Physical Requirements: Ability to lift up to 50 lbs and stand/walk for extended periods. + Additional Duties: Follow and execute tasks or directives from management as assigned. REQUIREMENTS / QUALIFICATIONS + High school diploma or GED. + 1-2 years of related work experience. + Minimum 2 years of experience in the legal industry is highly desired. + Ability to provide an excellent customer experience using strong customer service, interpersonal, and communication skills. + Related copy/print job experience preferred. + May require a valid driver's license and minimum auto insurance coverage per Ricoh (if applicable). + Working knowledge of copiers and related equipment; repair knowledge preferred. + Ability to use hardware/software for cost recovery, document management, and advanced workflow support. + Knowledge of shipping/receiving procedures. + Basic electronics knowledge preferred. + Ability to work independently and flexibly to complete projects. + Ability to select correct packing methods/materials and verify packing slips for incoming materials. + Ability to understand instructions related to mail delivery. + Strong troubleshooting and problem-solving skills. + Ability to read and understand technical information (manuals, parts books, related publications). + Excellent customer relations and verbal communication skills. Job Type & Location This is a Contract to Hire position based out of Palo Alto, CA. Pay and Benefits The pay range for this position is $23.00 - $23.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Palo Alto,CA. Application Deadline This position is anticipated to close on Feb 4, 2026. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

Responsibilities: Review, analyze, process and document parts requests in an accurate and timely manner according to company standards. Assist Repair Superintendent with closing repairs and scheduling. Process Non-Billable Repairs. Task Repair Technicians to upcoming assigned jobs. Process Repair payroll. Review Dispatch callback report to identify all callbacks held for morning service. Review unassigned tickets with service superintendent or service manager. Review and update Shared Calendar, On Call Manager and On Car List. Sends detailed notification to Dispatch daily by 2:00PM. Obtain updates from superintendent to update the Down Car List. Communicate down car information to dispatching. Provides status to National Accounts and customers on open work orders, completed callbacks and repairs. Update evening ticket with the monthly work order #. Maintain and track field employee vacations requests and enter into Ops tracking system. Act as liaison between the branch operations and regional dispatch. Entering time and expense manually for payroll, cost corrections and Friday payroll submission. Performs research and review for Service Manager - which may include running Account History reports, work in process, Routing, TK Exact, missed service reports, sick unit reports, researching billable calls. Assign assistant tickets to mechanics, as needed. Qualifications: Two or more years of customer service experience in a heavy call volume environment is required. Elevator part knowledge and five or more years elevator technical experience is a plus. Working knowledge of Word, Excel and heavy Outlook is required. Effective verbal and written communication skills are required. Must be organized and detail-oriented to perform and manage tasks as assigned. High school diploma/GED

A leading design tool company in San Francisco seeks an Executive Assistant to support their Chief Communications Officer and VP of Communications. This full-time role requires high-level administrative support, managing complex calendars, organizing meetings, and optimizing operations. Ideal candidates will have over 6 years of experience in executive support, strong communication skills, and the ability to adapt in fast-paced environments. They value diverse thoughts and experiences, committing to equal opportunities in hiring. #J-18808-Ljbffr

Our client, a visionary and fast-paced healthcare entrepreneur based in San Francisco, is seeking a highly experienced and tech-savvy Executive Assistant to provide strategic and administrative support to the Founder of a world-class concierge medical practice. This is a unique opportunity for a dynamic EA who thrives in an innovation-forward, fast-moving environment and wants to work at the intersection of healthcare, thought leadership, and cutting-edge technology. The company has a deeply mission-driven and relationship-centered culture with a focus on excellence, discretion, and curiosity. ***This is an in-office role located in San Francisco, CA. Key Responsibilities: Serve as a true strategic partner and right-hand to the Founder, acting as gatekeeper and liaison across all areas of the business Manage a complex and frequently shifting calendar, including daily check-ins, real-time updates, and end-of-day summaries Coordinate extensive domestic and international travel arrangements Partner closely with the Founder's clinical and executive teams to align schedules, priorities, and communications Organize internal meetings, take detailed minutes, and track action items across ongoing projects Build and maintain systems and processes to improve workflows and operational clarity Conduct research and due diligence on individuals, companies, and ideas related to the Founder's projects and partnerships Assist in managing the Founder's digital presence across platforms including LinkedIn, Substack, and Instagram Provide presentation support for high-profile speaking engagements and advisory work Support the execution of curated events, dinners, salons, and immersive retreats Maintain the highest level of confidentiality, professionalism, and adaptability at all times Qualifications: Bachelor's degree required Minimum of 5+ years of experience supporting a C-level executive, ideally in a high-growth, high-performance environment Extremely tech-savvy and systems-oriented; familiarity with tools such as Google Suite, Slack, Signal, WhatsApp, Evernote, Superhuman, LinkedIn, and ChatGPT Proven ability to manage multiple projects, tight deadlines, and evolving priorities with calm and confidence Excellent written and verbal communication skills; professional, concise, and thoughtful in all interactions Emotionally intelligent, curious, and comfortable offering feedback or pushback when appropriate Strong attention to detail and organizational rigor Experience with calendar management, content coordination, and presentation support Familiarity with Salesforce is a plus Comfortable working in-office when the Founder is local and supporting remotely when he travels Willingness to support occasional personal scheduling needs for the Founder Salary Range: $150,000 - $180,000 Competitive benefits including 401(k), robust health coverage. 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.

Our client is searching for a highly organized Administrative Assistant to support their team with day-to-day operations. This role partners closely with the Wealth Management team to ensure excellent client service. This is a 6-12 month contract with the potential to convert to permanent. Responsibilities: Managing travel & expenses, including travel arrangements and processing expenses for team members Handling all incoming and outgoing mail, including checks, stock certificates, tax documents, and scanning Organizing and supporting internal and external events, including recruiting activities, team gatherings, and client events Delivering day-to-day administrative support such as managing calendars, scheduling meetings, and answering phones Assisting the Wealth Management team with client service and operational tasks, ensuring a high level of professionalism and service quality Managing conference room bookings, ordering catering, printing materials, coordinating interview schedules, liaising with building management, and greeting visitors Qualifications: Proficiency in Microsoft Word, Excel Powerpoint, and Outlook Bachelor's degree preferred but not required Minimum of 2 years of experience in a professional corporate environment Strong written and verbal communication skills Team-oriented mindset with polished, professional communication Strong critical thinking, sound judgement, and a commitment to integrity and transparency Ability to multitask effectively in a fast-paced environment New graduates interested in financial services are encouraged to apply Contract Length: 6-12 month contract with the potential to convert to permanent.