Secretary jobs in Aliso Viejo, CA - 1,241 jobs

Specialized Recruiting Group, Irvine is seeking an Administrative Assistant for a leading architectural design firm in the Irvine, CA area. Our client supplies specialty building components for both the commercial and residential markets and works with brand-name customers, including Fortune 500 companies and internationally recognized sporting venues. Schedule: Monday-Friday, 7:00 a.m. to 4:00 p.m. Employment Type: Permanent, direct hire Compensation: $60,000-$65,000 per year Responsibilities: Handle inbound phone calls Process orders and payments Respond to client inquiries regarding previously placed orders Set up and maintain customer files Prepare and process invoices Provide accounts receivable support Perform data entry Provide general administrative support for the sales department Qualifications: Previous office-based customer service and administrative experience Bilingual in English/Spanish is a plus Proficiency with Microsoft Office Positive, upbeat personality Excellent communication skills At Specialized Recruiting Group, our team of employment professionals is deeply connected with local businesses that are actively hiring, giving you a competitive edge in your job search. Whether you are seeking a full-time position or a contract role, our experts are here to help at no cost to you. Enjoy personalized support and access to exclusive job opportunities when you partner with Specialized Recruiting Group.

Newport Bay Conservancy (NBC) has a proud history of environmental advocacy, having been involved in the original efforts to protect Upper Newport Bay from development over 50 years ago. Upper Newport Bay is a 1,000-acre open space containing tidally influenced water and freshwater sources, mudflats, and marsh surrounded by upland coastal sage scrub. Our mission is to protect and preserve the Bay and its watershed through education, restoration, research and advocacy. We are able to do this with a small, dedicated staff and the support of over 200 active volunteers contributing over 11,000 hours of service each year Job Summary The Administrative Assistant will report to the Operations Director and work in collaboration with the Education and Restoration Managers to provide essential clerical and organizational support, ensuring smooth office operations as it pertains to finances, managing schedules, handling communications, organizing files, preparing documentation, managing supplies, and supporting the rest of the NBC team. Duties and Responsibilities Handle general correspondence and act as the first point of contact. Provide clerical support and effectively manage digital files. Perform basic bookkeeping with data entry in QuickBooks to maintain financial records. Support accounts receivable and payable functions, ensuring compliance with GAAP and various funder requirements. Assist in project accounting and reconciliations as needed to ensure accurate reporting. Order supplies and manage inventory with education and restoration teams. Job Requirements Bachelor's degree with a year of paid, professional experience in an administrative or office management role (or at least four years of paid, relatable work experience). Behavioral Skills Strong work ethic, commitment to the organization, and enthusiasm towards supporting our team and community. Dedication to the conservation of wildlife and natural resources. Exhibits confident communication skills, both written and verbal. Organized and exhibits excellent time management. Familiarity in customer service principles with the ability to handle confidential information responsibly. Shows compassion to diversity and sensitivity to all races, ethnicities, class, and sexual orientations. Computer/Technology Ability to effectively manage inboxes and correspond clearly through email. Uses cell phone and communicates efficiently through text messaging. Able to use Microsoft Office, Google platforms (docs, sheets, drive, etc). Previous experience in QuickBooks or other accounting software is strongly desired. Decision-making skills to work autonomously to manage specific tasks and the ability to work collaboratively as part of a team. Other Punctual and reliable self starter. CPR/First Aid Certification (provided if not currently certified). Successfully pass a background check. Requires use of a vehicle to drive safely between the various offices and activity sites around the Bay. May use a personal car for transport of program materials and supplies. Location The position is based at the Back Bay Science Center (600 Shellmaker Road, Newport Beach, CA 92660) with routine work at the Peter and Mary Muth Center (2301 University Drive, Newport Beach, CA 92660). A portion of this job may be performed at a remote location with telework approved by the Operations Director. Salary Detail and Working Hours $22.00-$26.00 per hour, part-time up to 28 hours a week. Ability to work a flexible but regular daytime, weekday and/or weekend schedule with consultation and approval of the Operations Director. This is a one year position with the possibility of extension based on performance and business needs. Application Process We are an equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class. Apply online here; application reviews will begin January 30, 2026. Please no phone calls at this stage. More information about NBC can be found at newportbay.org.

We are hiring for a great client in Newport Beach seeking a dependable and detail-oriented Administrative Assistant to support a busy department. This is an on-site, contract position offering hands-on experience with clerical workflows, vendor coordination, and high-volume administrative support. Key Responsibilities Perform daily clerical tasks, including filing, scanning, organizing records, updating logs, and maintaining accurate documentation across multiple operational workflows. Review and process invoices and statements with a high level of accuracy; assist with basic accounting-related tasks such as reconciling information, confirming totals, and routing items for approval. Communicate with vendors regarding invoice status, missing information, corrections needed, and follow-up on outstanding documentation. Assist with Purchase Requisitions by collecting forms from project managers, reviewing for completeness, confirming coding/details, and routing for approvals. Manage Contract Change Order forms: receive and review requests, gather or coordinate required supporting information, obtain signatures/approvals, and forward for system entry. Answer and route incoming phone calls; provide warm, patient, and professional customer service to the public, vendors, and internal staff. Support public inquiries submitted via phone and online requests, ensuring timely responses and excellent service. Track data, update spreadsheets/logs, and maintain consistent accuracy across all assigned tasks. Provide general administrative support to assist the operations team with day-to-day workflow and project needs. Qualifications Prior administrative, clerical, customer service, or accounting support experience preferred. Strong communication skills with a friendly, professional, and helpful demeanor. Highly organized with strong attention to detail and the ability to manage multiple documents and deadlines. Comfortable reviewing invoices, statements, and vendor documentation with provided training. Willingness to learn new processes and systems within a structured operational environment. Bachelor's degree is a plus. Reliable, punctual, and able to work the full on-site schedule (7:30am-4:30pm).

IN OFFICE IN GARDENA 100% TEMPORARY SUPPORT (6 MONTHS PROJECT) Key Responsibilities Reporting & Data Management Track and report on program activity, client participation, referrals, and service outcomes Prepare recurring reports showing volume, trends, percentages of activity, and program effectiveness Maintain accurate spreadsheets and dashboards using Excel Ensure data integrity across multiple tracking sources Program & Client Support Support tracking of client programs, solutions provided, and referral outcomes Assist with compiling data for internal reviews, audits, and funder reporting Help identify gaps or inconsistencies in reported data and flag issues to leadership Financial & Administrative Support Assist with basic financial tracking related to programs (budgets, allocations, activity-based reporting) Support documentation needed for financial controls and program compliance Maintain organized records and reporting files Calendar & Coordination Manage calendars, scheduling, and deadlines related to program reporting Coordinate timelines for report submissions and internal reviews Support meeting preparation with reports, summaries, and data snapshots Required Qualifications 1-2 years of experience in an administrative, reporting, or data support role Strong Excel skills (formulas, formatting, basic data analysis) Experience maintaining spreadsheets and producing recurring reports Strong organizational and calendaring skills High attention to detail and accuracy Ability to manage multiple deadlines and priorities Preferred Qualifications Experience working in a nonprofit, social services, or community-based organization Familiarity with program tracking, client data, or referral reporting Comfort working with leadership and handling confidential information Skills & Competencies Strong written and verbal communication skills Analytical mindset with the ability to summarize data clearly Dependable, proactive, and highly organized Ability to follow established processes and improve reporting efficiency over time

Office Assistant / Errand Runner Job Description Job Brief: An Office Assistant/ Errand Runner is responsible for performing a range of clerical and administrative tasks to support daily operations in an office setting. An Office Assistant is responsible for keeping the office supplied and organized, and assisting managers with their daily tasks, as assigned. To fulfill these duties, this assistant will need to frequently run errands. The ideal candidate will be hard-working, professional, able to undertake a variety of office support tasks, and work diligently under pressure. Training for office tasks will be provided. Currently looking for an employee with daytime and some weekend availability. Responsibilities: Running Errands, such as bank deposits, shopping - ranging from groceries to electronic supplies -, picking up and dropping off documents and supplies for company executives. May occasionally drive executives to airports or meetings. General office duties, such as answering and managing phone calls, copying, scanning, and filing. Opening and closing procedures for the office, such as filling paper in the printer and fax machines, minor cleaning, refilling supplies for office staff (i.e. staplers, pens, highlighters), watering plants, putting away dishes, etc. Internet research for purchasing office supplies. Monitor level of supplies and handle shortages. Perform receptionist duties when needed. Maintaining confidentiality in all aspects of company information. Other duties as required. Requirements and skills Good work ethic Valid driver's license Working knowledge of office equipment Excellent organizational and time management skills The abilities to anticipate needs, to be resourceful, and to be responsive are important Dependable, dedicated, resourceful Ability to work independently Familiarity with office gadgets and applications (e.g. Windows, MS Office, scanners, copy machines, etc. . . .) Education: Currently attending a college/university Job Types: Part-time Salary: $17.00 - $17.50 per hour Benefits: Health insurance Paid time off Professional development assistance Schedule: 4 hour shift 8 hour shift Weekend availability Ability to commute: Santa Ana, CA 92707

Freeman Mathis and Gary, LLP is a rapidly growing national litigation law firm and we are seeking an enthusiastic litigation secretary to join our Seal Beach team. We are eagerly seeking candidates who foster a teamwork mentality, have excellent communication skills, problem-solvers, and willing to take ownership of their job. Flexibility and excellent organization skills are key in our fast-paced environment. The following set of success factors describe the characteristics of those who are successful in our Firm: • Helpful, Congenial, Personable, Positive • Unpretentious, Approachable, Respectful, Team Oriented • Accountable, Takes Ownership, Corrects Mistakes • Organized, Timely, Confidential, Responsive (within 24 hours) Essential Duties and Responsibilities: Draft and review legal correspondence including thoroughly proofreading for errors in grammar, spelling, punctuation, and formatting Prepare and collect conflict of interest checks, open new files and maintain client files Maintain attorneys' calendars with hearing dates, filing deadlines, and other dates of importance Make client and client-related appointments for attorneys as necessary Professional demeanor with all Firm's clients, attorneys, staff and vendors. Including responding to messages and requests in a timely manner and performing job duties with enthusiasm and a genuine perceivable zest to be of service Familiar with state and US Federal Court Case Management/Electronic Case File (CM/ECF)/PACER system, including submission of electronic filings Ability to organize and prioritize numerous tasks and complete them under time constraints with minimal supervision Proficient in software programs such as Microsoft Word, PowerPoint, and Excel, or other similar software programs necessary to perform essential duties of the position Provide assistance to others within firm when requested based on priorities of current work-in-hand, promoting teamwork and mutual cooperation among all staff members Qualifications and Experience: Minimum two years litigation secretarial experience Experience maintaining paperless files. iManage experience a plus Knowledge of service deadlines for various litigation tasks, including familiarity of the California Code of Civil Procedure Must successfully pass a background and drug screen What we offer you Competitive compensation Comprehensive benefits package, including medical, dental, and vision HSA and FSA plans available for employees and dependents Work-life balance Generous PTO policy 401K plan including a 3% Employer Safe Harbor contribution 1.5% Profit Sharing contribution Firm paid life insurance and long-term disability Employee Assistance Program Year-end bonuses and referral fee programs Regular firmwide socials and events Positive firm culture EEO Statement Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.

About the job Samuel Lawrence Foundation is seeking an articulate and motivated individual who will partner with a small team to make a meaningful impact. Bring your skills to bear on real world problems - this role demands creative thinking, flexibility, and a passion for making a tangible difference. Part-time weekends, in person, in a residential office. Our atmosphere is casual, friendly, and interesting. Job Responsibilities: Assist with the day to day office operations Work on environmental issues, explore scientific research, attend meetings, educate elected officials Schedule appointments and conference calls Identify, contact, develop and maintain relationships with community groups, and community members Write letters, research topics, reply to emails Organize and manage donations Take meeting notes Feed the chickens Required Qualifications: Strong written and verbal communication skills Task-oriented with the ability to manage multiple projects independently Organized Good Technological skills Ability to adapt to changes and challenges Reliable Happy to wear many different hats Experience with AI - Chat, Claude etc.. Desired Qualifications: Science background is helpful Bachelor's degree or advanced degree Pay $25/hour

Ultimate Staffing is partnering with a non-profit organization in Long Beach who is looking for an Administrative Assistant for 5-8 months covering a leave of absence. The pay is between $24-$30 an hour based on experience. Main duties this person will handle: Filing and record keeping with invoices Scheduling with calendar and coordinating meetings Meeting minutes (Must have) 2-3 meetings roughly during temp period Expense Reports - Corporate and project reports Communicate with other departments Other projects as assigned or supporting other employees/managers Candidates should have excellent written and verbal communication skills Someone who can learn and is competent, good ability to read social situations Real Estate or Property Management Experience preferred Must be organized and be able to work independently Must be good with Excel and computer software's Manager is easy going but won't have time to train for basic skills No task too small. Desired Skills and Experience Verbal communication Written communication Attention to detail Multi-Tasking Organization Calendar Management Meeting Minutes 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.

Who We Are Since 2009, American Threads has grown into a multi-location brand with boutiques across Texas, Arizona, Georgia, and Florida-alongside a thriving online store that reaches customers nationwide. We strive to empower individuals to show up confidently and express their personal style for all their milestone events. Whether it's a Graduation, Bridal event, vacation, Birthday, or just a night out with friends, Threads pieces are made to be worn with confidence and purpose. We combine trend-forward looks with timeless influences to create styles that feel current, effortless, and uniquely you. American Threads is the land of the free, home of the babes-and that means we celebrate bold energy, originality, and the freedom to be who you are. In our stores, you'll find more than just a great outfit. You'll find a team of stylists who know how to turn a moment into a memory, who hype you up in the fitting room, and who know how to build a look that tells a story. Who You Are The Administrative Assistant plays a key role in supporting day-to-day office operations and cross-functional teams at American Threads. This role is ideal for a highly organized, proactive individual who thrives in a fast-paced, fashion-driven environment and enjoys keeping things running smoothly behind the scenes. You will be a trusted support partner to leadership and internal teams, helping manage schedules, communications, and administrative processes with professionalism and discretion. Key Responsibilities: Provide administrative support to leadership and HQ team. Serve as a point of contact for internal and external communications, ensuring timely and professional responses. Support internal communications, memos, and presentations as needed. Help track projects, deadlines, and follow-ups to ensure timely completion. Order office supplies and assist with general office management. Support special projects and ad hoc administrative needs across departments. Requirements: 1-3 years of experience in an administrative, office support, or coordinator role (retail, fashion, or corporate environment preferred) Strong organizational and time-management skills with exceptional attention to detail Excellent written and verbal communication skills Proficiency in Google Workspace (Gmail, Docs, Sheets, Calendar) Ability to handle confidential information with discretion and professionalism Self-starter with a positive, solution-oriented mindset Comfortable working in a fast-paced, evolving environment Skills & Competencies: Highly organized and detail-oriented Strong follow-through and accountability Adaptable and able to prioritize competing deadlines Professional, friendly, and team-oriented Clear communicator with strong interpersonal skills Why You'll Love Working at American Threads: Join a fast-growing, trend-forward fashion brand with a focus on style, customer experience, and operational excellence. Collaborate with a passionate team in a dynamic, fashion-focused environment. Opportunity to develop leadership skills, merchandising expertise, and career growth within the brand. Note: This in no way states or implies that these are the only duties to be performed by the employee in this position. Employees will be required to follow other job-related instructions and perform additional duties as requested by store leadership. All responsibilities outlined above are essential to the role and may be adjusted to accommodate individuals with disabilities in accordance with the ADA. This job description does not create an employment contract and reflects an at-will employment relationship.

Williams Lea by RRD is a global business support services company with a strong legacy-over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world-especially within legal, financial, and professional services industries. We're a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it's supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we're the behind-the-scenes team making everything run smoothly. Job Description Receptionist for Global Client US Head Quarter office in Los Angeles. The Receptionist delivers exceptional customer service for our clients. Responsibilities include leading employee(s) and directing workflow for reception and concierge services while serving as a subject matter expert and resource to the team. Job duties (* denotes an “essential function”) *Ensure team provides outstanding reception and concierge service to client, while building strong customer relationships *Communicate with direct reports, manager and client on job or deadline issues *Immediately escalate operational problems or issues to Supervisor or Manager *Handle client concerns and be able to problem-solve resolutions in accordance with policies and procedures *Produce required reports on schedule *Conduct and oversee quality assurance process to maintain efficient workflow and assure client satisfaction *Ensure clients and guests are welcomed in the office lobby and serve as a daily point of contact for any employee, visitor/guest or client escalations *Ensure a seamless and personal guest journey *Escort guests to their booked meeting room within the building, informing the host of the guest's arrival *Understand customer's needs and provide them with 5 Star professional service. *Attend to guests wishes and requirements. *Answer the phone and make reservations, take and distribute messages or mail and redirect calls *Acquire extensive knowledge of the premises and the nearby venues and businesses to make the most suitable recommendations *Arrange events, excursions, transportation etc. upon request from guests *Handle external and internal calls in a professional manner *Assist hospitality with setting up rooms with beverages and food *Manage any external catering requirements from third party vendors *Book meeting rooms using Condeco and MS Outlook accurately and ensure that all AV, room layout and food and beverage requirements are noted *Continually monitor reception inbox ensuring e-mails are responded to in a timely manner *Book transport for employees and clients *Manage Visiting Attorney office and room bookings and visitor pass management Liaise with other departments to ensure efficient communication and guest service, and creating a 'one team' approach to delighting your guests Occasional requirement to support client functions that run into the evening Adhere to Williams Lea policies in addition to client site policies. Qualifications High school diploma or equivalent Minimum 3 years' Concierge and/or reception experience in a customer service environment, legal or financial services industries preferred 1 year or more experience working on a reception desk for a blue-chip company within a busy office environment Intermediate Microsoft Office Word and Excel skills Basic Microsoft PowerPoint skills Prior experience working with vendors preferred Outstanding guest services skills, Excellent and sophisticated communication skills, both verbal & written Good time management skills Good knowledge and understanding of a Cisco telephone system Must possess professional presentation/appearance Great interpersonal skills and an outgoing personality Excellent command of the English language, both in verbal and written communication Operational experience working at prestigious events preferred Attention to detail with good organizational skills Must possess passion to achieve excellent guest service consistently Demonstrates the ability to lead others effectively Ability to work under pressure, plan ahead and anticipate problems Ability to meet all required deadlines A welcoming positive manner and an understanding of what good customer service looks like Acts with integrity at all times and embraces the company philosophy. Ability to understand the needs of the client and provide customer service and superior client service. Ability to create and maintain strong relationships and channels of communication with key interfaces and the business Knowledge of Condeco and working knowledge of A/V equipment an advantage Ability to multitask, prioritize workload and provide administrative support. Ability to handle sensitive and/or confidential documents and information. Able to make independent decisions that conform to business needs and policy. Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory or managerial level. Must work well in a team environment Must be able to interact effectively with multi-functional and diverse backgrounds. Ability to work in a fast-paced environment. Must be self-motivated with positive can-do attitude. Additional Information The rate of pay for this role at the noted RRD location is $21.00 / hour. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD's benefit offerings include medical, dental, and visioncoverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts. It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law. Williams Lea is a drug-free workplace and performs pre--employment substance abuse testing. #WLNAT All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen. All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen. RRD is an Equal Opportunity Employer, including disability/veterans

Come Join the Premier Infusion & Healthcare Services Family! At Premier we offer employees stability and opportunities for advancement. Our commitment to our core values of Compassion, Integrity, Respect and Excellence in People applies to our employees, our customers, and the communities we serve. This is a rewarding place to work! Premier Infusion & Healthcare Services is a preferred post-acute care partner for hospitals, physicians and families in Southern CA. Our rapidly growing home health and infusion services deliver high-quality, cost-effective care that empowers patients to manage their health at home. Customers choose Premier Infusion & Healthcare Services because we are united by a single, shared purpose: We are committed to bettering the quality of life for our patients. This is not only our stated mission but is what truly drives us each and every day. We believe that our greatest competitive advantage, our greatest asset are our employees, our Premier Family in and out of the office sets Premier apart. PREMIER BENEFITS - For FULL TIME Employees: ● Competitive Pay ● 401K Matching Plan - Up to 4% ● Quarterly Bonus Opportunities ● Medical, Dental & Vision Insurance ● Paid Vacation Time Off ● Paid Holidays ● Referral Incentives ● Employee Assistance Programs ● Employee Discounts ● Fun Company Events Description of Responsibilities --- Monday thru Friday schedule 10:30am - 7:00pm The Receptionist is responsible for courteously receiving and routing all incoming calls and visitors to the pharmacy and assisting with office support tasks as needed. Reporting Relationship Pharmacy Tech Manager Work Schedule Monday- Friday 10:30 am - 7:00 pm Responsibilities of the Receptionist include the following: Answer incoming phone calls with efficiency and courtesy, and redirect calls appropriately. Maintain accurate records of telephone activity. Greet customers and other visitors to the pharmacy, and put them in contact with the appropriate pharmacy personnel. Responsible for correctly e-filing paperwork. Receive, sort and distribute incoming mail as needed. Perform light word processing, data entry, photocopying, filing or other office activities as needed. Assembles patient admission packets Minimum Qualifications Effective interpersonal, time management and organizational skills. The ability to communicate clearly in speaking and writing. Computer skills that include word processing, and efficient use of the internet and e-mail Education and/or Experience: Must have a High School diploma or Graduation Equivalent Diploma (G.E.D.) Must be bilingual / Fluent in Spanish Prior experience in a pharmacy or home health company is of benefit. Prior experience in a consumer related business is also of benefit. Must possess excellent oral and written communication skills, with the ability to express technical issues in “layman” terms. Fluency in a second language is a plus. Equal Employment Opportunity (EEO) It is the policy of Premier Infusion & Healthcare Services to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Premier Infusion & Healthcare Services will provide reasonable accommodations for qualified individuals with disabilities. Job Type: Full-time Work Location: In person

Overview of Job Description: Position manages the daily process of sourcing, procuring and expediting, and inventory management of designated corrugated packaging items as assigned. Position advises other functional groups on packaging design and function when required. Involved in the wine design team related to the bottling/packaging process. Position assists in developing and coaching others in the department regarding the packaging category. Please note: experience buying/purchasing corrugated materials required. Specific Duties and Responsibilities: Identify, evaluate and interview prospective vendors in alignment with organizational needs. Cultivate and maintain strong relationships with existing vendors. Research and source new products and potential suppliers. Serve as an internal subject-matter expert on market trends, product opportunities and emerging packaging concepts to support product development initiatives. Analyze internal systems to assess product demand; monitor, compare, and validate inventory requirements between SSM and Macola for assigned items. Review demand data to generate purchase orders, ensuring timely follow‑up and expediting when necessary. Create new item numbers and ensure accurate integration across all data platforms. Maintain up‑to‑date component item information within the Macola ERP system. Manage current pricing and item/vendor data across all platforms-including CP, Macola, and supporting spreadsheets-and communicate pricing changes promptly to the Design Team. Coordinate and schedule the seasonal Weekly Label and Hang Tag Meeting. Update and manage art and graphics requests, due dates, and all related details within the Label Requirements Spreadsheet (LRSS). Review, sign off and approve respective category costs on Customer Cost Sheets. Assist in the creation of new non‑inventory items and ensure accurate entry into the Central Pricing system. Support the procurement of items requested through Pack Requests and enter corresponding data into Central Pricing. Process Pack Requests from the Design Team and Product Optimization Teams, including sample ordering and delivery, cost calculations, accuracy verification, and maintenance of all related art files (die lines, graphics, etc.) for both domestic and international vendors. Coordinate and expedite artwork needs with the Design and Graphics teams. Provide guidance to Production, Design, and Management on printing requirements and best practices. Mentor and support team members on packaging‑related processes and standards. Communicate with Production, Warehouse, Design, and Management regarding potential packaging issues and provide timely status updates. Identify and recommend packaging items to be removed from the system. Review operational activity to identify opportunities for cost savings and efficiency improvements. Member of In-House Wine Development Team. Perform any additional tasks assigned by management. Administrative and Other Responsibilities: Execution of purchase orders to suppliers, including maintaining and updating of ETD's & ETA's and communicating any delays to the planning, production, and warehouse teams. Work with A/P to resolve any delivery, payment, or terms discrepancies. Establish and ensure that item numbers and pricing/costing are accurate and complete within company databases. Item number creation/maintenance and discontinuation (DC) of items across all platforms and files (Macola, Central Pricing, New Macola Numbers Spreadsheet, DNA Component Sheets, Customer Cost Sheets, etc). Perform other tasks/projects as assigned by management. Knowledge, Skills and Abilities: Effective and clear verbal and written communication skills. Competency in Microsoft Word, Excel and Outlook. Must be a self-starter, self-motivated and disciplined. Ability to work independently and with minimal supervision. Must demonstrate problem solving skills, multi-tasking capabilities and flexibility. Must possess great attention to detail, accuracy, and organizational skills. Ability to take ownership of projects and follow up on tasks to meet and support intra and inter departmental deadlines. Ability to interact and work well with others across all departments in a fast-paced environment. Knowledge of Macola operating system is a plus Education: Bachelor's degree preferred, or equivalent experience in the packaging field. Experience: 5 years' experience as a packaging buyer and familiarity with packaging design. Strong in corrugated packaging.

Shopoff Realty Investments is looking for the absolute best and brightest to join our team of dedicated professionals as a Real Estate Transaction Manager at our home office in Irvine, California. What you will do: This position is responsible for managing all corporate filings, documents, reports, and records in adherence with best practices and in accordance with all relevant laws and regulations. Additionally, this position is tasked with overseeing certain insurance and risk management matters for the company. Job Responsibilities Manage all corporate filings, including but not limited to annual reports, tax filings, and regulatory submissions, in accordance with applicable laws and regulations. Maintain accurate and up-to-date corporate records, ensuring completeness and compliance with legal requirements. Maintain timelines and files to ensure all transactions are up to date. Create organizational charts and file organizational documents in various states. Monitor deadlines for filing requirements and proactively address any potential issues or discrepancies. Serve as a liaison with regulatory agencies, legal counsel, and other relevant stakeholders regarding corporate filing matters. Coordinate with internal departments to gather necessary information and documentation for filings and reports. Assist in preparing and reviewing legal documents related to corporate filings and compliance. Manage insurance policies, including procurement, renewal, and claims processing. Evaluate insurance coverage needs and risks, recommending adjustments or enhancements as necessary. Collaborate with insurance brokers and carriers to negotiate favorable terms and pricing for insurance policies. Stay updated on changes to relevant laws, regulations, and industry standards affecting corporate filings and insurance requirements. Manage and play a vital role in implementing and ensuring that the organization satisfies all legal and regulatory compliance standards and assist in safeguarding the organization's assets through proper risk management and insurance practices. Prepare correspondence and mailings. Read, understand and manage all provisions and contractual obligations. Monitor, maintain, file and amend all FinCEN/Corporate Transparency Act regulations required to be filed with the Federal Beneficial Ownership Interest reporting database system. Coordinate with real estate department on gathering, creating and monitoring due diligence folders necessary for closing on all loan related transactions. Handle other matters and tasks on an as-needed basis. What we need: College degree or business college certificate preferred. 3+ years of executive secretarial and/or corporate legal secretary experience. Real Estate and Closing experience a plus. Corporate Paralegal experience a plus. Qualifications Professional understanding of the Real Estate transaction and closing process, terminology, and forms. Familiarity with various corporate structures and entities. Excellent attention to detail and high-level of accuracy. Excellent written and verbal communication skills. Demonstrated ability to organize, prioritize, and realign tasks on an ongoing, and as needed basis. Strong time-management and analytical skills. Proven ability to effectively communicate with senior management and outside clients. Effective leader who motivates and engages others through fostering a collaborative team environment. Solid knowledge of MS Office 365 (including Word, Excel and PowerPoint) and Adobe. Ability to work independently, but also follow specific instruction when given. You'll love this job if you: Eager to learn, develop new skills, and support a busy department with diverse areas of practice. Maintain composure and deliver under pressure. Seeks to understand the root cause of issues and behaviors. Shows a genuine interest in understanding the business. Creative thinker and open to challenge. High sense of discretion. Sense of urgency. Multi-tasking in a fast paced, deadline driven environment. Strong interpersonal skills with ability to build effective working relationships with internal and external stakeholders. Still Undecided? Shopoff is a great place to work. Here are some of the reasons that our employees vote for us as a Top Workplace: Voted 2025, 2023 & 2022 Best Places to Work by the Orange County Business Journal and Best Companies Group. Exceptional company culture that encourages innovation and empowers all team members to act as leaders by providing the opportunities, training, and tools critical to achieving a successful and meaningful career. Industry-leading compensation and benefits package including Gold and Platinum Medical Plan options, flexible spending accounts for medical and dependent care reimbursement, 401(k) with company match and company provided life insurance. A world-class work environment with potential for long-term growth and advancement in the industry, paid professional memberships and professional activities (conferences and workshops) and a tuition and certification reimbursement program. Paid holidays and generous vacation time; summer hours from June - August (office closes at 3 p.m. each Friday with full pay for the day). Shopoff Realty Investments (SRI) is a real estate investment firm specializing in offering qualified clients diversified investment opportunities that can be used to create a customized portfolio consistent with their unique financial profiles and goals. For three decades, SRI has built an industry leading reputation for integrity, diligence, and vision. SRI creates value for its investors utilizing its expertise in all facets of real estate including acquisition, entitlement and development of commercial, multi-family and residential properties. EEO Statement Our company is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, genetic information, citizenship status, national origin, pregnancy, veteran status and or any other legally protected characteristics. We also provide reasonable accommodations, as needed, throughout the job application process. If you have a disability that inhibits your ability to apply for a position through our online application process, you may contact us via email at ************** or via telephone at ***************.

Full-time data entry position available now. This is an on-site, in-person position. No remote work from home available. Operates a computer workstation to enter retrieve and edit information. May enter entire record or portions that were previously missing. Keys from simple to complex images and/ or handwritten timesheets. Handles high volume of work with speed and accuracy. Keys at above average speed with average or above average accuracy and exhibits good to excellent judgment in identifying and correcting data while processing information. Requires minimal supervision. Will utilize Data Entry Skills to enter and/ or rekey missing information. Requirements: Experience with MS Excel, MS Word, and MS Outlook required. Need to have a High Attention to Detail and work well with little supervision and to completion of the project. Punctual attendance is a must. Working Hours: Start time is 6:00 am; End time is 3:00 pm with 1 hour lunch. Please reply to this post with your resume attached in PDF, or MS Word format for consideration. *** HIRING AS SOON AS POSSIBLE *** Please submit resume via email. Thank you!

Job Description Customer service experience of at least one year, we are seeking someone responsible that is willing to be proactive and learn our system and procedures. Job Posted by ApplicantPro

Job DescriptionDirect Counsel is seeking detail-driven professionals to assist as Scribes, Typists, and Readers. This is a rare opportunity for individuals with strong writing, reading, and listening skills to play a critical role in a high-stakes testing environment, helping exam takers perform at their best when it matters most. If you're someone who thrives on accuracy, focus, and calm under pressure, this role is uniquely suited for you. What You'll Be Doing As a Scribe, you'll handwrite (in clear block letters) the exam taker's dictated responses verbatim during testing sessions. You'll also read responses back when requested to ensure accuracy. As a Typist, you'll partner with a test taker, providing necessary support during the examination. Type accurately at a minimum speed of 70 words per minute. This role requires stamina, precision, and professionalism-you'll be a steady presence in an intense, highly structured setting. Who This Role Is Perfect For This opportunity is ideal for individuals with experience as: Legal secretaries Legal assistants Paralegals Professional typists or transcriptionists Proofreaders, editors, or strong readers Prior exam or accommodation scribes Note: Law students, law clerks, and licensed attorneys are not eligible. Prior scribing experience-especially in timed or testing environments-is highly preferred. Schedule & Commitment (Required) Compensation: $29-$32/ hour (DOE) Orientation: February 23 | 1:00 PM - 4:00 PM Exam Dates: February 24, 28 & March 1 7:00 AM - 7:30 PM (may end earlier depending on exam completion) Full availability for all listed dates is required-no exceptions. Why This Opportunity Stands Out Meaningful, purpose-driven work Clear expectations and a structured environment Short-term commitment with high impact A chance to directly support someone at a pivotal moment in their career If you're highly reliable, detail-oriented, and take pride in precision, we'd love to hear from you!

Hawkins Parnell is seeking a Legal Secretary to join a successful litigation team based in its Santa Ana office, collaborating with the nationwide HPY litigation team. The Legal Secretary performs as a critical member of the team by providing support to 3-5 attorneys with tasks such as document drafting and proofreading, e-filing, calendar management, document production, and other support duties. We are looking for someone who is organized, responsive and has an eye for detail. We value flexibility, the ability to adapt to last-minute changes, and deadline-driven individuals. This position is part of a busy, well-established, highly functioning firm with a proven success record. HPY offers a competitive salary complemented by a full, comprehensive benefits package including Medical Insurance, Vision Plan, Dental Insurance, Life Insurance, 401k, Short and Long Term Disability and Profit Sharing. Litigation Legal Secretary candidate(s) must have at least two years of experience as a Litigation Legal Secretary or a paralegal in a law firm and must have intermediate to advanced MS Word and Excel skills. Responsibilities will vary, but will include document production, entering attorney time, e-filing documents with courts, managing calendars of attorneys, preparing hard-copy materials like trial and mediation binders, scheduling conference calls, arranging meetings and occasional travel, preparing expense reports, and communicating with clients, court officials, and others for attorney(s) and/or paralegal(s) to whom assigned. The primary responsibilities of this position include, but are not limited to: Draft, transcribe, proofread, edit and file court documents and related correspondence, memorandum, pleadings and related documents E-file documents with local, state, federal and appellate courts and assist with paper filing in office Handle the incoming and outgoing mail for the attorneys supported Maintain team and court calendars and keep attorneys aware of scheduled events and approaching deadlines Schedule meetings, conference calls, assist with travel arrangements when necessary and reserve conference rooms Communicate by phone and email with clients, maintaining professionalism and a high level of customer service at all times Schedule depositions Enter time and handle billing for assigned timekeepers Assist in trial preparation Maintain files on a regular basis Coordinating travel arrangements and processing expense reports Answer and handle incoming phone calls in a professional manner Assist fellow workers and/or other timekeepers as needed and requested Successful candidates will be self-motivated and able to prioritize, have a high level of organizational skills and possess a strong work ethic. This is a team environment and your legal knowledge, skills and reliability will be rewarded here! Employees are offered a generous benefits package and will work with a great team. Required Skills and Experience: High school diploma required. Bachelor s degree preferred. Two or more years of litigation secretarial experience is required. Large to midsize law firm experience is a plus. Insurance/PI/professional malpractice defense experience is a major plus. Experience with hourly billing and communicating with clients' legal departments and claims adjusters is a major plus. Practice Areas: Appellate, Bad Faith and Coverage, Banking & Finance, Business/Commercial, Construction, Employee Benefits & ERISA, Employee Stock Ownership Plans (ESOPs), Labor & Employment, Legal Malpractice, Long Term Care & Assisted Living, Medical Malpractice, Municipal Liability, Premises Liability, Product Liability, Professional Negligence, Toxic Tort and Environmental, and Transportation

Overall Purpose: Provides secretarial support to attorneys, paralegals and administrative management of the Firm. Maintains positive communications with clients, attorneys and staff. Observes confidentiality of client matters. Follows policies and procedures of the Firm. Essential Job Duties: Prepares and revises legal documents, correspondence, memoranda and e-mails from written form as well as from transcription Operates personal computer, transcription equipment to produce legal documents, correspondence, memoranda and e-mails, and other office machines such as photocopier, fax machine and postage meter Assembles documents and exhibits for court filings and recordings, hearings, arbitrations, mediations, depositions or other engagements Proofreads prepared materials to ensure documents are free from typographical and grammatical errors and are formatted according to Firm standards Reads, sorts and prints incoming mail and e-mails and distributes as appropriate Schedules appointments and meetings for attorneys Manages and maintains calendar for deadlines; ensures important dates are recorded on the master calendar Maintains client files Assists in handling of reception desk duties/meet and greet clients Operates multi-line telephone system Mail distribution Other Duties: Arranges for travel for attorneys including hotel, airline and transportation Assembles documents and exhibits for court filings and recordings, hearings, arbitrations, mediations, depositions or other engagements Assists in the preparation of marketing materials such as pitch folders, attorney biographies and PowerPoint presentations Responsible for answering incoming telephone calls and directing them to the appropriate staff member(s) Performs all other duties as assigned Qualifications/Requirements: High School Diploma At least 3 years prior litigation legal secretary experience Ability to type, read and write in order to proofread and perform initial input and revisions to legal documents, correspondence, memoranda and e-mail. Must have knowledge of MS Office Suite which includes Word, Excel, PowerPoint Knowledge of document management systems such as IManage Ability to type 70 wpm Ability to organize and prioritize workflow for multiple attorneys Interpersonal skills to communicate verbally, in writing and by telephone in a professional manner with clients, attorneys, vendors and staff

Focused on employment and labor law since 1958, Jackson Lewis P.C.'s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients' goals to emphasize belonging and respect for the contributions of every employee. The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers “Best Law Firms”. Job Summary In this role you will provide dedicated support to employment litigation attorneys in the Orange County office. Our legal secretaries work with multiple attorneys (typically dedicated support to four) providing a full range of support, including, but not limited to, preparation/revision of correspondence, pleadings and documents for filing with state and federal courts and agencies; calendar maintenance and travel arrangements; and paper and electronic filing. The successful candidate is a very organized, detail-oriented team player possessing at least 3 years recent CA litigation legal secretary experience who will engage in the work of attorneys by demonstrating knowledge and status of current cases and projects. Responsibilities · Familiarity with California state and federal rules and procedures is required, labor and employment law experience and experience with class action litigation highly preferred. · Engage in the work of attorneys by demonstrating knowledge and status of current cases and projects, utilizing available resources in order to achieve. · Handle a wide variety of complex and confidential time-sensitive material. · Prepare/revise correspondence, pleadings, documents and other clerical assignments as directed (including proofreading). · Provide support to four attorneys in employment litigation, affirmative action, class action and other related matters and backup support as needed. · Act as liaison between internal departments and outside agencies, including frequent scheduling of depositions and mediations, as well as client communications. · Coordinate docketing for litigation attorneys, maintain calendars and CLE records. · Book and organize travel arrangements including flights, hotels, transportation, make changes to reservations as needed. · Prepare expense reports and assist with billing and collections as needed. · Perform various office and client filing (paper and electronic). Job Requirements · High school diploma or equivalent required, BA strongly preferred. · 3+ years' experience as a California legal secretary. · Knowledge of office equipment including telephones, copy/scan equipment and computers, Microsoft Office Suite, and excellent typing skills. · Must be able to take initiative, be reliable, professional, team oriented, pay attention to detail and can multi-task. · Must be self-directed, able to follow instructions, and proactively seeks additional work when time allows. · Possess a client service mindset with strong verbal and written communication skills. · Be analytical, able to problem-solve and propose resolutions. · Outstanding organizational skills, ability to prioritize and manage multiple deadlines and projects simultaneously and frequently under tight deadlines. For California, the expected hourly range for this position is between $38-$44 per hour. The actual compensation will be determined based on experience and other factors permitted by law. We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.