Office manager/administrative assistant jobs in San Jose, CA - 390 jobs

El Camino Health Medical Network is currently seeking a talented Executive Administrative Assistant to join our growing healthcare team in Los Gatos! Pay: $98,000-$125,000 Shift: Monday-Friday 8:00am-5:00pm El Camino Health Medical Network (ECHMN) is a growing healthcare provider organization dedicated to delivering high-quality, community-based ambulatory care across Santa Clara County. We strive to coordinate care that meets the unique needs of the diverse communities we serve, partnering with like-minded professionals who are passionate about simplifying the healthcare experience. At ECHMN, we foster a culture of teamwork, innovation, and excellence. By working together, we provide exceptional care to our patients while creating a supportive and rewarding environment for our team members. If you're looking to make a meaningful impact in a collaborative and patient-centered organization, we invite you to join us! The Executive Assistant (EA) provides high-level administrative support to the Medical Networks Executive Leaders. This role is essential in ensuring operational efficiency and effective communication across the Executive Leadership Team and external partners. The EA manages complex schedules, coordinates meetings and projects, handles confidential communications, and provides strategic administrative support across a wide range of duties. Essential Functions: Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public. Coordinate and manage calendars, schedule meetings, and prioritize appointments based on urgency and importance. Act as a liaison between the Executive Leaders (ELT), internal departments, and external stakeholders with professionalism and discretion. Develop and maintain organizational systems, including databases, trackers, and filing systems to support efficient workflow and communication. Prepare, proofread, and format reports, correspondence, presentations, and briefing documents. Research, compile, and synthesize sensitive information to support executive communications and decision-making. Attend meetings and events; prepare agendas, take minutes, and follow up on action items as needed. Submit and track contracts and licensing documents in collaboration with the contract management team. Coordinate and troubleshoot audiovisual and virtual meeting platforms (e.g., Zoom, WebEx). Draft and submit expense reports accurately and in a timely manner. Support front desk operations in partnership with the receptionist, including triaging incoming calls Assist with planning and logistics for internal events, meetings, and team huddles. Receive and address complaints from patients, staff, and providers, using service recovery practices as appropriate. Maintain high levels of confidentiality, tact, and diplomacy when handling sensitive information and interactions. Perform special projects and other duties as assigned by the CAO and VP. Minimum Requirements: Associate's degree and a minimum of seven (7) years of administrative experience, including at least three (3) years supporting executive leadership, OR Bachelor's degree and five (5) years of relevant administrative experience OR Equivalent combination of education and experience Experience: Minimum of five (5) years of executive-level administrative support experience Strongly preferred: Experience in a healthcare organization (e.g., medical group, ambulatory care organization, medical foundation, or acute care hospital) Experience handling confidential information and complex schedules in a fast-paced, high-demand environment Other: Project management certification preferred Experience with contract and database management systems is a plus Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment Strong organizational skills with excellent attention to detail Exceptional verbal and written communication skills Ability to exercise sound judgment, discretion, and professionalism in all interactions Skilled in managing sensitive and confidential information with tact and integrity Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with project management tools and systems a plus Strong interpersonal skills with the ability to build effective working relationships across all levels of the organization and with external partners Ability to anticipate needs, take initiative, and work independently while supporting a collaborative team environment Comfortable coordinating logistics and troubleshooting virtual and in-person meetings (e.g., Zoom, WebEx, audiovisual systems)

Join a team where your expertise is valued, your voice is heard, and your career has room to grow. Zurich's Large Contract West Region Surety Team is looking for a motivated Contract Surety Underwriter (Executive or Director Level) to help us strengthen our portfolio, elevate our client relationships, and make a lasting impact across the 13 Western States. This is a highly technical position and requires experience with Surety lines of business. At Zurich, we foster a collaborative, purpose-driven culture with the backing of a global brand. You'll have the opportunity to: Lead with impact by managing complex large accounts Travel with purpose, approximately 20% across the region Grow your network working with top-tier agents and brokers Make decisions that matter with clear accountability and broad authority This market-facing role is ideally based in San Francisco, but we're open to talent located anywhere in the West Region. You'll play a critical role in managing and expanding a portfolio of domestic and international large accounts while driving business development and retention. Underwriting and analyzing new and renewal business for large contract surety Navigating complex assignments with confidence and autonomy Building and maintaining strategic broker and agency relationships Ensuring compliance with underwriting guidelines and regulatory requirements This role will be filled at either the Executive or Director Level. The hiring manager will determine the appropriate level based upon the selected applicant's experience and skill set relative to the qualifications listed for this position. Basic Qualifications Executive, Large Contract Surety Underwriter High School Diploma or Equivalent and 5 or more years of experience in the Underwriting or Market Facing area, Finance, Accounting or Banking experience OR High School Diploma or Equivalent and 10 or more years of experience in the Claims or Underwriting Support area OR Zurich Certified Insurance Apprentice including an Associate Degree and 3 or more years of experience in the Underwriting or Market Facing area, Finance, Accounting or Banking experience OR Zurich Certified Insurance Apprentice including an Associate Degree and 8 or more years of experience in the Claims or Underwriting Support area AND Knowledge of Microsoft Office Experience working on time restraints for quotes on new and renewal business Experience working in a team environment OR Director, Large Contract Surety Underwriter High School Diploma or Equivalent and 7 or more years of experience in the Underwriting, Market Facing area, Finance, Accounting, Banking. OR High School Diploma or Equivalent and 14 or more years of experience in the Claims or Underwriting Support area OR Zurich Certified Insurance Apprentice including an Associate Degree and 5 or more years of experience in the Underwriting, Market Facing area, Finance, Accounting, Banking. OR Zurich Certified Insurance Apprentice including an Associate Degree and 12 or more years of experience in the Claims or Underwriting Support area AND Experience with Microsoft Office Preferred Qualifications College Degree Highly preferred Strong Finance and accounting background needed Advanced knowledge and practice of Surety Bonds Ability to interact with the C‑Suite Ability to investigate and analyze complicated credit assessments, trends, business strategies and organizational character among other aspects of our customers Ability to coherently articulate these strategies and financial concepts and formulate fact based conclusions and recommendations. Prior experience managing/growing profitable portfolio of customers Negotiation experience with large, international and national organizations Strong team building and organizational skills Your pay at Zurich is based on your role, location, skills, and experience. We follow local laws to ensure fair compensation. You may also be eligible for bonuses and merit increases. If your expectations are above the listed range, we still encourage you to apply-your unique background matters to us. The pay range shown is a national average and may vary by location. The combined salary range for this position is \$102,000.00 - \$217,000.00. The proposed salary range for the Executive Underwriter is \$102,000.00 - \$164,100.00, with short‑term incentive bonus eligibility set at 15%. The proposed salary range for the AVP, Underwriter Director is \$132,500.00 - \$217,000.00, with short‑term incentive bonus eligibility set at 20%. We offer competitive pay and comprehensive benefits for employees and their families. Zurich in North America does not discriminate based on race, ethnicity, color, religion, national origin, sex, gender expression, gender identity, genetic information, age, disability, protected veteran status, marital status, sexual orientation, pregnancy or other characteristics protected by applicable law. Equal Opportunity Employer disability/vets. Zurich complies with 18 U.S. Code § 1033. Location(s): AM - San Francisco, AM - Arizona Virtual Office, AM - California Virtual Office, AM - Denver, AM - Seattle, AM - Washington St Virt. Office #J-18808-Ljbffr

Required Profile (education, experience): Minimum of 5 years of experience supporting Vice Presidents and above or equivalent working within a highly demanding fast-paced oriented environment. Exceptional calendar management skills. Exceptional communication skills, verbal and written. High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management being highly proactive, detailed oriented, self-motivated, adaptive, and creative. Proven skills analytically with abstract problem-solving. Exceptional professionalism, soft-skills and being a team player. High level of work ethics, integrity, confidentiality and flexibility. Advanced level MS Office suite Word, Excel, PowerPoint, Outlook, Project Google Drive. Must be highly flexible with time and schedule; able and available to come to work early and/or stay late with minimal advance notice. Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, Safety. Preferred/Assets profile (skills, experience, education): Experience assisting Vice Presidents in a Hi-Tech industry. Experience in highly demanding fast-paced start-up environment. Experience in working with a diverse multi-cultural environment. Must be reliable and work independently. Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines and organizational structure.

Our client is committed to providing industry-leading customer support through intelligent, streamlined agent tools and world-class service experiences. We're seeking a hands-on Salesforce Administrator to join our support technology team, build out our Service Cloud capabilities, and partner with engineering to deliver a best-in-class agent platform. About the team Our Customer Support Technology Product and Program management team enables a global support organization and self-service ecosystem that supports our human advisors and millions of customers. We own the technology systems that power our support operations team including our CRM (Salesforce Service Cloud), telephony/CTI integrations, knowledge workflows, dashboards/analytics and continuous improvement of agent productivity and customer satisfaction. You'll work closely with product and program management, support operations, engineering, data science and more to deliver a compelling support experience. About the role You will own the day-to-day administration and evolution of our Salesforce Service Cloud platform for support operations. Your responsibilities will span user management, configuration, automation, reporting and integration support. You will serve as the administrator partner to agent teams and collaborate closely with engineering (Salesforce developers) on enhancements, integrations (such as Amazon Connect), and scalable platform improvements. This is a high-impact role in a fast-moving support environment. Responsibilities (Configure and fine-tune our Salesforce Service Cloud setup-think workflows, custom fields, layouts, integrations, and beyond- to power smarter, faster service across the business Be a champion for efficiency: constantly assess our systems and processes to identify opportunities that boost team productivity, improve user experience, and enhance customer satisfaction Oversee data integrity within the Salesforce Service Cloud instance, ensuring data compliance and security via security reviews, release updates, and health checks Lead Salesforce projects from start to finish- whether it's a new integration, major upgrade, or process overhaul- delivering on time and within budget Create and maintain individual reports, dashboards, and reporting infrastructure to provide stakeholders with real-time and historical visibility into key performance metrics and operational details Collaborate with stakeholders across the company to understand goals, gather requirements, and deliver smart, scalable solutions and be the go-to communicator for platform changes and updates Create and maintain technical documentation that reflects the current state of our Salesforce usage and enables continued scaling of our use of Service Cloud Maintain vendor relationships with Salesforce and other strategic technologies that integrate with Service Cloud, while exploring new technologies-especially in AI and automation-that can level up our support capabilities Stay up-to-date on Salesforce capabilities, and work closely with CX leadership to shape the technology roadmap that supports our vision and drives business success Minimum Qualifications 2-5 years of hands-on experience as a Salesforce Administrator in a customer support, service, or contact-center context. Experience with Salesforce Service Cloud supporting agent workflows and service operations. * Salesforce Certified Administrator. Education & Other Requirements Bachelor's degree in Information Systems, Computer Science, Business or equivalent professional experience. Excellent documentation, training, communication and stakeholder-collaboration skills. Experience working with engineering teams, agile or sprint-based development environment, and balancing production support with continuous improvement. Preferred Qualifications Salesforce Certified Advanced Administrator (Admin II). Salesforce Certified Service Cloud Consultant (or other cloud cert such as Sales Cloud, Field Service, Nonprofit Cloud). Experience integrating Amazon Connect with Salesforce (telephony/CTI, call routing, screen-pop, call logging). Salesforce Certified Agentforce Specialist. Schedule Requirements Monday - Friday, Standard Business Hours Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, disability or any other federal, state or local protected class. Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products. Desired Skills and Experience * Salesforce certifications (Admin required; Advanced Admin / Service Cloud Consultant a plus) * Hands-on experience with Salesforce Service Cloud in a support or contact-center environment * Experience supporting Salesforce integrations (e.g., CTI/telephony or third-party tools) * Strong ability to partner cross-functionally (support ops, engineering, product, etc.) and communicate clearly with stakeholders * Comfortable owning configuration, workflows, reporting, and ongoing platform improvements

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

Deepgram is the leading voice AI platform for developers building speech-to-text (STT), text-to-speech (TTS) and full speech-to-speech (STS) offerings. 200,000+ developers build with Deepgram's voice-native foundational models - accessed through APIs or as self-managed software - due to our unmatched accuracy, latency and pricing. Customers include software companies building voice products, co-sell partners working with large enterprises, and enterprises solving internal voice AI use cases. The company ended 2024 cash-flow positive with 400+ enterprise customers, 3.3x annual usage growth across the past 4 years, over 50,000 years of audio processed and over 1 trillion words transcribed. There is no organization in the world that understands voice better than Deepgram. Company Operating Rhythm At Deepgram, we expect an AI-first mindset-AI use and comfort aren't optional, they're core to how we operate, innovate, and measure performance. Every team member who works at Deepgram is expected to actively use and experiment with advanced AI tools, and even build your own into your everyday work. We measure how effectively AI is applied to deliver results, and consistent, creative use of the latest AI capabilities is key to success here. Candidates should be comfortable adopting new models and modes quickly, integrating AI into their workflows, and continuously pushing the boundaries of what these technologies can do. Additionally, we move at the pace of AI. Change is rapid, and you can expect your day-to-day work to evolve just as quickly. This may not be the right role if you're not excited to experiment, adapt, think on your feet, and learn constantly, or if you're seeking something highly prescriptive with a traditional 9-to-5. Opportunity: Deepgram is looking for an Event & Office Experience Manager to bring energy, organization, and creativity to our San Francisco office. This role blends major event production with day-to-day office management - you'll plan and execute everything from executive summits and customer meetings to community networking events that showcase our brand and culture. You'll be the face of our SF office: curating an environment where employees, guests, and customers feel welcomed and inspired. This is an ideal role for someone who thrives on juggling details, thinking three steps ahead, and creating memorable experiences that make people say, “We have to do that again.” Location: While we are a remote first company, this is a unique and impactful role that requires onsite work out of our San Francisco, CA office location. What You'll Do Plan, produce, and execute events including executive offsites, all-team company offsites, customer meetings, networking receptions, and internal gatherings. Own logistics end-to-end: venues, catering, AV, travel coordination, signage, and on-site support. Partner closely with leadership, Marketing, and Customer Success to ensure events reinforce company goals and brand presence. Manage vendor relationships and budgets; negotiate contracts and track spend. Oversee day-to-day office operations - supplies, facilities, visitors, and ensuring the space runs smoothly and reflects our culture. Be the point of contact for visiting executives, partners, and customers; ensure meetings run seamlessly. Support special projects, such as offsites or board meetings, that bring teams together in meaningful ways. Maintain and purchase company swag for events, new hires, and internal teams Who You Are 8+ years of experience in event planning, office management, or hospitality. Proven success running high-impact events end-to-end. Excellent project management, organization, and vendor negotiation skills. Warm, polished communicator who can host senior executives and customers with ease. Creative eye for design and experience-driven environments. Comfortable managing multiple projects and shifting priorities in a fast-paced environment. SF-based and able to be onsite full-time to lead events and manage the office. It Would Be Great If You Had Experience in tech, startups, or high-growth environments. Passion for connecting people and curating experiences that build community. Backed by prominent investors including Y Combinator, Madrona, Tiger Global, Wing VC and NVIDIA, Deepgram has raised over $85 million in total funding. If you're looking to work on cutting-edge technology and make a significant impact in the AI industry, we'd love to hear from you! Deepgram is an equal opportunity employer. We want all voices and perspectives represented in our workforce. We are a curious bunch focused on collaboration and doing the right thing. We put our customers first, grow together and move quickly. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. We are happy to provide accommodations for applicants who need them. #J-18808-Ljbffr

The ideal candidate is responsible for leading a team of trained product experts who provide our customers with a delightful, frictionless experience. Responsibilities Customer Experience & Service Leadership Champion a culture of outstanding customer experience across all touchpoints. Handle escalated customer inquiries and resolve issues with urgency and professionalism. Analyze customer feedback and trends to recommend experience enhancements. Train and support team members in customer service best practices. Office & Operational Management Oversee daily office operations, including workflow prioritization and resource planning. Maintain office systems and workflows that support efficiency and organization. Coordinate with vendors, facility management, and internal teams for smooth operations. Financial & Budget Support Assist in preparation and review of financial reports (P&L, expense summaries, forecasts). Collaborate with leadership to develop annual budgets and monitor performance against budget. Track key operational and customer service metrics, identify trends and opportunities. HR & Administrative Support Support HR functions including onboarding, benefit administration, record keeping, and compliance. Coordinate recruitment activities, scheduling interviews, and support offer processes. Maintain employee policies, files and assist with performance review logistics. Technology & Tools Utilize office productivity and CRM systems to optimize workflows and reporting. Recommend and implement technology solutions that enhance customer experience and internal operations. Qualifications Bachelor's degree in business administration, Finance, HR, or related field. (preferred) Experience in a fast-paced service environment. Experience managing cross-functional projects. 3+ years in office management, customer service leadership, or related role. Strong problem solving and proactive mindset focused on customer experience. Excellent communication and interpersonal skills. Comfort working with financial reports and budget data. HR administrative experience (onboarding, employee files, compliance). Tech-savvy: experience with CRM, reporting tools, office software (e.g., GSuite/Microsoft 365). Highly organized with the ability to prioritize competing demands

FM is a leading property insurer of the world's largest businesses, providing more than one-third of FORTUNE 1000-size companies with engineering-based risk management and property insurance solutions. FM helps clients maintain continuity in their business operations by drawing upon state-of-the-art loss-prevention engineering and research; risk management skills and support services; tailored risk transfer capabilities; and superior financial strength. To do so, we rely on a dynamic, culturally diverse group of employees, working in more than 100 countries, in a variety of challenging roles. We are seeking a highly organized and strategic individual to join us as a Senior Administrative Assistant. This role will support all administrative aspects of the Client Service Team, and jointly support the Account Engineers Team, Operations Manager, and Office Admin Team. Manage incoming and outgoing correspondence with external clients, brokers, and internal stakeholders. Handle a variety of administrative tasks in alignment with company policies and executive preferences, including but not limited to: Complex calendar management Event planning - all logistics from start to finish Expense reports Maintain files and records Purchasing supplies Tracking invoices and budgets Tracking Client Service Team processes Travel itineraries Organize and coordinate in-person and remote meetings for the management team, Client Service Team, and office-wide events as needed. Plans and manages all Client Service events, including but not limited to meetings, trainings, and internal and external client events and social functions. Reserve meeting location(s), coordinate logistics such as technological needs, travel arrangements, catering, reservations, etc. Prepare weekly, monthly, and quarterly reports for management, Client Service Team and Account Engineers. Maintain electronic filing systems, contact databases, various tracking worksheets, etc. Foster a collaborative and responsive work environment with management and team members. Assist and back up the executive assistant and other administrative assistants, when needed. Perform any additional duties requested by management. Advanced proficiency of all Microsoft Suite (Outlook, Word, Excel, PowerPoint) and ability to learn new systems and software used for administrative support. Meticulous attention to detail, highly organized, and strong problem-solving skills. Strategic planning abilities with strong calendar and deadline management. Ability to manage multiple priorities, adapt quickly to changing needs and approach every task with a steady, can-do attitude. Excellent written and verbal communication skills. Proven experience in event planning from concept to completion. Strong interpersonal skills with the ability to build professional internal and external relationships. Leadership capabilities to support and guide other administrative staff. Trusted to handle confidential information with integrity and discretion. Creative skills in designing visual materials and promotional content using diverse tools. Required Education: Associate's or Bachelor's degree. Highly Preferred Education: Bachelor's degree. Minimum of 5+ years of administrative experience and event planning

Seeking an Office Manager for a single provider practice. The Office Manger must be experienced delivering the highest of customer service standards for patients, families and office staff. Responsible for the day-to-day operations, administration and ensures steady workflow and that the office runs smoothly. Responsible for smooth operation of the front office: manage check-in/out, verification of insurance, authorizations, billing entry Responsible for smooth operation of the clinical team: hire, delegate team training and monitor progress Maintain a smooth, efficient flow of administrative operations, ensuring that patients are served as efficiently and effectively as possible Orders and maintains clinical and office supplies and equipment Follow and enforce company policies and procedures Keep current and changes in employment and privacy laws, HIPAA requirements and other relevant laws and regulations as related to dental office operations. Ensures the cleanliness of the facility and oversees a smooth operation Track business statistics and implement changes as deem needed Develop and implement office policies and procedures Qualifications Minimum of 2 years' experience working in a dental office environment (front) Minimum of 2 years' supervisory experience Strong customer service orientation Must have excellent computer skills to read and analyze report Outstanding organization and implementation skills Positive, friendly, approachable disposition Ability to work with multiple priorities Additional Information All your information will be kept confidential according to EEO guidelines.

Job Description Looking for an experienced full time Dental Front Office candidate to work for a well established South San Jose practice. Must be self motivated and able to do multi-task requires the following: insurance verification/authorizations, billing, scheduling appointments, greeting patients and all other general front office duties as assigned. Dentrix' knowledge is a plus. Must have at least 2 yrs.

Our client is a leading venture backed pharmaceutical company focused on the research, development and commercialization of novel, proprietary products for the acute treatment of central nervous system conditions. Their products are designed to deliver a drug aerosol to the deep lung, providing rapid systemic delivery and therapeutic onset, in a simple, non-invasive manner. This is a great opportunity to get introduced to a growing Bay Area Pharma company and learn new processes. Job Description Responsibilities: Document Management Create CDA's, print, process for signatures, track, distribute, file Patents and Trademark filing - electronic and hard copy Maintain DOB and DOH files for tracking staff acknowledgements Maintain GMP purchasing Log Update ORG chart/phone list/ seating chart as needed Staff Support Lunches - order, prep set up, breakdown - Wednesday staff lunches/ guest lunches Purchase, organize, set up, clean up for employees' birthdays Office and kitchen supplies - track inventory, order, search, stock, distribute Amex - track expenses, maintain records, prep expense reports Vendor liaison - fruit, mats, lab coats, recycling/ garbage, security, yoga, janitorial, clean room, lunch Work closely with the employee activities and community relations committee and handle logistics for all hands-on meeting and staff events Administration Support Research credits and duplicate shipments, create check requests Distribute mail daily Problem solve facility issues Lab supplies -restock supply room Support VP of Finance and EA support to all Exec Team Members Dinner/ hotel reservations Issue temporary key cards to visitors/ staff Monitor janitorial staff Assist calendaring for ET and HR Create fed ex shipments Interface with NICE America as needed, monthly rent invoices, facility issues, badge issues Qualifications Requirements: Strong skills in word processing, calendaring systems, spreadsheets and databases Ability to multi-task, work in a fast-paced environment and seek input on prioritization as needed Excellent time management skills Hands-on, can-do attitude Self-starter Ability to work independently and as a member of the team Able to make high level contacts of a sensitive nature inside and outside the company Handle highly confidential and sensitive information Collaborative and can interface effectively with all levels of internal and external staff Intermediate/Advanced MS Suite experience - Word, Excel, and PowerPoint Strong written and verbal communication skills including excellent proofreading and editing skills Strong attention to detail and confidentiality Education and experience: At least 5 years administrative experience in biotech or high-tech company with at least 4 years of experience supporting multiple executives, including CEO, CFO, SVP/VP's BS degree or equivalent preferred Additional Information SALARY & BENEFITS This position offers full-time benefits, including a comprehensive benefits package. This position provides an opportunity for growth. Salary will be commensurate with education and experience. TargetCW is an equal opportunity employer. We do not discriminate on the basis of age, ethnicity, gender, nationality, religious belief or sexual orientation. your information will be kept confidential according to EEO guidelines.

Distyl AI develops production-grade AI systems to power core operational workflows for Fortune 500 companies. Powered by a strategic partnership with OpenAI, in-house software accelerators, and deep enterprise AI expertise, we deliver working AI systems with rapid time to value - within a quarter. Our products have helped Fortune 500 customers across diverse industries, from insurance and CPG to non-profits. As part of our team, you will help companies identify, build, and realize value from their GenAI investments, often for the first time. We are customer-centric, working backward from the customer's problem and holding ourselves accountable for creating both financial impact and improving the lives of end-users. Distyl is led by proven leaders from top companies like Palantir and Apple and is backed by Lightspeed, Khosla, Coatue, Dell Technologies Capital, Nat Friedman (Former CEO of GitHub), Brad Gerstner (Founder and CEO of Altimeter), and board members of over a dozen Fortune 500 companies. What We Are Looking For: Distyl is looking for a highly skilled Executive & Personal Assistant to support our CEO. This role blends business and personal support, requiring exceptional discretion, organizational excellence, and the ability to anticipate needs in a fast-paced, high-growth environment. You'll be managing time, priorities, and logistics to maximize impact. Key Responsibilities Executive Support Manage the CEO's complex calendar, including scheduling internal and external meetings, appointments, and travel; anticipate needs, resolve conflicts, and prioritize with precision Coordinate domestic and international travel, including flights, accommodations, itineraries, visas, reservations, and related expense reporting Serve as the primary point of contact for internal and external stakeholders, overseeing correspondence, drafting professional communications, and triaging requests to maximize the CEO's time Operational & Administrative Support Streamline administrative workflows, systems, and documentation for the CEO's office Act as a central point of coordination between the CEO and internal/external stakeholders Proactively identify ways to remove friction from the CEO's day-to-day operations and enable focus on top priorities Personal Support Manage personal tasks, such as scheduling, reservations, travel, and errands Plan and coordinate personal events, dinners, and gatherings Arrange personal travel for the CEO and family as needed Liaise with household vendors to ensure smooth day-to-day operations Qualifications: 5+ years of experience as an Executive or Personal Assistant supporting a CEO or other C-level executive Proven ability to handle highly sensitive and confidential information with discretion Proactive and resourceful mindset with the ability to anticipate needs and work independently Exceptional organizational and time-management skills, with strong attention to detail Excellent written and verbal communication skills, with sound judgment and professional presence Tech-savvy (G Suite, calendar and scheduling tools, expense systems, project management tools) Calm under pressure and solutions-oriented, with the ability to adapt to shifting priorities and schedules What We Offer: Competitive salary and benefits package, including equity options and healthcare. The opportunity to work at a mission-driven AI startup that is transforming how Fortune 500 companies operate. A fast-paced, dynamic work environment where your contributions will directly impact the company's success. A collaborative culture that values professional growth and encourages taking on new responsibilities. Exposure to cutting-edge AI technologies and the opportunity to support a world-class team. If you are a proactive, detail-oriented professional who excels in supporting high-powered teams, we encourage you to apply and join our mission of enabling the future of AI-powered enterprises. Note: This role will be based in our San Francisco, CA office. You will be required to be in office 5 days per week.

Innovative tech company is looking for an Executive Personal Assistant to support their CTO. This is an incredible opportunity to join an ambitious team that recently achieved unicorn status with their Series C round and plans to double in size by EOY. In this role, you'll provide strategic support through calendar and inbox management, travel planning, meeting prep, relationship management with internal teams, and ad hoc projects. You'll also handle personal tasks, including appointments, reservations, and liaising with service providers for home and childcare needs. The ideal candidate takes initiative to anticipate needs, has strong written communication skills, and excels at keeping their executive on time and on task. This is an in-office role based in San Francisco. 140-165K+ DOE + equity, benefits, onsite chef, and unlimited PTO. Responsibilities: Provide direct support to the CTO by managing a complex calendar, scheduling meetings, prioritizing commitments, and resolving conflicts efficiently. Coordinate business and personal travel, including flights, accommodations, transportation, and itineraries, while adapting to last-minute changes. Prepare for meetings by gathering briefing materials, drafting agendas, and ensuring follow-up on action items. Manage communications across business and personal inboxes, drafting responses, triaging messages, and maintaining clarity in correspondence. Act as a representative and liaison with stakeholders - both internal and external. Oversee administrative tasks such as expense reporting, record keeping, and filing to maintain accuracy and organization. Take ownership of special projects and research assignments, contributing insights and support as needed. Manage both professional and personal calendars to ensure seamless integration of commitments. Coordinate logistics for personal travel, events, and appointments alongside professional responsibilities. Handle household coordination tasks, liaising with service providers and arranging maintenance or personal services. Assist with personal financial and administrative matters, including bill payments and subscriptions. Support miscellaneous personal requests, from errands to event coordination, ensuring day-to-day life runs smoothly. Qualifications: 5+ years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior leadership. Experience in high-growth or fast-paced environments is highly desired. Adaptable and calm under pressure, able to manage shifting priorities in a fast-paced, dynamic environment. Strong problem-solving skills, with the ability to anticipate needs and act proactively. Exceptional organizational skills and meticulous attention to detail in managing complex schedules and tasks. Excellent verbal and written communication, with the ability to draft clear and professional correspondence. Service-oriented mindset with a willingness to handle tasks of all sizes, from strategic projects to everyday errands. Flexible availability beyond standard business hours to accommodate occasional support. Proven track record of trust and discretion, with the ability to handle sensitive business and personal information confidentially. Tech-savvy with tools such as GSuite, Excel, Slack, and email management platforms. *Please Note: Your application will be considered for all open positions. You do not need to apply for multiple roles.

Executive and Personal AssistantAbout Us At Dyneti, we believe digital payments should be seamless and secure. That's why we built DyScan, a software library that allows digital merchants to prevent fraud and improve conversion by taking a photo of a credit card. Dyneti was founded by a fraud prevention expert from Uber, and has raised funding from an exceptional lineup of investors, including Y Combinator. We've processed hundreds of millions of credit card scans around the world, and our customers include Fortune 100 companies and some of the fastest growing tech unicorns. Job Overview We are seeking a proactive and highly organized Executive and Personal Assistant to support our CEO. If you thrive in a fast-paced startup environment and are passionate about enabling leaders to execute at their best, we'd love to hear from you. Responsibilities Manage calendars, schedule meetings, and coordinate travel arrangements for the CEO Plan and coordinate events Manage personal appointments, household vendors, and light errands Support family logistics Handle confidential information with discretion Support special projects as needed Qualifications Bachelor's degree or equivalent experience Outstanding organizational and multitasking skills Excellent verbal and written communication Ability to work independently and adapt quickly to changing priorities What We Offer High-impact role with visibility into company operations and strategy Opportunity to work closely with a dynamic, innovative founding team Supportive, collaborative work culture In the News Best of Y Combinator - TechCrunch 50 San Francisco Startups to Watch - Built In SF WWL Young Guns - SF Business Times Dyneti is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

E11 Bio is a nonprofit Convergent Research organization on a neuroscience moonshot: developing a radical technology platform for scalable mammalian brain mapping. We are a collaborative, interdisciplinary team of scientists and engineers working at the frontier of connectomics. Read our technology roadmap. E11 Bio is seeking an organized, proactive Executive Assistant / Administrator to provide essential support across operations, administration, and team coordination. This is a high-leverage role: you'll keep the machine running smoothly so our scientific team can focus on discovery. We're looking for a high-energy personality to join our startup-like environment for onsite work in Alameda, CA.Responsibilities Executive Support Manage calendars, triage appointments, and protect executive focus time.Track commitments, action items, and follow-ups.Coordinate travel, conference registrations, and partner visits.Handle approvals, signatures, and routing of key documents.Draft, proofread, and edit correspondence, presentations, and reports. Operations & Administration Support hiring, onboarding, benefits, and visa administration.Manage vendors, SaaS accounts, and recurring orders.Oversee office logistics (supplies, shipping/receiving, facilities).Draft and update internal policies and SOPs. Finance & Compliance Manage invoices, reimbursements, and expense tracking.Support reporting for grants and contracts.Serve as day-to-day contact for Convergent Research, our parent organization. Team & Culture Support Schedule and coordinate internal and external meetings, workshops, and reviews.Organize company events, retreats, and off-sites.Support documentation practices in Notion and shared tools.Encourage clear communication and collaboration across teams. Governance & External Relations Coordinate board meetings, assemble packets, and track board actions.Handle logistics and communication with external partners and collaborators.Manage social media, email lists, blogs, and other public communications. Qualifications Prior experience in an administrative, office manager, or executive assistant role. Strong organizational and time-management skills with attention to detail. Ability to manage multiple priorities with professionalism. Strong written and verbal communication skills. Comfortable with digital tools (Google Workspace, Slack, Notion, Asana, etc.). Progression In your first month, you'll shadow and work with our CEO and COO to onboard to our existing operations processes. You will meet with scientific and operational team members to learn their administrative and work tracking systems and needs. By 3 months, you'll master and take over responsibilities currently owned by COO, CEO, and other managers. You might identify organization-wide workflows that could be made more efficient and start automating or reorganizing them. After 1 year, you'll be an integral part of the leadership team, enabling the science and administration of E11 to happen painlessly and efficiently. You'll have carved out major areas of operational responsibility and be a recognized source of expertise in the organization. Who will love this job You are excited by our organizational mission to realize technologies that will revolutionize neuroscience and our understanding of the brain. You enjoy enabling others to do their best work by keeping operations smooth and reliable. You take pride in creating order and efficiency in a dynamic environment. You're resourceful, flexible, and comfortable wearing many hats in a small but ambitious startup-style nonprofit. We offer An opportunity to support an extraordinary scientific team and to help change the world. Excellent medical, dental, and vision insurance; parental leave. Generous time off + paid holidays. Ample healthy food including daily lunches. Wellness allowance for fitness and wellness activities. $69,000 - $92,000 a year Base salary range: $69,000 to $92,000 annually Bonus: Performance-based, up to 20% of base salary Total potential compensation: $82,800 - $110,400 annually Work with impact! Helping run E11 Bio directly contributes to developing the next generation of brain mapping technology which will not only be critical in developing cures for the neurological disorders that affect 1 in 3 people worldwide but will also radically improve humanity's understanding of the brain and what it means to be conscious. Join us! E11 Bio, LLC is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. We do not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability, age, military or veteran status, or any other basis protected by applicable local, state, or federal laws or prohibited by Company policy. We strive for a healthy and safe workplace and strictly prohibit harassment of any kind.We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

Curry Up Now is a rapidly growing Indian Fine Fast Casual restaurant group. From our first food truck in 2009 to 5 trucks at the present time along with 3 Brick & Mortar stores and an ultra cool craft cocktail bar, we are in the midst of some pretty amazing growth. Our next store opens in San Jose in June. We are already the largest purveyor of Indian Street Food in the US and are primed for growth in 2015 and beyond... Our food, drinks and concept are fresh, fast and bursting with flavor. We offer contemporary food menus along with a large Gluten-Free, Vegan & Vegetarian menus. We are looking for an Operations Rock Star/Office Manager to work with our Senior Management Team in all operations of our business; restaurant, food trucks, catering This role will be be based in our corporate office in South San Francisco We are looking for someone to come in and help us with our growth Help with HR Help with Payroll Help with Book Keeping Qualifications Bachelors degree preferred. 3-5 years experience in supervisory position required, preferably in a dining/restaurant setting. Multi-unit experience preferred. Must have in-depth experience of service standards in the restaurant industry. Must have some knowledge of cooking and time preparation in kitchen. Must have knowledge of food and labor cost controls. Strong interpersonal skills required. Must be pleasant, helpful, friendly, outgoing, enthusiastic and courteous Must be team-oriented. Able to handle team concerns in a tactful and caring manner. Exhibits good leadership skills in communication. Speaks well and can motivate others. Writes clearly and precisely with meaning. Must be able to work varied shifts. Must be an Excel Guru. HR Experience. Book Keeping Experience. Quick Books preferred. Additional Information REQUIRED SKILLS Lift, Push, Shove up to 50lbs Have excellent communication and organization skills Have financial & excel skills; modeling, P&L, Budgeting, Forecasting Reading, writing and oral proficiency in the English language. Spanish proficiency is a plus Willing to work a flexible schedule and holidays Be a self-motivator and motivator of others Work in a safe, prudent and organized manner Have an in-depth knowledge of Food Have a in-depth knowledge of Fast Casual processes Have a minimum of 3 years experience in similar position Have the ability to handle multiple tasks at one time Must have excellent attention to details, and extensive service knowledge Be able to drive to all our locations The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills. This is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. This reflects the job content at the time of writing and will be subject to periodic change in light of changing operational and environmental requirements. Such changes will be discussed with the job holder and the amended accordingly. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. Due to the nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel which may include overtime, weekends and holidays. The employee will carry out any other duties as are within the scope, spirit and purpose of the job as requested by a manager or Head of Department/Division. The employee will actively follow CUN policies including Equal Opportunities policies and will maintain an awareness and observation of Fire and Health & Safety Regulations.

S afety Max Corporation is headquartered in San Francisco and helps businesses prepare and respond to emergency situations that can affect their people and property. Think first aid supplies, preparedness kits, AEDs and CPR training. We serve a national clientele and our customers are large businesses. Job Description We are seeking a friendly, relationship oriented individual to join our team in an operations and administrative management role. This position reports to our senior operations manager and president. Ideal candidates have worked in similar roles for small and medium sized businesses and are within easy commute to our (Bayshore Blvd area) San Francisco office. Responsibilites: Your primary responsibility will be full-cycle order fulfillment; credit, sales orders, invoicing, A/R , purchasing and production. There will be extensive client, vendor and partner interaction and you will need to solve problems on a day to day basis. You will also manage office, production and warehouse staff. Qualifications • Accounting. Experience posting complex sales and purchasing transactions like returns, credit memos and special orders. • Comprehensive and in-depth knowledge of accounting programs like Peachtree, Sage and QuickBooks. • Extremely detailed oriented with ability to manage multiple projects and priorities. • Quick learner and be able to work in a fast pace environment. • You have great judgement and problem solving ability. • Five (5) years experience in general office administration • You have been in a role where you were required to solve problems and make decisions on your own • You are friendly, enjoy working with others and feel comfortable talking on the phone! • Above average skills with MS Office applications • 4-Year college degree preferred • Excellent verbal and written communications skills • Experience building relationships and negotiating with vendors • We are not located near transportation therefore personal transportation is required. Additional Information Please note that this is not an entry level position. Candidates MUST have at least 5 years of experience within a similar role. For immediate consideration, please apply online.

The Company Datawizz helps companies reduce LLM costs by 85% while improving accuracy by over 20% by combining distillation, model routing, and pruning to route requests to smaller, more efficient models. We started in 2025 with the mission of making AI efficient, affordable and more accurate than ever before. Datawizz sits between the application and the LLM, automatically logging requests, evaluating them on different models, and training custom SLMs for repeated tasks. Datawizz then automatically routes every request to the best model - significantly reducing costs and improving accuracy. The Role We're looking for a founding Office Manager / Ops Generalist to build the backbone of our day-to-day operations. You will: Own the office & facilities: set up and maintain the workspace, manage vendors (IT, cleaning, snacks, security/badges, supplies), and keep everything running smoothly. Run people ops workflows: coordinate onboarding/offboarding (I-9/paperwork, accounts, equipment), benefits and payroll changes in our HRIS, and maintain company policies and handbooks. Recruiting coordination: partner with hiring managers, wrangle interview scheduling (via Ashby/Calendar) and handle candidate logistics. Finance & admin support: manage invoices/expenses, corporate cards and receipts, basic purchasing, and help with budget tracking and procurement. Culture & events: plan team events, welcome guests/candidates, and be the friendly face of the office. Special projects: jump in wherever needed! You might be a great fit if you have experience with: 3-6+ years in office management / operations roles at a startup or similarly fast-paced environment. Operational swiss-army-knife: you can spin up a process, document it, and improve it after the first week of usage. Crisp communicator & concierge mindset: warm, resourceful, and unflappable with founders, candidates, and vendors. Tech fluent: comfortable with Google Workspace, Slack, Notion, calendaring; bonus points for HRIS/ATS (e.g., Ashby) and light IT troubleshooting. Detail-obsessed & trustworthy: you handle sensitive info with discretion; your checklists catch what others miss. Roll-up-your-sleeves attitude: happy to move furniture in the morning and prep a board packet in the afternoon. Benefits Competitive salary, based on experience level (Annual compensation range: $50,000-$500,000) Meaningful equity Opportunity to be a founding member of a growing company

Looking for an experienced full time Dental Front Office candidate to work for a well established South San Jose practice. Must be self motivated and able to do multi-task requires the following: insurance verification/authorizations, billing, scheduling appointments, greeting patients and all other general front office duties as assigned. Dentrix' knowledge is a plus. Must have at least 2 yrs.