Senior administrative assistant jobs in Chula Vista, CA - 237 jobs

United Legacy is a private real estate investment and development firm supported by a portfolio of affiliated brands offering services related to real estate, lending, tax strategy, estate planning, and other complementary solutions. Position Overview We are seeking an experienced Executive Assistant to provide high-level operational and administrative support to the CEO and across this portfolio. This role operates in a fast-paced environment and requires discretion, sound judgment, and the ability to manage competing priorities with consistency and professionalism. This position extends beyond traditional administrative support. The Executive Assistant serves as a central coordination point for executive operations - ensuring leadership priorities are reinforced, decisions are followed through, and execution remains aligned across leadership teams and brands. This is a full-time, on-site role based in Del Mar, CA requiring close collaboration with executive leadership during core business hours. Key Responsibilities Provide strategic administrative and operational support to the CEO and Capture executive priorities, decisions, and action items; ensure timely and accurate follow-through Draft correspondence, prepare documents and presentations, update systems, and coordinate next steps Monitor and coordinate executive calendars to ensure alignment with priorities and commitments Proactively identify scheduling conflicts, risks, and opportunities to improve efficiency Manage and prioritize executive communications across email, phone, and in-person requests Prepare agendas, briefing materials, and post-meeting summaries Ensure meeting technology is fully operational, including video conferencing and recording tools Utilize meeting recordings and AI-generated transcripts to support documentation and action-item tracking Maintain organized executive records, documentation, and action-item tracking using company-approved systems Track ownership and deadlines to ensure commitments are completed on schedule Serve as a liaison between executive leadership and internal stakeholders across multiple internal brands Coordinate overlapping priorities across leadership teams, workflows, and timelines Partner with the CEO's personal estate manager to align personal and professional schedules Coordinate domestic and international business travel in partnership with the events team Support real-time travel adjustments and logistical changes as needed Travel and limited evening availability may be required around executive events or initiatives Qualifications Required: 5+ years of experience providing senior-level administrative support to VP, SVP, or C-suite executives Experience supporting executives with broad organizational scope and decision-making authority Proven ability to manage confidential, sensitive, and time-critical information Exceptional organizational skills and attention to detail Strong written and verbal communication skills Proficiency with Microsoft Office, Outlook, Zoom, and modern collaboration and task management tools Ability to work on-site and maintain close alignment with executive leadership Preferred: Experience in real estate, finance, lending, insurance, or a related industry Experience supporting executives across multiple business units or entities Familiarity with board-level meeting support and executive governance processes Experience coordinating complex domestic and international travel Comfort leveraging meeting technology, recordings, and AI-generated transcripts to support execution Compensation / Benefits Pay: $85,000-$105,000 annual salary, based on experience Health Insurance: Medical, dental, and vision coverage Unlimited PTO: Eligible after probationary period Sick Days: Eligible after probationary period Office: Del Mar, CA Location: On-site Schedule: Monday - Friday, 9:00 am-5:30 pm

**Full-Time, In Office, Monday - Friday COMPANY PROFILE Davlyn Investments is a dynamic, privately held, entrepreneurial real estate Investment Company specializing in the acquisition, renovation, management, and sale of multifamily apartment communities throughout California, Arizona, and Nevada. The company is conveniently located in the Del Mar Heights area of San Diego. We offer a great company culture with monthly lunches, an annual company holiday luncheon, and more. DESCRIPTION The Executive Assistant supports and performs administrative duties for the Chief Executive Officer. This is a rare opportunity to grow while gaining front-row, master-class insight into the operations of a successful investment firm. The ideal candidate is a highly organized professional with superb problem-solving abilities. This individual possesses a positive attitude, strong attention to detail and is dedicated to producing quality results. Strong verbal and written communication skills are essential, as well as a polished presentation, professional demeanor, and great interpersonal skills. The candidate understands that no task is too small and tackles each request as such. Combination of some experience and/or interest in real estate is highly desired, and experience supporting executive-level staff is required. JOB RESPONSIBILITIES Perform routine to advanced, confidential administrative duties. This includes support to the CEO and other departments or individuals in the company as needed. Communicate verbally and in writing with high-net-worth individuals and institutional investors, as well as a variety of business associates, organizations and other professionals who interface with the CEO and the company. Manage special projects as needed including gathering the necessary documents and data for potential deals in the pipeline. Manage the CEO's email, schedule, and calendar. Manage and coordinate a busy travel schedule including domestic and international itineraries on commercial and private air. Act as a personal assistant to the CEO. This includes booking personal travel plans, rental car arrangements, distributing personal mail, purchasing personal items, and running personal errands. Organize and maintain the CEO's electronic and hard copy filing and recordkeeping systems. Review invoices for accuracy and prepares each for approval and processing. This is a full-time, in-office position. REQUIREMENTS Bachelor's degree is required. 2-3 years of related administrative experience and/or experience in the real estate/ property management industry preferred. Experience supporting executive-level staff is highly preferred. Intermediate to advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint. Etc.) PowerPoint, Adobe, and Outlook. Excellent oral and written communication skills, including grammatical competence, in order to independently draft and edit correspondence and memos. Superior organizational, follow up and time management skills. Proven ability to maintain highly confidential information. Strong attention to detail and ability to learn quickly and follow directions. Flexibility and adaptability in a changing and fast-paced entrepreneurial environment. A valid California's driver's license, good driving record and the ability to travel in Southern California as required for business purposes. The ability to pass a criminal background check, drug screen, credit check and provide proof of authorization to work in the United States. COMPENSATION/BENEFITS $65,000. Pay dependent on experience. Benefits package with medical, dental, vision and life insurance plans. 401(k) Retirement Savings Plans. Annual performance bonus. Two weeks' paid vacation, sick days, and holiday pay.

A leading insurance provider is seeking an experienced Executive Underwriter in San Diego, California. This role involves selecting risks for high-value accounts and leading account management to ensure growth and retention. The Executive Underwriter will work closely with producers to analyze customer needs, develop tailored insurance solutions, and stay ahead of industry trends. Candidates should possess strong skills in risk assessment and the ability to build effective producer relationships. #J-18808-Ljbffr

Job Title: Executive Assistant / Office Manager Reports to: Chief Financial Officer Location: Carlsbad, CA (On-site 3 days/week; flexible hours; available after-hours or weekends for urgent travel needs) OUR COMPANY Jacob Stern & Sons Inc., a family-owned business with over 160 years of industry leadership, is known for its commitment to compassion, humility, and quality service. We offer a supportive environment where professionals are respected, and we provide specialty agri-chemical products worldwide. Join our team and make a meaningful impact. POSITION OVERVIEW We are seeking a highly organized and proactive Executive Assistant / Office Manager to provide administrative support to the CFO and manage day-to-day operations of our Carlsbad office. This role requires professionalism, flexibility, and the ability to handle confidential financial and legal information. RESPONSIBILITES AND ACCOUNTABILITES Executive Support : Manage CFO's calendar, schedule meetings, and coordinate appointments. Arrange domestic and international travel, including flights, hotels, and ground transportation. Facilitate signatures for legal and financial documents. Prepare expense reports and assist with budget tracking. Coordinate with Executive Assistants in PA, TX, and CA for cross-office alignment. Office Management Oversee day-to-day operations of the Carlsbad office. Manage incoming and outgoing mail and packages. Deposit checks and maintain basic office accounting records. Ensure office supplies and equipment are stocked and functional. Administrative Tasks Organize and maintain electronic and physical files. Assist with meeting preparation, including agendas and materials. Support special projects and ad hoc requests from the CFO. Draft correspondence and professional communications. Other Duties Maintain confidentiality of sensitive financial and legal information. Serve as point of contact for vendors and service providers. KNOWLEDGE ABILITIES AND SKILLS DESIRED High school diploma or equivalent required; college coursework or degree preferred. Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and collaboration tools (Teams). Excellent organizational skills and attention to detail. Ability to prioritize tasks and manage time effectively in a fast-paced environment. Strong written and verbal communication skills. High level of discretion and professionalism. Experience handling travel arrangements and expense reporting preferred.

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 (afternoons), 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 Maintain an organized Google Drive Assist in the implementation of a CRM 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: $28/hour Along with your resume please share with us your typing WPM, GPA, plus anything else you would like to share.

Associates at California Bank & Trust work in a relationship-centered culture where they are provided with the tools, training, and opportunities to build the best possible relationships with our clients and with each other. Our workplace culture values each associate's unique experiences, background and perspectives and provides a collaborative environment for all employees to grow and thrive. As a premier California-focused financial services company dedicated to serving its communities, families, and businesses (small, mid-sized and large), CB&T has been active for 70 years and has more than 80 full-service branch offices across the state. This dedication has helped the bank earn recognition as a perennial powerhouse in yearly voting for "Best Bank" and "Best Commercial Bank" from the readers of San Diego Union-Tribune and Orange County Register . Additionally, as a division of Zions Bancorporation, the bank has collected multiple Greenwich Excellence Awards for "Overall Client Satisfaction" in Small Business & Middle Market Excellence Awards. We are looking for an Administrative Assistant in La Jolla, CA. Essential Functions: Provides a variety of administrative and staff support services to an organizational unit. Performs a variety of administrative and clerical duties, which may include word processing, organizing electronic and paper files, scheduling meetings, maintaining calendars, processing incoming mail, answering phones, maintaining reports and other pertinent data. May assist in budget preparation and control activities. May assist in preparation and control of records, statistics, and reports regarding operations, personnel changes, etc. May administer various programs, projects, and/or processes specific to the operating unit served. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations. May train and assist other employees. Other duties as assigned. Qualifications: Requires High School diploma or equivalent and 4+ yrs office, administrative, clerical, word processing or related experience. A combination of education and experience may meet requirements. Must have an advanced knowledge of departmental functions, banking and/or departmental and administrative process and procedures. Requires word processing, computer and customer service skills. Strong organizational, customer relations and communications skills, both verbal and written. Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems. Ability to handle sensitive and confidential situations. Broad application of principles, theories, and concepts in applicable discipline. Benefits: Medical, Dental and Vision Insurance - START DAY ONE! Life and Disability Insurance, Paid Parental Leave and Adoption Assistance Health Savings (HSA), Flexible Spending (FSA) and dependent care accounts Paid Training, Paid Time Off (PTO) and 11 Paid Federal Holidays, and any applicable state holidays 401(k) plan with company match, Profit Sharing, competitive compensation in line with work experience Mental health benefits including coaching and therapy sessions Tuition Reimbursement for qualifying employees enrolled in an accredited degree program related to the needs of the business, maximum of $5,250 per calendar year, employees are eligible for the program upon hire Employee Ambassador preferred banking products This position is eligible to earn a base salary in the range of $55,000 - $60,000 annually depending on job-related factors such as level of experience.

Job Description Kros-Wise is looking for an Executive Administrative Assistant for our customer located in San Diego, CA. You will become part of a team of professionals providing direct customer support. Responsibilities: Perform word processing on technical documents and materials using Windows based software Receive phone calls, emails, and facsimiles and managing responses Schedule & Access Control for Classified Conference Rooms for Program Meetings Prepare, edit, format and distribute Navy Correspondence Maintain Program Manager Daily calendar Create and submit Welcome Aboard Packages Maintain TWMs training Accounts Build/maintain SharePoint Program pages and information Record Meeting Minutes for Staff Meetings and other Meetings Maintain scheduling of Program's Conference Rooms and Conference Bridge Lines Front desk support for incoming questions from staff. Experience Requirements: Must have an Active Secret Clearance Must have a minimum of three years' experience working in Navy or DOD environment. Well versed in Microsoft Office products, including Outlook, Word, Excel, PowerPoint, is required; knowledge of MS Access is a plus Experience using MS SharePoint Editing and reformatting written or electronic drafts Transcribing reports, analysis, meeting notes, or similar material. Knowledge of technical terminology and office terminology, practices Aptitude to acclimate to new subjects quickly Educational Requirements: High School/Technical School Diploma or GED certificate

The Residential Administrative Assistant II supports the JKC/BMC Manager of Residential Services to ensure all residential staff are fully trained and properly onboarded to best support the clients being served. This position is also responsible for supporting the Residential Manager in administrative duties that will best support the manager, the residential staff and the clients. This position is tasked with scheduling, tracking, training, monitoring and data quality. The Administrative Assistant II performs other specialized tasks as needed to ensure the proper functionality of the program(s) and to meet contractual obligations. Essential Functions Maintains tracking systems for various program details, to include budgetary limits, staff training logs, client surveys and Time and Activity forms. Schedules all meetings and creates agendas on behalf of the Residential Manager and communicates with HR to review resumes and schedule interviews as needed to ensure low vacancy rates in shelter staffing pattern. Maintains and purchases necessary programmatic items to ensure the highest quality services to those in our program, while also monitoring equipment list for funders. Ensures that all new hires are ready and equipped with necessary documentation, trainings, understanding of the programs and populations served, uniforms are ordered, and the POC person for new hires to address any questions or concerns as it relates to these items. Ensures that intake documentation and waitlists are properly reviewed and monitored Ensures that all reports regardless of frequency are reviewed, and completed before deadline Reviews and monitors CSTAR data, and ensures that quality data is entered into the system and trains staff as needed to ensure the highest level of data is entered Creates and posts relevant updates, changes and events for the clients in the program All other duties as assigned. Qualifications High school Diploma or GED At least one year of office experience required and at least 6 months of social services experience preferred Basic Computer skills and understanding of MS Office. Participate in an annual Tuberculosis screening and/or other screenings when necessary. Reasonable accommodations may be granted where appropriate. The Pay Rate for this role is based on several factors including the candidate's experience, qualifications, and internal equity. The initial offer usually falls between the minimum and midpoint of the applicable salary range. Pay Band N2: $21.30 - $26.54 (Midpoint: $23.31)

**Job ID:** **113508** DRS Daylight Solutions business provides industry-changing mid-infrared laser light technology for government and commercial markets, including: defense and security; life sciences; and industrial process control. As a mid-IR technology pioneer, Daylight Solutions has delivered more mid-IR systems to more applications world-wide than any other company. **Job Summary** We are seeking a highly organized and proactive Senior Executive Administrative Assistant with executive presence to provide comprehensive support to our SVP/General Manager and select members of executive team. The ideal candidate will have exceptional multi-tasking and relationship management skills, a keen eye for detail, and the ability to handle sensitive and confidential information with utmost discretion. **Job Responsibilities** + Manage and maintain schedules, including appointments, meetings, and travel arrangement (domestic and international), expense report processing and reimbursement + Serve as the primary point of contact for internal and external communications on behalf of SVP/GM + Coordinate and organize executive, all-hands, Sr. Leadership meetings, including preparing agendas, taking minutes, and following up on action items + Assist and/or lead special projects and special event(s) as required, ensuring all tasks and details are completed accurately, on time and on budget + Be the eyes and ears of the company culture, providing insights and feedback to the executive team to help foster a positive and productive work environment + Prepare and edit correspondence, reports, presentations, and other documents as needed + Liaise and interface with other executives and external stakeholders to facilitate smooth communication and workflow + Use executive presence to obtain what is needed from members of the executive team effectively and efficiently + Exercise discretion and independent judgment in assisting Senior Executive(s) + Work under limited direction, using high-level of initiative and problem-solving skills to determine and develop approach to solutions + Consistently work on complex assignments requiring action and a high degree of initiative to resolve issues Act independently to determine methods and procedures on new assignments + Provide resolutions to an adverse range of complex problems + Give recommendations and feedback to improve the administrative process + Support, communicate, reinforce, and defend the mission, values and culture of the organization **Qualifications** + 10+ years Associate's degree or equivalent combination of education and experience in Business Administration or related field _The salary range for this position is ($36.52/hour-$52.22). This range reflects the good faith estimate of pay the employer is willing to offer at the time of posting. Several factors can influence the pay scale, including but not limited to: Federal contract labor categories and contract wage rates, collective bargaining agreements, geographic location, business considerations, scope, and responsibilities of the position, local or other applicable market conditions, and internal equity. Other factors include the candidate's qualifications such as prior work experience, specific skills and competencies, education/training, and certifications. In addition to base pay, employees may be eligible for: annual performance-based bonuses, equity awards, and overtime pay (for non-exempt employees as applicable. Our benefits package includes comprehensive health insurance (medical, dental, vision), employer matching 401(k) retirement plan, paid time off including vacation, holidays, and sick leave (including ant state-mandated paid sick leave), parental leave benefits, tuition reimbursement, professional development support, and life and disability insurance coverage._ _Taking care of our people is a top priority at Leonardo DRS. We are proud to offer competitive salaries and comprehensive benefits, including medical, dental, and vision coverage, a company contribution to a health savings account, telemedicine, life and disability insurance, legal insurance, and a 401(k) savings plan. We champion wellness programs that focus on physical, emotional, and financial well-being. We develop our talent by offering programs and activities to support career-growth, professional development, and skill enhancement. And we understand there is more to life than work, and the importance of offering flexible work schedules with our 9/80 program, competitive vacation, health/emergency leave, paid parental leave, and community service hours._ _*Some employees are eligible for limited benefits only_ _Leonardo DRS, Inc. and its subsidiaries provide equal opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, or any other characteristic protected by federal, state, or local laws._

Under the general direction of the Vice President for Student Affairs and supervision of the Vice President for Student Affairs the Executive Assistant provides high-level, executive administrative support to the Vice President for Student Affairs/VPSA. Independently exercising considerable latitude in determining and achieving own work priorities, this position plays a critical role in the work of the Vice President for Student Affairs to ensure smooth day-to-day operations. Uses a broad, interactive perspective and exceptional critical-thinking skills to handle a wide range of special projects for the Vice President/VPSA associated with providing highly visible, sensitive, and confidential information to senior-level executives. Uses advanced communication and listening skills to perform work that requires access to a variety of sources of information, including that information which directly relates to official collective bargaining negotiations or management strategies, executive personnel matters, and investigations. Analyzes and updates division procedures for improvement to maximize efficiency. Assesses situations to predict potential concerns, acts proactively to mitigate problems, and provides creative solutions. Performs complex work assignments to support strategic objectives of the Office of the Vice President for Student Affairs and the Student Affairs division. Position Summary Executive Assistant (Confidential Administrative Support II) This is a full-time, exempt position, which will lead toward permanent status following the successful completion of a probationary period. For a complete list of responsibilities and required qualifications, please review the position description linked at the top of the page. Pay, Benefits, and Work Schedule Anticipated Hiring Salary Range: $4,687 - 6,500 per month CSU Classification Salary Range: $4,687 - 11,223 per month Salary is commensurate with the background and experience of the individual selected. This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 15 paid holidays are offered each year; 14 scheduled on specific days and a Personal Holiday that may be taken any time during the year. A comprehensive benefits summary for this position is available online by visiting our Benefits Portal. The CSU Total Compensation Calculator demonstrates the significance of the benefits package. This position is required to work in person on campus. California State University San Marcos A mid-size university located in San Diego's vibrant North County, we are dedicated to service, innovation, leadership and student success. We have an attentive faculty and state-of-the-art facilities which offer our students hundreds of opportunities to learn, lead, play and serve. California State University San Marcos is a new kind of university, pushing the boundaries of innovation to prepare tomorrow's leaders, build stronger communities and solve pressing issues. Cutting-edge research meets hands-on application at our campus and in the real world. Application Process This position is open until filled. Please apply via this link: Click Here For assurance of full consideration, please submit application, cover letter and resume by 11:59pm on November 16, 2025. Applicants who require an accommodation during the application or testing process due to a disability recognized under the Americans with Disabilities Act (ADA)/CA Fair Employment and Housing Act (FEHA) should notify the Office of Human Resources at ************** or e-mail: ************. Supplemental Information Following a conditional offer of employment, satisfactory completion of a background check (including criminal records check) is required prior to beginning employment. Any offer of employment rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position. California State University San Marcos is an Equal Opportunity Employer. We consider qualified applicants for employment without regard to age, physical or mental disability, gender or sex, genetic information, gender identity, gender expression, marital status, medical condition, nationality, race or ethnicity, religion or religious creed, sexual orientation, and veteran or military status. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act or Clery Act Notification can be found at *********************************************** Pursuant to the CSU Out-of-State Employment Policy, as of January 1, 2022, the California State University is prohibited from hiring employees to perform CSU-related work outside the state of California. California State University San Marcos is not a sponsoring agent for staff or management positions (i.e. H1-B visas). Advertised: Oct 22 2025 Pacific Daylight Time Applications close:

Primary Purpose Provides administrative support directly to executives (excluding CEO), exercising confidentiality, tact and diplomacy. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries. Receives, screens and directs incoming calls, visitors, mail and email. Maintains files, records, calendars and diaries; typically arranges business travel, coordinates meeting arrangements and tracks expenses. Participates in the development and implementation of secretarial standards, policies and practices for the organization. Duties and Responsibilities Provides high-level administrative and strategic support including managing schedules, coordinating meetings, and handling correspondence to ensure efficient use of executive time and resources; may support one or more executives. Facilitates communication between executive(s) and stakeholders, including scheduling meetings, preparing agendas and materials, and coordinating follow-up actions. Drafts and edits executive-level communications, presentations, and reports ensuring accuracy, clarity, and alignment with company messaging and priorities. Coordinates special projects and initiatives on behalf of executive(s), liaising with internal and external stakeholders, tracking project milestones, and providing regular updates on progress and outcomes. Assists executive(s) in strategic planning activities, including research, data analysis, and preparation of documents such as business plans, annual reports, and presentations for internal and external audiences. Supports executive(s) in financial management activities, including monitoring budgets, preparing financial reports, and coordinating with finance and accounting teams to ensure accurate and timely financial information. Performs other duties as assigned.

Job Description The Executive Assistant, reporting to the Human Resources Manager, is responsible for providing comprehensive support to our President and Chief Operating Officer. You will also manage all daily administrative, property, and office management tasks enabling the executive Team to focus on strategic growth and external relations. You will be responsible for managing the President's calendar and email, and acting as a vital liaison between the President and our Chief Operating Officer. Your support will be crucial in the combined oversight of our team of nearly 100 employees. This position is an onsite position and the schedule is from 7:30 AM to 4:30 PM. Key Responsibilities: Executive Support & Management: Proactively manage the President's calendar, prioritize emails, and handle communication to ensure they stay focused on high-level business activities. Property & Office Management Assistance: Oversee building maintenance, manage office supplies and facilities, organize common spaces, and ensure smooth day-to-day operations for both the office and building. Administrative Oversight: Complete various administrative duties, including document management, travel arrangements, expense tracking, and meeting preparation. Liaison Role: Serve as a bridge between the President, COO, and staff, ensuring smooth communication and follow-up on key projects and initiatives across departments. Strategic Support: Keep the President on track, providing reminders and preparing them for meetings or events. Act as a sounding board, providing critical feedback and helping them prioritize key tasks. Decision-Making Support: Aid in daily decision-making by presenting well-organized summaries and actionable insights for the President. Requirements 3+ years as an executive or personal assistant to high-level executives. Experience in office management a plus. Superior ability to organize, prioritize, and multi-task in a fast-paced environment. Excellent verbal and written communication; a polished, professional demeanor. Proven ability to handle confidential information with integrity and discretion. Ability to think on your feet, handle unexpected challenges, and find creative solutions independently. Proficiency with Google Workspace, calendar and email management software, and other relevant administrative tools. Benefits Medical, Dental, and Vision Insurance 401(k) with company match Generous PTO and paid holidays Professional development opportunities Employee assistance program Company-sponsored events and activities Hybrid Work Environment Pay Range: $55,000-65,000/year

Description and Essential Functions The Senior Administrative Secretary performs a variety of highly responsible administrative and secretarial duties in support of executive staff; performs a variety of highly responsible and complex clerical, secretarial and administrative duties for a department; and may supervise secretarial and/or clerical staff and direct the work of interns. This is the advanced journey level class in the Administrative Secretary series. Positions at this level are distinguished from other classes by the analytical nature of a majority of the work performed as well as providing secretarial support to an executive and/or a department with a significant level of City Council activity. Individuals in this position must keep multiple tasks on schedule, use tact and judgment, and preserve confidentiality of sensitive information. The current vacancy is in the Office of the City Clerk; however, the eligibility list established from this recruitment may be used to fill additional vacancies as they occur. Essential Functions Functions may include, but are not limited to, the following: research, compile and analyze background data; perform routine and special administrative projects for management personnel; prepare independent draft reports and documentation; coordinate calendars; maintain hard copy and electronic records and files regarding department administrative activities; perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for executive staff and other management personnel including providing routine analytical support; coordinate the department-wide City Council and/or Commission/Task Force agenda process; review staff reports for quality and completeness; ensure related attachments and exhibits are included; coordinate agenda process with City Clerk's office; assist in developing staff reports for submittal to the City Manager or City Council including preparing reports, assembling background materials, and composing first drafts; participate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and control expenditures. Interpret and explain City and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate; assist in developing department policies and procedures in order to meet department objectives; independently respond to letters and general correspondence not requiring the attention of executive and/or management personnel; recommend and assist in the implementation of goals and objectives; establish schedules and methods for office operations; implement office policies and procedures. Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities; review and summarize miscellaneous reports and documents; prepare background documents as necessary; research and analyze routine administrative projects for executive and/or management staff or the City Council; prepare first draft reports on routine administrative matters; receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attentio; provide follow up to assignments given to management and/or operations staff by executive and/or management staff; provide status reports to executive and/or management staff; receive telephone calls including complaints, and provide assistance to callers using judgment as to calls requiring priority attention; coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences; provide secretarial/clerical support for assigned task forces, commissions, and boards; may supervise assigned staff; plan, prioritize, assign, and review the work of staff involved in providing administrative support; conduct employee evaluations; may participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; recommend disciplinary action and implement discipline procedures as directed; may order and purchase supplies for administrative operations; perform accounting functions related to ordering supplies, equipment and services; may maintain time card and payroll records; maintain personnel files and records for management personnel including employee evaluations and disciplinary actions; assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned. Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service; perform related duties as assigned. Minimum Qualifications Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Five years of increasingly responsible administrative and secretarial experience, including two years of office management and/or supervisory experience AND equivalent to the completion of the twelfth grade preferably supplemented by course work in secretarial, business, accounting or a related field. Required Typing Certificate:A valid typing certificate demonstrating a minimum speed of 55 net words per minute dated within 12 months of your application is required and must be attached to the employment application. Please note: Online and/or self-administered typing certificates, and typing certificates that do not show net words per minute and the error rate are not qualifying. For additional information regarding the City of Chula Vista's requirements and a list of local agencies applicants can obtain their typing certificate, please click here. Desirable Qualifications:Bilingual skills at the business conversational level are desirable. Knowledge, Skills and Abilities / Physical Demands and Working Conditions Knowledge, Skills and Abilities Knowledge of: Principles and practices of routine analytical research. Principles and practices of office management. Principles and practices of supervision and performance assessment. English usage, spelling, grammar, and punctuation. Modern office methods, procedures, computer equipment, and computer software. Pertinent City functions, policies, rules and regulations. Principles and methods of business letter and report writing. Principles and practices of bookkeeping. Ability to: Prepare draft reports requiring analytical skill. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned administrative responsibilities. Intermittently review documents related to department operations; perform data entry and basic searches in various databases and information management computer applications; create and run reports as directed in these programs; observe, identify, and problem solve office systems and procedures; understand, interpret and explain department policies and procedures; explain and problem solve office issues for the public and with staff. Plan, organize and schedule priorities in the office. Compose general correspondence and letters. Interpret and apply administrative and departmental policies, laws, and rules. Preserve confidentiality of sensitive material routinely encountered as part of work assignments. Develop and recommend policies and procedures related to assigned office operations. Supervise, train and evaluate assigned staff. Operate and use modern office equipment including personal computers and related software. Analyze situations carefully, recommend solutions, adopt effective courses of action. Compile and maintain complex and extensive records and prepare reports. Take notes and write summaries of meetings. Type at a speed of 55 Net Words Per Minute. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Work with various cultural and ethnic groups in a tactful and effective manner. Physical Demands and Working Conditions On a continuous basis, sit at desk for long periods of time. Intermittently, twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; lift up to 10 pounds. Additional Information Recruitment No. 26018501 To be considered, applicants must submit a City Application by closing date and time listed.Candidates whose applications indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via e-mail. Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. The examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility list established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.

Under general supervision of the Area Director, or designee, performs a wide variety of routine to moderately difficult clerical support functions, including greeting visitors in person and by telephone, data entry and records management duties; types a variety of correspondence, documents, reports and other materials requiring skilled word processing; and performs related duties as assigned. EMPLOYMENT REQUIREMENTS: Desired Minimum Qualifications: Knowledge of: Office administration practices and procedures; Correct English usage, including spelling, grammar and punctuation; NHA and section rules, policies and procedures applicable to assigned areas of work; Recordkeeping and filing practices and procedures; Word processing, spreadsheet and other standard business software; Records management practices and procedures; Ability to: Operate a computer terminal and/or computer using word processing, spreadsheet, database and other standard business software; Operate standard office equipment; Type accurately at a speed necessary to meet the requirements of the position; Organize, set priorities and exercise sound independent judgment within areas of responsibility; Organize and maintain office and specialized files; Communicate clearly and effectively orally and in writing; Understand and follow written and oral instructions; Prepare clear, accurate and concise records and reports; Use tact, discretion and courtesy in dealing with officials, the public and others encountered in the course of the work; Establish and maintain effective working relationships with NHA managers, employees and others encountered in the course of work; Some positions require the ability to perform high-volume data entry accurately and at a speed to meet established production standards. QUALIFICATIONS: Training & Experience: A typical way of obtaining the knowledge, skills and abilities outlined above is: Graduation from high school or G.E.D. equivalent and three (3) years' office clerical or secretarial experience; or an equivalent combination of training and experience; type at a minimum of 40 words per minutes; experience may also be obtained through vocational training such as ROP, etc. SPECIAL REQUIREMENTS, LICENSES & CERTIFICATES: Must have a valid California driver's license. Certification in pediatric first aid and CPR must be met within 90 days of employment. Must meet and maintain state law and county licensing requirements regarding employment in a childcare center (fingerprints, TB, physical, immunizations). EXAMPLES OF MAJOR FUNCTIONS: Examples of Essential Duties: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Types, formats, edits, revises, proofreads and prints notices, reports, correspondence, memoranda, transmittal sheets, statistical charts and other documents; Types from rough notes, drafts and brief oral instructions; Composes routine correspondence; Edits and revises materials on diskette; Creates and maintains databases of records, lists and projects; Creates standard statistical spreadsheets; Designs and revises routine to moderately difficult forms, charts and graphs; Operates a computer and performs word processing and / or data entry in accordance with standard procedures and computer software requirements; Verifies the accuracy of materials produced and / or input data; Generates reports and documents; Operates a variety of standard office equipment; Provides secretarial and general office support services for managers, supervisors and staff; Schedules meetings and makes meeting arrangements; Prepares and distributes agendas and minutes; Collects data, compiles required information and types standard agreements and contracts for approval, signature and execution; Maintains a variety of standard office and specialized records and files; Prepares manuals, computer logs, and files; Summarizes information and prepares routine reports; Picks up and distributes incoming mail; Opens, logs and routes incoming office mail and stuffs, sorts and prepares outgoing mail; also mails requested materials and documents; Retrieves, delivers and sends faxes; Acts as receptionist for an assigned unit or office, and answers, screens and refers telephone calls, takes telephone messages; Assists clients and others in person and/or by telephone; Responds to questions and complaints in a professional manner; Copies, compiles and distributes documents and materials; Sorts, codes, cross-references, duplicate and file a wide variety of records and documents; Pulls files upon request and makes new file folders; Retrieves, duplicates and distributes copies of records; Creates and maintains chronological files; Maintains up-to-date file listings, indexes and cross-references; Monitors and maintains inventories of standard office supplies and materials; Types purchase requisitions and check requests; Operates a variety of standard office equipment; Performs miscellaneous clerical and secretarial tasks; Troubleshoots and performs minor maintenance on duplicating equipment and other office machines; Submits requisitions for duplicating equipment supplies, repairs and services; All other duties as assigned.

Whittier Trust is the oldest privately owned multi-family office headquartered on the West Coast, providing exceptional client service and highly customized investment solutions for high-net-worth individuals and their families. Our dedicated professionals work with clients and their families to deliver a broad array of services including investment management, fiduciary, philanthropic, and family office. Our founding family's century-long history of entrepreneurship continues to guide our activities for clients today. Entrusted with private family assets, our teams employ a consulting approach to tailor solutions for complex family situations. Whittier Trust attracts professionals who have a desire to grow while building their skills in the service to our clients. Our organization is flat, nimble, and uniquely attuned to the needs and desires of both today's entrepreneurs as well as legacy family members who may be several generations removed from the wealth creators. Our corporate culture is one of client-focus, collaboration, performance and accountability, family orientation and long-term career satisfaction. Employee turnover is low because of a high level of engagement and career fulfillment. The position offers a competitive compensation package including base salary, performance bonus, equity consideration, excellent medical, and retirement plans. PRIMARY RESPONSIBILITIES Direct the Trust Operations Department regarding daily account transactions such as wire and cash transfers, ACH disbursements, bill paying, fund redemptions and purchases, and the opening and closing of accounts. Monitor transactions for completion and accuracy. Coordinate investment transactions with the Investment Department including but not limited to monitoring cash balances on a daily basis for purchases, transferring sales proceeds to money market accounts and following up on client's requests for purchases, sales, or gifting. Coordinate the transfer of incoming assets to new or existing accounts, as well as the transfer of outgoing assets for terminating accounts. Prepare correspondence, Excel spreadsheets (i.e., miscellaneous reports for client budget worksheets, income projections, and gifting schedules), assist with the production of PowerPoint presentations, mass mailings, and marketing materials. Calculate unitrust, total return, and other payments to trust beneficiaries. Coordinate tax-related payment information with the Tax Department and client-directed outside professionals. Provide information to Client Advisors for annual account reviews. Organize with Client Advisors to maintain client, beneficiary, and advisor information in client files and account records on database management and trust accounting systems. Perform special projects and additional tasks as assigned. Back-up support for the front desk/reception as needed. DESIRED EDUCATION Bachelor's degree preferred CTFA or CFP preferred by not required DESIRED EXPERIENCE Understanding of trust accounting and/or estate planning concepts is preferred but not essential Superior skills and experience with Microsoft Office, especially Word, Excel, and PowerPoint. Excellent written and oral communication skills. Superior organizational skills with the ability to multi-task and to manage and prioritize multiple projects and competing deadlines. General office administration and clerical experience. Excellent attention to detail with the ability to exercise independent judgment. Aptitude to understand and perform basic mathematical calculations such as fee calculations, and other percentage-based calculations. Ability to learn new processes and programs and desire to grow with the company. PERSONAL CHARACTERISTICS Strong people skills Client service focus Effective verbal and written communication skills High integrity with a diligent work ethic Team/people-oriented Highly organized with good time management skills Meticulous attention to detail Valid driver's license and the ability to travel by airplane. COMPENSATION Base salary range $60,000 - $75,000 annually Salary may vary depending on job-related factors including, but not limited to, skills and experience. Full-time employees may be eligible for a comprehensive benefits package that includes: medical, dental and vision coverage, 401(k), life insurance, paid time off and a Wellness Program. Annual bonus, incentive pay and/or equity may also apply depending upon the role.

Please note that this position is based in San Diego, CA. Acadia's hybrid model requires this role to work in our office three days per week on average. The Senior Administrative Assistant, Commercial Business Operations (COBO) is a highly trusted, proactive partner providing advanced administrative and operational support to senior leaders and their teams. This role serves as a key liaison to the Vice President of COBO, anticipating needs, managing complex priorities, and ensuring the seamless execution of day-to-day operations, special initiatives, and leadership communications. Operating with a high degree of autonomy, discretion, and sound judgment, this individual manages confidential information, drives cross-functional coordination, and supports critical business processes including content development, vendor and contract management, and financial tracking. The role plays an integral part in enabling a high-performing, organized, and efficient COBO organization by supporting leadership planning, budgeting, and execution across multiple verticals. The ideal candidate is detail-oriented, highly organized, and thrives in a fast-paced, matrixed environment. They bring strong executive presence, exceptional communication skills, and the ability to independently manage diverse projects while fostering strong relationships across Commercial, Finance, and cross-functional teams. Primary Responsibilities * Oversee the smooth functioning of the COBO office and cultivate a professional, welcoming, and high-performing environment * Manages administrative support for assigned leaders and/or client groups. May back up administrative colleagues during surge activities or absences. * Manages process to identify objectives, content development w/ leaders, and assembling organizational monthly meeting slides. * Handles business/company and personnel details of a confidential and sensitive nature. * Draft, edit, and manage high-level communications, presentations, and reports on behalf of the VP of COBO. * Manages commercial vendor/agency contracts including initiation of contracts, tracking, invoicing, and continual communication with internal owners. * Lead the development and tracking of COBO budgeting across three verticals by partnering with finance to communicate and track monthly accruals to our quarterly/annual operating plan. * Manages organization wide plan, progress tracker, and facilitate follow up/communications to ensure the leadership team is advancing towards annual goals. * Coordinates logistics for on/off-site meetings and conferences, including high-priority meetings and other key organizational events. * Manages travel arrangements for assigned leaders, including domestic and international travel. * Coordinates and manages calendars for assigned leaders. * Reconciles and manages expense reports through Concur/corporate credit cards for leaders. * Prepares scope of work, contracts, purchase order, master service agreements and other department-related documents. Collaborates with appropriate colleagues and departments to ensure work is accurately completed. * Support interdepartmental and/or cross-functional projects and collaborate with other administrative staff to share best practices and coordinate initiatives. * Performs administration responsibilities and other assignments as directed. Education/Experience/Skills High school diploma; college degree preferred. Targeting 4 years' related administrative experience supporting senior leadership within the pharmaceutical or biotech industry. An equivalent combination of relevant education and coordinator experience may be considered. Key Skills: * Experience working with senior-level leaders within and outside the company. * Experience with administrative support and execution of leadership presentations. * Ability to independently think through a project or task of diverse complexity and execute, with little to no guidance. * Excellent professional ethics, integrity and the ability to maintain confidentiality of subjects that require restriction of communication beyond identified parties. * Must be able to independently manage schedules, coordinate multiple projects, priorities, and resources in a fast-paced environment. * Strong interpersonal skills, including tact, diplomacy, and judgment. * Highly skilled and proficient with all MS Suites programs, including Outlook, Word, Excel, and PowerPoint. * Strong organizational skills with comprehensive follow-through and a high-level of attention to detail. * Ability to work independently and/or as a team. * Ability to collaborate information and ideas within and outside the department. * Ability to work accurately, under pressure, and follow instructions. * Able to put forth own ideas and gain understanding from others, and provide recommendations in a clear and concise manner. * Knowledge of pharmaceutical terminology helpful. * Ability to travel as needed, on occasions. Physical Requirements This role involves regular standing, walking, sitting, and the use of hands for handling or operating equipment. The employee may also need to reach, climb, balance, stoop, kneel, crouch, and maintain visual, verbal, and auditory communication in a standard office environment and while working independently from remote locations. The employee must occasionally lift and/or move up to twenty pounds. This position requires the ability to travel independently overnight and/or work after hours as required by travel schedules or business needs. #LI-HYBRID #LI-SW1

Hours: Shift Start Time: 8 AM Shift End Time: 5 PM AWS Hours Requirement: 8/40 - 8 Hour Shift Additional Shift Information: Weekend Requirements: No Weekends On-Call Required: No Hourly Pay Range (Minimum - Midpoint - Maximum): $39.690 - $51.220 - $57.370 The stated pay scale reflects the range that Sharp reasonably expects to pay for this position. The actual pay rate and pay grade for this position will be dependent on a variety of factors, including an applicant's years of experience, unique skills and abilities, education, alignment with similar internal candidates, marketplace factors, other requirements for the position, and employer business practices. Please Note: As part of our recruitment process, you may receive communication from Dawn, our virtual recruiting assistant. Dawn helps coordinate scheduling for screening calls and interviews to ensure a smooth and timely experience. Rest assured, all candidate evaluations and hiring decisions are made by our recruitment and hiring teams. What You Will Do The Contracts Associate assists with the operations, negotiations and analyses of contracts, capitations and ongoing relationships with providers. Oversees the administration and production of provider contracts by negotiating Letters of Agreement with non-contracted providers; auditing IDX claims system to verify appropriate and correct reimbursement; liaison with claims support department on new contracts and contract changes. Participates in SCMG strategy and support through contract and claims data analysis. Responsible for operational support system response to contract informational needs and monitor physician issues regarding contracting priorities. Required Qualifications * 4 Years experience in Managed Care contracting. * Experience in a health related or contract negotiation environment. * Experience in maintaining positive working relationships with Physician and Provider representatives. * Must have experience with analyzing, interpreting data, and preparing reports. Other Qualification Requirements * Associate's degree in Accounting, Finance, Business Administration, Health Care Administration; experience may substitute for education. - Required Essential Functions * Contract administration Responsible for requesting, preparing and analyzing data necessary for contract negotiations. Develop reports necessary to determine contract performance compared to budget and established standards. Conducts and participates in the successful completion of assigned contract negotiations as they relate to SCMG contracts. Assist in the development and maintenance of communication links throughout the system to identify reimbursement issues and participation in the development of action items for resolution. In addition, communicate current contract information. Assures contract information is communicated and coordinated to appropriate internal departments and audit is performed to ensure accurate contract claim/encounter pricing and other reimbursement terms. Work in conjunction with system representatives in the implementation of the IDX Contract Adjudication system. Assists with other duties as assigned, to be completed in an agreed upon format in an agreed upon time frame. Demonstrates teamwork by participating in achieving department goals. Shows willingness to help out with any task to ensure the success of the department. Works in a spirit of cooperation with all Sharp employees. * Quality and customer service Provide operational support to internal and external customers. Assist in project coordination with SCMG departments: Claims, Utilization Management, Provider Services, and Pharmacy Benefits Department. Maintains service orientation to representatives of SCMG through consistent assessment of needs and timely response to requests. Develops and maintains relationships with Physician and Provider contract representatives in support of the SCMG Mission, Values, and Philosophy and ensure timely response to contractual issues and contract compliance problems. Collaborates with other entities/departments to resolve identified issues with demonstrated improvement in operational flow. Demonstrates resolution of operational issues with targeted outcomes as negotiated with the Director. * Regulatory compliance Maintains work place in safe condition. Assure appropriate chair height, keyboard and screen placement, securing electrical wiring, observing departmental safety policies and procedures. Reports safety hazards within 1-3 days from time problem first identified. Knowledge, Skills, and Abilities * Knowledge of Managed Care and Managed Care Contracts, experience in PC computer utilization for word processing and Excel spreadsheet analysis, and managerial skills is required. * Working knowledge of Managed Care capitation, RBPVS/CPT/ICD-10 coding. Sharp HealthCare is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability or any other protected class

Join a Nationwide and Multi-Regional Top Workplace of 2025! Erickson-Hall Construction Co. is an Employee-Owned Company! Our foundation is built around construction done right by people who care, in partnership with people we care about!Please note that this position is based out of San Diego, CA. As an Administrative Assistant at Erickson-Hall Construction Co. you will grow your skills, knowledge, and learn best practices from an industry innovator. To be successful in this position you will need to be open to learning, disciplined and systems-driven, detail-oriented, comfortable working independently and have a genuine interest in helping team members with a positive and pro-active attitude. Duties: Administrative support on active construction site to the site-based project team Work with Superintendent, Project Manager, Project Engineer, Construction Manager, and team to understand the scope of work, schedule, project instructions, and responsibilities Data entry: Daily reports, RFI and Submittal Logs Track DSA inspection logs, Skilled & Trained workforce, and contractors insurance Maintain job site-specific SDS and postings Ability to take meeting minutes Maintain the physical and electronic filing system for each job adhering to company standards Follow up with responsible parties to obtain/coordinate project information Requirements: Excellent attention to details and facility with numbers Ability to prioritize and multi-task, in a busy office environment Ability to work under minimum supervision & resolve issues independently based on project/company standards and verification of facts prior to releasing documents to client or outside agencies Self-starter with strong multi-tasking and follow-up skills Identifies and resolves problems in a timely manner Good judgment, logic, and ability to learn new things quickly Responds to requests for service and assistance Superb organizational skills and desire to get it right Must have good communication, teamwork, and organizational skills Proficient knowledge of Microsoft Office Suite. Oracle Primavera Contract Manager, Oracle Submittal Exchange, Bluebeam, and/or construction knowledge a plus. Typing of at least 50 wpm with emphasis on accuracy A valid driver's license and acceptable driving history is required Must possess a high school diploma or GED Benefits: Employee Stock Ownership Plan (ESOP) Profit-Sharing 100% employer-paid Health/Dentalpremiumsfor team members Generous Vacation and Sick Time off Nine(9) Paid Holidays - Including your Birthday! 100% employer-paid Life, AD&D, and Long Term Disability insurance Retirement plans with company contribution Subsidizedtuition on Child Care Health/Dependent care FSA's Making a difference in the communities you serve Acknowledgments Erickson-Hall Construction Co. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to any of the following, whether actual or perceived or based upon identification or association: race, color, religious creed, national origin, ancestry, age, medical condition, pregnancy or childbirth (and related medical conditions), physical or mental disability, genetic information, sex, gender (including gender identity and gender expression), sexual orientation, marital status, registered domestic partner status, military status, veteran status, political activity or affiliation or any other basis protected by law.

A leading financial software company is seeking an Executive Assistant Business Partner in San Diego, responsible for supporting senior executives in the Talent Acquisition function. The ideal candidate will have over 8 years of strategic administrative experience and excel at managing complex schedules, communications, and team events. Key skills include strong organizational abilities and technical proficiency in MS Suite. A competitive compensation package is offered, including potential bonuses and benefits. #J-18808-Ljbffr