Office administrator jobs in Santa Rosa, CA

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.

Onsite- San Francisco, CA PR: $30-35/hour 6 Month contract to perm The Office Administrator will support a large corporate office (100+ employees) in the San Francisco area as the primary administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity and this line of business offers room for growth. Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately Facilities support, for example calling a plumber or repairman as needed Minor support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues) Preparing the office, catering, conference rooms etc. for visits from Executives Skills: 5+ years of experience in an office admin, office manager, etc. (supporting an office rather than an individual) - Corporate setting (at least 30-person office) Experience with facilities management (examples include ordering supplies and snacks, inventory, calling a plumber for repairs etc.) Polished/professional Tech savvy - Strong Microsoft Office skills - Word, Excel, Copilot

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.

Job Description: Administrative Services Assistant Work Type: Onsite/Hybrid (Onsite interview required) We are seeking a detail-oriented and highly organized Administrative Services Assistant with strong policy-writing skills and experience in government or public-sector environments. The ideal candidate will have a solid understanding of merit system principles, civil service rules, and HR policies, along with hands-on experience developing Standard Operating Procedures (SOPs), conducting research, and supporting labor and employee relations activities. Key Responsibilities Draft, review, and maintain policies, procedures, and SOPs for administrative and HR functions. Conduct research on state, federal, and departmental regulations to ensure HR compliance. Support HR teams in the application of merit system and civil service rules. Assist with interpretation and implementation of personal HR policies and departmental guidelines. Provide administrative support for Labor Relations and Employee Relations activities. Ensure compliance with ADA, FMLA, and other applicable state and federal requirements. Prepare, edit, and format documents in Microsoft Word and maintain content in SharePoint. Coordinate and update internal policies to meet state and federal HR law requirements. Assist with audits, documentation, and process improvements. Perform general administrative duties as needed. Required Skills & Qualifications 3-5+ years of administrative support experience, preferably in a government or public-sector setting. Strong experience in policy writing, procedure development, and SOP documentation. Solid understanding of merit systems, civil service rules, and HR operational frameworks. Knowledge of ADA, FMLA, and related state and federal employment laws. Experience supporting Labor Relations and Employee Relations functions (preferred). Strong research and regulatory interpretation skills. Proficiency in Microsoft Word and working knowledge of SharePoint. Excellent written and verbal communication skills with high attention to detail. Ability to work onsite/hybrid in Martinez, CA. Additional Information Onsite interview required. Candidates with prior experience in county, state, or federal government agencies are strongly encouraged to apply.

Our client, a Medical Center facility under the aegis of a California Public Ivy university and one of largest health delivery systems in California, seeks an accomplished Medical Office Coordinator __________________________________________________ NOTE- THIS IS 100% ONSITE ROLE & ONLY W2 CANDIDATES/NO C2C/1099 *** Candidate must be authorized to work in USA without requiring sponsorship *** Position: Medical Office Coordinator (Job Id - # 3130************ Location: San Francisco CA 94158 Duration: 3 Months + Strong Possibility of Extension ______________________________________________________ Job duties: Check in patients, Schedule follow ups, Make reminder calls to patients, Print, fax, etc. Soft skills needed for this clinic: Great customer service, friendly, problem solver Job duties: Back Office Soft skills/characteristics needed in a temp for this clinic: Surgery Scheduling and Chemo Scheduling is highly preferred Estimated number of patients in clinic per day or calls per day if call center: we're not a call center, but we do cross cover the department's mainline. Specific number of year's experience? 3-5 Must have experience with EPIC APEX ________________________________________________ Bhupesh Khurana Lead Technical Recruiter Email - ***************************** Company Overview: Amerit Consulting is an extremely fast-growing staffing and consulting firm. Amerit Consulting was founded in 2002 to provide consulting, temporary staffing, direct hire, and payrolling services to Fortune 500 companies nationally, as well as small to mid-sized organizations on a local & regional level. Currently, Amerit has over 2,000 employees in 47 states. We develop and implement solutions that help our clients operate more efficiently, deliver greater customer satisfaction, and see a positive impact on their bottom line. We create value by bringing together the right people to achieve results. Our clients and employees say they choose to work with Amerit because of how we work with them - with service that exceeds their expectations and a personal commitment to their success. Our deep expertise in human capital management has fueled our expansion into direct hire placements, temporary staffing, contract placements, and additional staffing and consulting services that propel our clients businesses forward. Amerit Consulting provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Applicants, with criminal histories, are considered in a manner that is consistent with local, state and federal laws

WE'RE HIRING: OFFICE ASSISTANT Are you the organized, detail-loving, people-friendly pro we've been looking for? Our office needs someone who can keep things running smoothly and make every client, visitor, and teammate feel welcome. What You'll Do: Manage files, records & office systems Coordinate meetings, emails & communications Provide top-notch customer service at reception Support data entry, reporting & vendor payments Foster a safe, inclusive, and welcoming office environment You Bring: ✔ 2+ years admin or customer service experience ✔ Excellent organizational & communication skills ✔ Microsoft Office & Teams proficiency ✔ Commitment to equity, diversity & inclusion How We Work We operate with: Integrity, accountability, and transparency. A commitment to anti-racism, diversity, equity, and inclusion. An unwavering stance against antisemitism and all forms of prejudice. How to Apply Apply directly through our JFCS East Bay Career Center:****************************** If applying via an external site (LinkedIn, Indeed, etc.), please upload your cover letter and resume as one document if only one attachment is allowed. Join Us! Help us continue our legacy of compassion, advocacy, and empowerment for East Bay's most vulnerable communities. #NowHiring #EastBayJobs #Office Assistant #SocialWork #AgingServices #HumanServices #NonprofitCareers #JFCS #CommunityImpact #EquityAndInclusion #BayAreaJobs

Job Overview:Office Coordinator- Petaluma, CA The Office Coordinator performs general office coordination and assists with day to day operations. Coordinates various office support services, including purchasing and facilities management. May participate in interdepartmental projects and coordinate with other departments. Shift and Schedule: Full-time Monday- Friday8:00AM - 4:30PMFlexibility to work overtime as required Responsibilities:With moderate supervision, supports general business operations by providing various administrative support activities as a generalist or in a combination of disciplines. Types, formats, and produces documents such as proposals, presentations, correspondence, and standard reports. Establishes and maintains record keeping and filing systems. Maintains calendar and contact database, schedules appointments, completes travel or conference arrangements, and may arrange meetings and conferences for an assigned work group. Performs administrative duties specific to department such as conducting research, updating databases, and preparing collateral materials for mass mailings. Completes expense reports and handles reconciliation of receipts for a designated work group. Responsible for opening, sorting, prioritizing, and distributing inbound mail. Coordinates services for outbound mail. Answers phone calls with regards to inquiries, researching and resolving problems requiring knowledge of department policies and procedures. Receive funds from customers and employees. May disburse funds, record monetary transactions, and/or issue receipts for funds received and other cashier duties as required Performs other duties as assigned. Total Rewards:$22. 00 / hour Benefits, subject to eligibility, Medical, Dental and Vision, Paid Time Off, 401(k) program with employer match, Child & Elder Care, Adoption Benefits, Paid Parental Leave, Fertility Benefits, Employee Resource Groups, Breastmilk Shipping Services, Dependent Scholarship Program, Education Assistance, Employee Assistance Program, Personalized Wellness Platform and more! Requirements:High school diploma or general equivalency diploma preferred (GED)2 years of general office experience2 years Microsoft Office1 year cashier/cash handling experience preferred Company Overview:Keurig Dr Pepper (NASDAQ: KDP) is a leading beverage company in North America, with a portfolio of more than 125 owned, licensed and partner brands and powerful distribution capabilities to provide a beverage for every need, anytime, anywhere. We operate with a differentiated business model and world-class brand portfolio, powered by a talented and engaged team that is anchored in our values. We work with big, exciting beverage brands and the #1 single-serve coffee brewing system in North America at KDP, and we have fun doing it! Together, we have built a leading beverage company in North America offering hot and cold beverages together at scale. Whatever your area of expertise, at KDP you can be a part of a team that's proud of its brands, partnerships, innovation, and growth. Will you join us? We strive to be an employer of choice, providing a culture and opportunities that empower our team of ~29,000 employees to grow and develop. We offer robust benefits to support your health and wellness as well as your personal and financial well-being. We also provide employee programs designed to enhance your professional growth and development, while ensuring you feel valued, inspired and appreciated at work. Keurig Dr Pepper is an equal opportunity employer and recruits qualified applicants and advances in employment its employees without regard to race, color, religion, gender, sexual orientation, gender identity, gender expression, age, disability or association with a person with a disability, medical condition, genetic information, ethnic or national origin, marital status, veteran status, or any other status protected by law. A. I. Disclosure: KDP uses artificial intelligence to assist with initial resume screening and candidate matching. This technology helps us efficiently identify candidates whose qualifications align with our open roles. If you prefer not to have your application processed using artificial intelligence, you may opt out by emailing your resume and qualifications directly to kdpjobs@kdrp. com.

Supporting Community Healthcare is a rewarding role. LifeLong Medical Care is looking for a Front Office & Eligibility Coordinator to work at our Jenkins Urgent Care in Richmond, CA. The Front Office & Eligibility Coordinator will work with a multi-disciplinary team in the delivery of general primary care medical services in a community health setting. The Front Office & Eligibility Coordinator is responsible for ensuring efficient and friendly front office operations as well as preparing all eligibility information for each scheduled patient. Responsibilities include reception, appointment scheduling, patient registration and check-in, eligibility screening, telephone operation and cash collection management. This is a full time, benefit eligible position, working 40 hours per week. This position is represented by SEIU-UHW. Salaries and benefits are set by a collective bargaining agreement (CBA), and an employee in this position must remain a member in good standing of SEIU-UHW, as defined in the CBA. LifeLong Medical Care is a multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have over 15 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more. Benefits Compensation: $20 - $21/hour. We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including nine paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan. Responsibilities Greets all patients and visitors in a warm and friendly manner and utilizes positive customer service in all interactions Responsible for patient reception and intake including registration, check-in and scheduling future appointments Performs computer data entry, document and card scanning and validation Manages patient flow from front to back office Responsible for preparing all eligibility information for each scheduled clinic patient at least two days ahead of the appointed time Answers clinic phones and directs calls appropriately. Makes follow-up calls Responsible for collecting visit copays and cash collections management (send cash to A/P, notify A/P if no cash has been collected) Attends all meetings that apply to the eligibility process and shares the information with appropriate clinic personnel. These meetings are typically off-site and may require the use of personal vehicle or other transit. Assists patients with referrals to Medi-Cal, CalFresh, HealthPac, CARES and other programs. Maintains appearance of waiting areas and reception desk Receives and distributes all incoming correspondence including mail, faxes, interoffice mail courier items and packages Maintains inventory of front desk supplies and forms Under supervision of the Center Supervisor or Manager, enters and maintains provider templates as needed Generates correspondence as requested Keeps statistical records as requested by Center Supervisor or Manager Performs other duties as assigned Qualifications Strong organizational, administrative and problem-solving skills, and ability to be flexible and adaptive to change. Excellent interpersonal, verbal, and written skills and ability to effectively work with people from diverse backgrounds and be culturally sensitive. Ability to prioritize competing work demands and tasks from clients or staff Ability to work effectively and calmly under pressure in a positive, friendly manner Work in a team-oriented environment with a number of professionals with different work styles and support needs. Conduct oneself in external settings in a way that reflects positively on LifeLong Medical Care as an organization of professional, confident and sensitive staff. Make appropriate use of knowledge/ expertise/ connections of other staff. Be creative and mature with a “can do”, proactive attitude and an ability to continuously “scan” the environment, identifying and taking advantage of opportunities for improvement. Job Requirements High school diploma or GED One year experience in the medical field Excellent customer service and ability to maintain confidentiality Proficient in standard office software (Microsoft) Bilingual English/Spanish Job Preferences Bachelor's degree in health science or a related field Proficient in Electronic Health Records (EHR) and Electronic Practice Management Systems (EPM) Experience with insurance eligibility Experience in working in a community health center

Job Description Avant Tech is excited to invite applications for the Surgery Center Administrator position at our advanced ambulatory surgery center in Walnut Creek, California. This is an onsite leadership role responsible for the entire operation of the facility, which specializes in various surgical specialties. Key Responsibilities: Manage daily operations of the surgery center, including staff coordination, patient care, and clinical activities. Ensure compliance with regulatory and accreditation requirements, including those from AAAHC and CMS. Prepare and monitor operational and capital budgets. Set performance standards and lead strategic initiatives for operational efficiency and quality improvement. Build and maintain relationships with physicians, administration, and staff. Oversee hiring, training, and evaluation processes for surgery center personnel. Implement marketing strategies to enhance growth and increase surgical volumes. Conduct regular staff meetings and performance reviews to foster a collaborative work environment. Requirements Bachelor's degree in Healthcare Administration, Nursing, Business, or a related field; Master's degree preferred. Minimum of 3-5 years of operational management experience in an ASC or a similar healthcare entity. Proficient in budget management, financial planning, and operational oversight. Excellent interpersonal, communication, and leadership skills. Commitment to quality patient care and operational excellence. Benefits Join the nation's leading outpatient surgery platform Meaningful leadership role with significant bonus potential Opportunity to shape high-quality patient care and strategic growth Competitive Pay Full Benefit Package

At Klaviyo, we value the unique backgrounds, experiences and perspectives each Klaviyo (we call ourselves Klaviyos) brings to our workplace each and every day. We believe everyone deserves a fair shot at success and appreciate the experiences each person brings beyond the traditional job requirements. If you're a close but not exact match with the description, we hope you'll still consider applying. Want to learn more about life at Klaviyo? Visit careers.klaviyo.com to see how we empower creators to own their own destiny. Klaviyo is seeking an Sr. Office Coordinator to join our Global Real Estate Ops team. We're looking for someone who is experienced in maintaining an effective and efficient office working environment, genuinely enjoys working with diverse people, and is passionate about creating a welcoming and collaborative environment for both employees and visitors. This highly impactful role will be part of the Finance Organization, report directly to the Manager of Office Operations and Facilities, and will work cross-functionally with Global IT, People Operations, Marketing, Internal Comms, Employee Experience and others. This person will have the opportunity to join us on our mission to enable Klaviyos to thrive, to contribute to a uniquely special culture, and to make the company the place where the best-of-the-best come to work. How You'll Make a Difference Assist in managing the day to day operations of our Boston Hub. Field daily inquiries by employees in the Boston Hub on questions and issues. Monitor Office Operations support ticket queue and resolve questions with comprehensive answers. Build scalable office ticketing system for the Boston Hub based on the existing service catalog items in Freshworks. Work with and act as a secondary contact for the local property management team. Handle suite related needs and maintenance. Create, adapt, and maintain company policies for the Boston Hub location Responsible for enforcing and suggesting updates to office policies, procedures and safety standards (emergency evacuation plan, visitor registration, security, ADA/OSHA compliance, etc.) Greet and register office vendors and visitors. Assist in facilitating the future of work plans for the Boston Hub. Utilize space management software, OfficeSpace, to assist with space management and helping Klaviyos find meeting spaces. Assist in facilitating meetings/events coordination with the Employee Experience team and other internal stakeholders. Maintain the overall appearance, organization, and cleanliness of the Boston Hub. Performing daily walkthroughs to ensure workstations, conference rooms and public spaces are clean and presentable. Restock and maintain inventory and supply management of office supplies, cleaning supplies, bathroom supplies, PPE, technology accessories, etc. Oversee recurring office service vendors. Manage office access for Klaviyo employees/new hires by creating, replacing and terminating access cards. Assist internal teams with scheduling in person meetings and events. Facilitate in-office food and beverage program. Monitor office utilization. Facilitate interoffice moves and assist with space planning. Be an ambassador of company culture and values. Be approachable, reliable and energetic. Assist with additional special projects, as required Transform workflows by putting AI at the center, building smarter systems and ways of working from the ground up. Who You Are 2-4+ years of office, facilities, or related experience. Prior customer service, IT, admin, or event management experience is a plus. Experience with GSuite, Slack, OfficeSpace, and Freshworks is a plus. Monday-Friday in-office attendance required, ~8:30-5pm with flexibility around onsite events. Ability to prioritize workload, follow through, and complete tasks in a timely manner. Strong organization and planning skills. Comfortable owning projects and making decisions; takes initiative and works well independently as well as with others. Customer service oriented; outgoing and personable; polished approach with internal and external clients. Ability to work in a fast-paced environment with changing needs and requirements. Strong attention to detail, can learn quickly and understand big picture concepts You've already experimented with AI in work or personal projects, and you're excited to dive in and learn fast. You're hungry to responsibly explore new AI tools and workflows, finding ways to make your work smarter and more efficient. Ability to lift >50lbs We use Covey as part of our hiring and / or promotional process. For jobs or candidates in NYC, certain features may qualify it as an AEDT. As part of the evaluation process we provide Covey with job requirements and candidate submitted applications. We began using Covey Scout for Inbound on April 3, 2025. Please see the independent bias audit report covering our use of Covey here Massachusetts Applicants: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Our salary range reflects the cost of labor across various U.S. geographic markets. The range displayed below reflects the minimum and maximum target salaries for the position across all our US locations. The base salary offered for this position is determined by several factors, including the applicant's job-related skills, relevant experience, education or training, and work location. In addition to base salary, our total compensation package may include participation in the company's annual cash bonus plan, variable compensation (OTE) for sales and customer success roles, equity, sign-on payments, and a comprehensive range of health, welfare, and wellbeing benefits based on eligibility. Your recruiter can provide more details about the specific salary/OTE range for your preferred location during the hiring process. Base Pay Range For US Locations:$65,600-$98,400 USD Get to Know Klaviyo We're Klaviyo (pronounced clay-vee-oh). We empower creators to own their destiny by making first-party data accessible and actionable like never before. We see limitless potential for the technology we're developing to nurture personalized experiences in ecommerce and beyond. To reach our goals, we need our own crew of remarkable creators-ambitious and collaborative teammates who stay focused on our north star: delighting our customers. If you're ready to do the best work of your career, where you'll be welcomed as your whole self from day one and supported with generous benefits, we hope you'll join us. AI fluency at Klaviyo includes responsible use of AI (including privacy, security, bias awareness, and human-in-the-loop). We provide accommodations as needed. By participating in Klaviyo's interview process, you acknowledge that you have read, understood, and will adhere to our Guidelines for using AI in the Klaviyo interview Process. For more information about how we process your personal data, see our Job Applicant Privacy Notice. Klaviyo is committed to a policy of equal opportunity and non-discrimination. We do not discriminate on the basis of race, ethnicity, citizenship, national origin, color, religion or religious creed, age, sex (including pregnancy), gender identity, sexual orientation, physical or mental disability, veteran or active military status, marital status, criminal record, genetics, retaliation, sexual harassment or any other characteristic protected by applicable law. IMPORTANT NOTICE: Our company takes the security and privacy of job applicants very seriously. We will never ask for payment, bank details, or personal financial information as part of the application process. All our legitimate job postings can be found on our official career site. Please be cautious of job offers that come from non-company email addresses (@klaviyo.com), instant messaging platforms, or unsolicited calls. By clicking "Submit Application" you consent to Klaviyo processing your Personal Data in accordance with our Job Applicant Privacy Notice. If you do not wish for Klaviyo to process your Personal Data, please do not submit an application. You can find our Job Applicant Privacy Notice here and here (FR).

Napa Chrysler is looking for an experienced individual to assist in our Accounting Office. Please be experienced in all aspects of dealership functions to include A/P, A/R, balancing schedules, contracts, service department functions to include processing RO's and warranty tickets. Reynolds & Reynolds experience required. Must be proficient with Excel, Word etc. All applicants will be kept in strict confidence! Please contact Julye or Patrick at ************** or respond to this posting.

Corporate Profile: Acquisition Professionals (AP) LLC is a trusted strategic partner and solutions-based company that combines years of deep knowledge-based expertise, agile program management, and customized learning solutions, AP provides cradle-to-grave acquisition services and acquisition training; administrative support services; Information Technology Support Services and program and financial management. We leverage technology, tools, and industry best practices through our experienced personnel to create cross-functional results and navigate the complex and high-risk areas for our clients' projects and programs. Job Summary: Performs a full range of standard and nonstandard administrative and secretarial duties in support of an office. Overall tasks to be performed in each area include (Accomplish other noncritical clerical work as requested). Provides administrative support, performing a combination of various clerical and administrative duties requiring overall knowledge of systems, policies, and procedures. Responsibilities: Maintain the staff reception office area, greet visitors, and direct them to the appropriate government staff personnel. Receive and respond to calls from customers, government personnel at all levels, and the general public regarding requests for information, building services, and other services, including Freedom of Information Act document gathering. Schedule appointments, arrange interviews and meetings, and communicate meeting details, including times, participants, and locations, as directed by management or staff. Requires proficiency in Microsoft Windows-based computer operating systems and Microsoft Office programs to include Word, Excel, Access, and Outlook email system, as well as scanners, printers, and copiers. Requires accurate spelling, typing and attention to detail and shall have ability to compile and organize reports. Shall design, organizes and maintain filing system. Maintain access to various databases in order to compile and provide information to government personnel. Collect and disseminate Government Owned Vehicle mileage and maintenance information on a monthly basis or as required to include auditing monthly vehicle operation reports. Education/Certifications: MINIMUM REQUIREMENTS: Advanced knowledge and proficiency in Microsoft Office products, including Word, Access, intermediate Excel, and PowerPoint. Excellent communication skills (both written and verbal) with the ability to prepare and make group/executive presentations Excellent presentation skills Strong analytical skills Ability to conduct online research Resourcefulness, initiative, and skill to function in a fast-paced environment Attention to detail in goal/task accomplishment with minimal supervision Professionalism and the ability to interact effectively with others Ability to meet planned and unscheduled deadlines in a timely manner All contract personnel will be required to undergo a background suitability clearance prior to reporting to work and maintain this suitability clearance Ability to work independently. Must dress in casual business attire and required to act in a professional manner at all times Qualifications: High School Diploma 2 years experience Corporate Summary: Acquisition Professionals (AP) LLC is an Economically Disadvantaged, Women owned 8 (A) small business. We are located at the Metro Park Office Complex in Alexandria, Virginia. We offer a competitive salary and compensation benefits package, including medical, dental, vision, disability, matching 401k, tax free transit subsidy, paid federal government holidays and paid time off. AP is committed to creating an environment of work life balance.

Appointment Type * Probationary 1 Bargaining Unit * Unit 9 - CSUEU - Technical Support Services 1 Job Search Category/Discipline * Administrative 1 Time Basis * Full Time 1 PTOC Academic Office Coordinator (Administrative Analyst/Specialist- Exempt I, Range 2) - Physics & Astronomy Apply now Job no: 553437 Work type: Staff Location: San Francisco Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time SFSU Internal Applicants Only Working Title Academic Office Coordinator SF State University San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager. Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling ************** or emailing ***************. San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties. The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. Department Physics & Astronomy Appointment Type This is a one-year probationary position. Time Base Full-time (1.0) Work Schedule Monday through Friday, 8:00 a.m. to 5:00 p.m. Anticipated Hiring Range $5,274.00 - $5,597.00 Per Month ($63,288.00 - $67,164.00 Annually) Salary is commensurate with experience. Position Summary The Academic Office Coordinator (AOC) independently interprets a variety of complex organizational policies and procedures; uses initiative and judgment in analyzing information, and determines a course of action with the specifications of standard practice and established procedures to meet the operations, budgetary and personnel needs and program goals for the department. This position sets work standards for the department office, takes initiative and independently plans, organizes, coordinates and performs work in myriad situations where numerous and diverse demands are involved. The AOC assists the Department Chair with department budget analysis and projection, enrollment data analysis, academic schedule planning, analysis of operations, fiscal management, planning and administration of operational systems. The AOC has a high degree of responsibility, handles matters of a confidential nature, has thorough knowledge of campus and department policies and procedures, identifies deviations from applicable policies and procedures, and coordinates changes in procedures. The AOC is responsible for overseeing day-to-day administrative departmental operations and provides lead work direction to staff and student assistants. The incumbent receives general direction from the Chair of the Physics & Astronomy Department and reports to the CoSE Personnel Officer. Position Information Academic Coordination * Assist department chair with planning and building academic class schedule each term. * Oversee class enrollments throughout the enrollment period. * Collect course syllabi from faculty each term and save in electronic records. * Collect office hours from faculty each term and post and disseminate. * Communicate upcoming academic calendar events and deadlines throughout the term to faculty, staff, and students. * Assist Department Chair with collecting, organizing and analyzing data on class enrollments, number of majors, retention, graduation rates, etc., for institutional and program reviews, as well as calibration of future scheduling, faculty appointments, and budget priorities. * Assist faculty with class cancellations, relocations, or day/time changes, including emailing affected students and/or posting signs. * Research course and program offerings of other academic departments that influence courses and scheduling in the department; identify problem areas for course and program capacity, and bring issues of concern to the attention of the Department Chair. Administrative Coordination * Communicate relevant policies and procedures to faculty, staff, student employees, students, and college administrators. * Provide consultation to faculty, staff, and students and direct those with highly sensitive situations to the Department Chair for resolution. * Maintain scholarship application portal and coordinate scholarship disbursement with on-campus scholarship offices/departments. * Provide administrative support to faculty, staff, and students regarding processing of various paperwork, payments, and reimbursements. * Purchase and monitor usage of office supplies. * Maintain and organize department physical and electronic records. * Maintain upkeep and organization of department main office and mail room. * Maintain various department email distribution lists. * Answer phone calls and emails to department office, address concerns and/or redirect to relevant persons for resolution. * Coordinate day-to-day activities/tasks and functions of student office assistant(s); monitor workload and work product. * Assist Department Chair in allocating resources and facilities to faculty, staff, and student, including renovation of offices and laboratory spaces, equipment and furniture purchases, and electrical, computing and telephone installations. * Assist with logistics of renovation projects as directed, including coordinating access, recordkeeping and purchases of equipment and furniture as needed. Under general direction of the department chair, negotiate budgetary move-in costs with CoSE Operations Coordinator and CoSE Director of Budget & Finance for offices and laboratories. Budget and Finance Support * Monitor department revenues and expenditures within various department accounts, including general, trust, foundation, endowment, scholarship, and University Corporation (UCorp) funds. * Develop systems to track and update detailed budget records and spreadsheets; reconcile department accounting records against university financial ledgers; and make corrections when necessary. * Prepare financial reports for Department Chair using historical budget data that includes course augmentations, lab fees, scholarships and foundation, instructional related accounts. Assist Department Chair in fund reallocation as necessary. Personnel Coordination * Inform department personnel on university HR policies and practices. * Process department personnel transactions including appointments of temporary lecturer faculty (10-15), graduate teaching assistants (25-30), and student employees (student assistants, graders, research assistants, office and stockroom assistants) (20-25). * Assist faculty, staff, and student employees with problems relating to employee appointments. * Interview and assist Department Chair in the hiring of student workers (e.g., office and stockroom student assistants). * Orient student employees to university, college, and department policies and procedures. * Coordinate the student payroll process for the department, including collecting electronic timesheets and verifying worked hours with direct supervisors. * Generate "Faculty Work Load and Assigned Time" reports each semester. Event Planning & Hospitality Coordination * Plan regular and special events (e.g., weekly colloquiua, student welcome events, graduation celebrations, and other special events), including creating of flyers and/or emails to advertise events, securing room reservations, acquiring AV support, purchasing food and/or securing catering orders, purchasing decorations. * Track RSVPs for events as necessary . * Lead student assistants with event set-up and clean-up. * Process payments, reimbursements, honoraria related to events. * Track event expenses and maintain records to facilitate making events more cost-effective. Other duties as assigned Minimum Qualifications * A bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. * General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. * Thorough knowledge of policies, procedures, practices and outside regulations pertaining to the applicable program and/or administrative specialty. * Basic knowledge of and ability to apply fundamental concepts. * Working knowledge of operational and fiscal analysis and techniques. Working knowledge of budget policies and procedures. * Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. * Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations. * Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations. * Expertise in investigating and analyzing problems with a broad administrative impact and implications. * Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty. * Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. * Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form. Ability to compile, write, and present reports related to program or administrative specialty. * Ability to organize and plan work and projects including handling multiple priorities. Ability to anticipate problems and address them proactively. Ability to make independent decisions and exercise sound judgment. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. * Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. * Ability to train others on new skills and procedures and provide lead work direction. Preferred Qualifications * Ability to work independently on varied or specialized administrative and analytical duties, follow through on assignments with minimal direction, and handle sensitive and confidential matters. * Knowledge of CSU policies, procedures and guidelines, including specific campus procedures, to interpret inquiries and request to formulate appropriate action or responses. * The use of sound judgment and discretion to analyze and address problems, interpret and apply theories and principles, and develop and recommend alternatives and best courses of action. * Ingenuity in determining methods to achieve programmatic goals, and develop and implement program policies required. * Experience researching and analyzing information using skills to think logically and identify anomalies, trends, and potentially invalid data. * 5-7 years administrative work experience involving study, analysis, and or evaluation leading to utilization, interpretation and dissemination of administrative policies, procedures, practices and programs. * Ability to understand and analyze complex problems from a future-oriented and broad interactive, perspective and readily develop proactive solutions that integrate strategic goals into tactical operations. * Ability to provide training to administrative staff and provide lead work direction; work with others at all levels within the organization; act as a representative to outside contacts; and take initiative and independently perform work in a fast working environment. * Working knowledge of various software tools including Microsoft Outlook, Word, Excel, PowerPoint, Adobe Acrobat, Illustrator, Photoshop, and Box for file management. Knowledge of campus systems: FMS, HRMS, and Footprints. Familiar with CSU and SFSU policies and procedures. * Ability to anticipate workload needs and proactively prioritize needed actions based upon unit priorities and management's objectives. * Familiarity with campus wide offices, administrative contacts, campus structure and resources. * Ability to work variable nights, weekends and/or holidays, on campus or off-site, depending upon work conditions. Environmental/Physical/Special This position has a regular forty hours work schedule. The AOC may be required to work after hours and on weekends as needed to support department administrative operations. Extensive use of personal computer. Pre-Employment Requirements This position requires the successful completion of a background check. Eligibility to Work Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire. Benefits Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve. We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee. CSUEU Position (For CSUEU Positions Only) Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference. Additional Information SFSU Internal Applicants Only SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS). Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations. CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at ******************************************************* The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at **************. Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time. Advertised: Nov 20 2025 Pacific Standard Time Applications close:

Organization RWA Wealth Partners is a boutique wealth management firm that provides customized solutions designed to help clients grow and protect their wealth so they can pursue a rewarding lifestyle, realize their goals, and create a legacy for generations. Our team of professionals operates from eight offices across the nation, serving over 6,000 clients and managing over $19 billion in assets. We are looking for passionate individuals who are eager to make a difference in the lives of our clients while being part of a collaborative and innovative team. If you are ready to elevate your career in a dynamic environment that values respect, teamwork and personal growth, consider joining us at RWA Wealth Partners. Role Overview The Office Administrator/Administrative Officer will play a key role in ensuring the smooth daily operations of our new San Francisco office, serving as the first point of contact for employees, clients, and visitors. This position is responsible for maintaining a well-organized, professional, and welcoming environment, while providing high-level administrative and facilities support. The ideal candidate will be highly dependable, adaptable, and proactive in anticipating the needs of the team. Additionally, this being a hybrid role, will assist our business administration team for Private Wealth with addressing client needs as part of their daily activities as time allows. This is a fully onsite role that involves regular interaction across departments and active engagement in maintaining our workplace experience. Office Administrator Responsibilities Act as the initial point of contact for all visitors. Coordinate logistics for client and vendor visits, including guest registration and parking validation. Answer incoming calls and direct them to the appropriate person or department. Open, sort, scan, and distribute mail, faxes, emails, and other correspondence to the appropriate person or department. Manage office inventory and supplies, including but not limited to: Checking the resource room and pantry area twice daily. Replenishing snacks each morning. Ensuring all work and kitchen surfaces are clean, organized, and well-maintained. Conduct regular facility checks (e.g., HVAC, plumbing, electrical, lighting) and report any issues to tenant services. Manage facility requests and coordinate vendor visits for repairs and deliveries. Maintain a strong onsite presence, with daily responsibilities that require being in the office five days a week and regularly walking throughout the facility to support operations and facilities coordination. Create and deactivate employee badges as part of the onboarding and offboarding processes. Communicate workplace operations memos to employees as needed. Provide meeting and event support: Coordinate the booking of conference rooms through Outlook. Arrange catering when required. Assist with All Hands meetings and other internal events. Offer general administrative support, including printing, scanning, and binding documents. Administrative Officer Responsibilities: RWA Firm documentation: prep & file IMAs, ASA, Schedule Change Letters Custodian forms: Account Opening, Transfer & Maintenance forms / Doc Prep Financial Account Maintenance Tasks: Admin changes, Bene changes, adding POA, Trustee updates, etc Ad hoc paperwork tasks: Account Applications, Standing Instructions, etc Schedule Change Letters (Fee, Investment Objective, Administration) NIGOs/Service Messages: Onboarding, transfer, maintenance cases Account Recon & Asset Tracking Account opening & funding: track custodian opening & transfer status Contact Preference Center (CPC) processing: address, email, phone number changes Docusign CLM: DocGen & Filing client documents in CLM Docusign eSignature: prep envelopes & send when requested Education, Experience and Qualifications Minimum of 3 years' experience in office management, administrative support, or a similar professional setting. Highly organized and detail-oriented, with a proactive approach to task and time management. Proven customer service experience, with a solution-oriented approach to handling inquiries or concerns. Proficient in supporting executives or teams through calendar management, conference room scheduling, and meeting preparation. Adaptable and flexible, with the ability to manage shifting priorities. Quick to learn and comfortable navigating new tools, systems, and technologies. Strong ability to prioritize tasks effectively and independently implement practical solutions. Reliable and consistent, with a high degree of professionalism and discretion when handling sensitive or confidential information. Compensation The anticipated base salary range for this position is $60,000- $80,000. Final base compensation will be carefully determined based on several factors including relevant knowledge, skillset, and experience. Additionally, this role may be eligible for other forms of compensation and benefits, such as discretionary bonus, health, dental, and vision plans, and employer 401(k) contributions. RWA Wealth Partners is an equal opportunity employer. We believe that the most effective way to invite and retain a diverse workforce is to build an enduring culture of inclusion and belonging. The Firm does not discriminate in employment because of race, creed, national origin, religion, age, color, sex, marital status, sexual orientation, gender identity, disability, citizenship status or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact careers.

About One Legal, an InfoTrack Company One Legal, a division of InfoTrack, is a one-stop online solution for legal professionals to file court documents in every California court, manage service of process nationwide, and more. A leader in innovative technology solutions for legal professionals for more than 30 years, One Legal continues to be among the most respected in the industry. As a highly ambitious company, we know that our people are critical to our success. That's why we're passionate about fostering a high-performance culture built on professional development, open communication, and transparent leadership. If you're dedicated, and eager to help build a market-leading solution that makes a difference in the lives of our clients, we'd love for you to join us. About the role At One Legal, our Administrative Specialist is the go-to person who helps keep everything running smoothly behind the scenes. In this role, you'll work closely with our internal teams to make sure job orders are printed, mailed, and processed on time and without a hitch. You'll also make sure our office equipment is working properly and that we're stocked up on supplies so you and the team can stay focused and keep things moving. This is an onsite role, 5x days per week out of our office in Petaluma, California. Responsibilities: Print, collate, and prepare legal documents for mailing in accordance with department procedures Process outgoing mail, including operating the postage meter and packaging declarations, notices, and courtesy copies Sort, scan, and route incoming mail to the appropriate recipients Maintain inventory of printing and mailing supplies; reorder as needed Prepare checks for disbursements (e.g., sheriff fees) when required Monitor and restock printers; coordinate basic troubleshooting and service requests as needed Shred documents securely and ensure compliance with disposal procedures Use internal software (ServeManager) to manage, update, and track job progress Transport mail and company materials to and from the post office or other designated locations during business hours Operate a personal vehicle or company vehicle in compliance with traffic laws and InfoTrack's Safe Driving Policy Maintain accurate mileage and expense records, when applicable Coordinate with the Fulfillment and Support teams to ensure timely and accurate document handling Perform various administrative tasks and special projects as assigned Coordinate the mailing of documents to litigants, customers, and courts by assembling shipments and delivering them to the local post office Resolve open items and complete assigned tasks in a timely manner Assist the Fulfillment team with additional job-related tasks and projects as needed Serve as the administrative and process backbone of the Fulfillment team Requirements 1+ years of relevant experience (legal or litigation support experience is a plus, but not required) Valid U.S. driver's license, in good standing with clean driving record, free of major violations Proof of valid auto insurance that meets or exceeds state minimum liability requirements Ability to operate a safe, reliable, and roadworthy vehicle for business purposes Strong customer focus with a service-oriented mindset Solid computer skills, including Outlook, Microsoft Office, Adobe Acrobat; familiarity with Slack is a plus Typing speed of at least 40 WPM (certification required) Excellent verbal and written communication skills Positive, can-do attitude with a solution-oriented approach Highly organized and process-driven; comfortable multitasking and adapting to change Strong attention to detail and accuracy; dependable and reliable Calm, patient, and effective in high-pressure situations Compensation The anticipated pay range for this role is listed below. Base salary is not the only component of our competitive total rewards package - you may also be eligible for bonus, commissions and other benefits as described below. Actual compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications. $19.77 - $24.71 per hour Benefits What Sets One Legal, an InfoTrack Company apart At One Legal, we're committed to a workplace where everyone feels comfortable doing their best work and having fun! We also believe in a work/life balance that fulfills you while you're here and supports you when you're not. We built our benefits package to prove that we're committed to you having everything you need. Our benefits guide, located here, illustrates what we offer full-time employees and a sneak preview is below: 401(k) Match Medical, Dental, & Vision Insurance- 85% of employee premiums are covered by InfoTrack, and 70% for your family premiums Employer-funded Short/Long-Term Disability, Life, and Accidental Death & Dismemberment (AD&D) Insurance 20 Days of Paid Time Off (PTO) 11 Paid Holidays “Be Me Time” off for mental health, re-charging, volunteering Matching Gift Program Monthly Internet Stipend for Remote Employees Our Commitment We believe that the key to our success is you. Your unique background, life experience, knowledge, self-expression, and talent make you uniquely you. Who you are, what you have experienced, and how you think inspires us to be innovative and bold. InfoTrack is an equal opportunity employer. We hire great people from a wide variety of backgrounds, not just because it's the right thing to do, but because it makes our company stronger. We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, ancestry, sex, gender identity and expression, national origin, citizenship, marital status, age, languages spoken, veteran status, color, religion, disability, sexual orientation, and beliefs. Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Job DescriptionWe are looking for an organized and professional office coordinator to perform administrative tasks such as filing, managing emails, preparing presentations and ensuring that office supplies are available. The office coordinator's responsibilities include working closely with coworkers to ensure that the office duties are completed. To be successful as an office coordinator you must be detail-oriented and manage your time efficiently so that office operations run smoothly. Office Coordinator Responsibilities: File documentation relating to employees and projects. Prepare meeting rooms for use by printing relevant documents and setting up any devices that will be used. Receive and send emails. Manage office inventory. Greet clients and visitors. Answer phone calls and provide requested information. Office Coordinator Requirements: A high school qualification or equivalent. Prior experience in an administrative role. Proficiency in Microsoft Office. Excellent verbal and written communication skills. Presentable appearance. Ability to manage time efficiently under pressure.

Benefits: 401(k) Bonus based on performance Dental insurance Employee discounts Paid time off CAre you a warm, polished, and detail-oriented professional who thrives in a fast-paced, client-facing environment? Do you have a passion for beauty, wellness, and providing exceptional service? An internationally recognized Aesthetic Plastic Surgery and Medical Spa practice is seeking a dynamic Front Office Coordinator & Administrative Assistant to join our elite team. This role is essential to the day-to-day flow of the clinic and offers a unique opportunity to be the welcoming face and organizational force behind a world-class aesthetic brand. Key Responsibilities: Front Office Coordination Greet patients and guests with professionalism, warmth, and enthusiasm Maintain an inviting, organized, and clean front office and waiting area Manage multi-line phone system, voicemail, and email inquiries Schedule appointments, coordinate follow-ups, and confirm patient visits Check in/out patients and process payments accurately Prepare patient intake packets and charts Triage office activity-know where patients and providers are at all times Take pre-op and post-op clinical photographs following practice standards Administrative Support Assist with inventory and ordering of office and skincare products Respond to patient communications and inquiries via phone, email, and website Maintain and organize medical records, file releases, and patient data securely Support coordination of meetings, events, and speaking engagements for the practice Liaise with insurance providers and assist in claim follow-ups Work directly with practice leadership on scheduling, communications, and task management Ship products and maintain e-commerce skincare inventory Ideal Candidate: Outgoing, polished, and professional in demeanor and appearance Excellent verbal and written communication skills Highly organized, proactive, and comfortable with multitasking Experienced in front office or administrative roles, preferably in a medical or aesthetics setting Tech-savvy and proficient in office software, scheduling systems, and social media Familiar with medical terminology, insurance, or aesthetic treatments (preferred but not required) Sales experience is a plus! Position Details: Full-Time | Includes Evenings & Some Weekends Compensation: $26.00 - $30.00 per hour The Maas Clinic™ The mission of The Maas Clinic™ is to give men and women premier personalized care that combines art and science for a result that is naturally beautiful - and beautifully you. Elevating Aesthetics with Unmatched Expertise Welcome to The Maas Clinic™ San Francisco, where every detail is meticulously curated to elevate your aesthetic journey. As a distinguished cosmetic surgical practice dedicated to rejuvenation, we offer unparalleled care for the skin, face, and body, ensuring that each patient receives the utmost attention and refinement. Under the esteemed guidance of Corey S. Maas, MD, FACS, a globally renowned Facial Plastic Surgeon, Double Board-Certified in Facial Plastic Reconstructive Surgery Otolaryngology-Head and Neck Surgery, our clinic sets the standard for excellence in both surgical and non-surgical aesthetic treatments, with offices in San Francisco and Lake Tahoe. State-of-the-Art Facilities At The Maas Clinic™ San Francisco, we pride ourselves on surpassing expectations and offering a comprehensive patient experience. Our surgeons perform surgical procedures in an exclusive outpatient surgical facility adjacent to our clinic. The San Francisco Rejuvenation Center exudes sophistication and tranquility, providing a sanctuary where quality, safety, and privacy converge to deliver an unparalleled level of comfort. Our on-site medical day spa, The Appearance Care Center, fully staffed with aesthetic nurse specialists, is a vision of elegance where state-of-the-art technology merges seamlessly with the artistry of non and minimally invasive treatments. Here, amidst the serene ambiance, patients embark on a journey of rejuvenation, indulging in bespoke "lunchtime" treatments tailored to enhance their natural beauty. Founded by facial plastic surgeon Corey S. Maas, MD, The Maas Clinic™ of San Francisco is easily accessible and offers convenient in-building parking in the Pacific Heights district, with a second office located in beautiful Lake Tahoe. In addition to our state-of-the-art on-site San Francisco plastic surgery center, The Rejuvenation Center, The Maas Clinic™ is affiliated with The California Pacific Medical Center (CPMC). CPMC is a full-service hospital nationally recognized for the excellence of its physicians and nurses. The surgery facility meets the highest standards of health care and offers a personalized, pleasant, and safe environment.

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.

Job DescriptionBenefits: 401(k) Bonus based on performance Dental insurance Employee discounts Paid time off C Are you a warm, polished, and detail-oriented professional who thrives in a fast-paced, client-facing environment? Do you have a passion for beauty, wellness, and providing exceptional service? An internationally recognized Aesthetic Plastic Surgery and Medical Spa practice is seeking a dynamic Front Office Coordinator & Administrative Assistant to join our elite team. This role is essential to the day-to-day flow of the clinic and offers a unique opportunity to be the welcoming face and organizational force behind a world-class aesthetic brand. Key Responsibilities: Front Office Coordination Greet patients and guests with professionalism, warmth, and enthusiasm Maintain an inviting, organized, and clean front office and waiting area Manage multi-line phone system, voicemail, and email inquiries Schedule appointments, coordinate follow-ups, and confirm patient visits Check in/out patients and process payments accurately Prepare patient intake packets and charts Triage office activityknow where patients and providers are at all times Take pre-op and post-op clinical photographs following practice standards Administrative Support Assist with inventory and ordering of office and skincare products Respond to patient communications and inquiries via phone, email, and website Maintain and organize medical records, file releases, and patient data securely Support coordination of meetings, events, and speaking engagements for the practice Liaise with insurance providers and assist in claim follow-ups Work directly with practice leadership on scheduling, communications, and task management Ship products and maintain e-commerce skincare inventory Ideal Candidate: Outgoing, polished, and professional in demeanor and appearance Excellent verbal and written communication skills Highly organized, proactive, and comfortable with multitasking Experienced in front office or administrative roles, preferably in a medical or aesthetics setting Tech-savvy and proficient in office software, scheduling systems, and social media Familiar with medical terminology, insurance, or aesthetic treatments (preferred but not required) Sales experience is a plus! Position Details: Full-Time | Includes Evenings & Some Weekends