Senior administrative assistant jobs in Oceanside, CA - 465 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.

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.

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

We are hiring for a great client in Irvine, CA, seeking a highly skilled and detail-oriented Administrative Assistant to support their busy legal and administrative operations. This is a temp-to-hire opportunity offering a hybrid schedule (minimum of two days onsite per week-with flexibility to work additional days in the office as needed). This role provides a unique opportunity to blend legal support and high-level administrative functions, working closely with the leadership team and internal legal staff. The ideal candidate will have prior experience in an administrative assistant capacity, demonstrate exceptional organization and communication skills, and possess the ability to anticipate needs and operate independently. Key Responsibilities Assist with reviewing, tracking, and updating legal contracts, subrogation files, and compliance documentation. Maintain legal filing systems and ensure all records are organized and current. Support compliance and subrogation activities under the guidance of the legal team. Draft and edit correspondence, reports, and other legal documents as needed. Coordinate and schedule meetings for leadership, including booking conference rooms, preparing materials, and taking detailed meeting minutes. Serve as the primary point person for scheduling and meeting coordination, ensuring all logistics run smoothly. Prepare follow-up summaries, distribute action items, and track progress on deliverables. Manage calendars, organize department activities, and assist with correspondence to internal and external stakeholders. Handle general office administrative functions such as supply ordering, filing, and document organization. Provide reminders and proactive support to help keep leadership on track with priorities and deadlines. Qualifications 2-3 years of experience as an Administrative Professional. Strong administrative and organizational skills, with the ability to manage multiple priorities in a fast-paced environment. Excellent written and verbal communication skills; able to draft professional correspondence and summarize complex information. Highly detail-oriented, proactive, and able to work independently with minimal supervision. Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint); experience with Monday.com a plus. Bachelor's degree preferred. Must demonstrate professionalism, critical thinking, and the ability to maintain confidentiality.

Job title: Admin Office Assistant Pay ranges: $21.00 to $23.00/hr Job Type: 1-Year Contract (Possibility to extend up to 24-Month Contract) Working Hours: 9:00AM to 5:30PM (8-hour shift) Responsibilities: ・Maintain a clean, organized, and professional office environment including tidy up lobby, conference rooms and dining areas as needed. ・Greet employees and visitors. ・Answer and direct phone calls promptly and professionally. ・Receive and distribute mail and packages and support outgoing mail and shipping packages. ・Support employee general requests on office admin ticketing system. ・Greet new hires for onboarding/and assist HR with offboarding as needed. ・Conduct inventory, order and replenish office supplies, office snacks/drinks as needed. ・Assist in planning and coordinating company events and meetings. ・Assist with menu selection for office catered lunches and onsite cater coordination. ・Other office admin responsibilities as assigned. Qualifications ・2+ years Admin Office Assistant Experience ・Excellent customer service skills. ・Professional appearance and demeanor. ・Ability to work independently and collaboratively. ・Proficiency in Microsoft Office365 (Excel, Word, Outlook) ・High School Diploma/Community College

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:

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

Job Description The Law Office of Susan A. Katzen, a boutique Trusts, Estates, and Special Needs Planning firm in Newport Beach, is seeking a Senior Executive Assistant & Operations Systems Lead to support our Managing Attorney and leadership team. This role is ideal for a seasoned Executive Assistant who loves owning a busy calendar, building systems and workflows, and being the calm, organized center of a professional team. You'll provide high-level executive support and help implement and maintain firm-wide systems (especially Asana) that keep our practice running smoothly. If you want your work to directly support families and caregivers and you enjoy both executive support and operations, we'd love to hear from you. Compensation: $85,000 - $105,000 yearly base salary DOE plus bonus Responsibilities: Manage and protect the Managing Attorney's calendar, schedule, and priorities Coordinate internal and external meetings, calls, and events Anticipate needs and ensure the Managing Attorney is prepared for meetings and deadlines Assist with email triage, follow-ups, and reminders to keep projects moving Help implement and maintain Asana as the firm's task and project management tool Build and refine workflows, checklists, and processes for the firm Track deadlines, follow-ups, and recurring tasks so nothing falls through the cracks Serve as a central point of contact between the Managing Attorney and team members Coordinate staff meetings, agendas, and follow-up action items Support client-facing logistics such as scheduling, confirmations, and follow-ups Assist with the preparation of client meeting materials and basic document organization Help with occasional firm events, workshops, or webinars (planning and logistics) Support light HR/operations tasks, such as onboarding checklists and vendor coordination Qualifications: Required: 5+ years of experience as an Executive Assistant supporting a C-level executive, Managing Partner, or senior professional (law, finance, consulting, or similar) Proven experience managing a busy, dynamic calendar and protecting an executive's time Strong organizational skills and attention to detail Excellent written and verbal communication skills High level of professionalism, discretion, and judgment Tech-savvy and comfortable learning new software and tools Ability to work on-site in Newport Beach with some hybrid flexibility after onboarding Proactive, resourceful, and able to work independently with minimal supervision Preferred/Nice to Have (Not Required): Experience in a law firm or professional services environment Experience with Asana or similar project management tools Familiarity with tools such as Lawmatics, Actionstep, Egnyte, or similar systems Experience helping implement or improve workflows and processes We don't expect you to check every single box. If you have strong EA experience, are tech-savvy, and enjoy building systems that help teams work better, we encourage you to apply About Company The Law Office of Susan A. Katzen is a Newport Beach law firm focused on estate planning, special needs planning, and settlement planning. For over 45 years, we've helped families protect what matters most with compassion, clarity, and deep expertise. We offer competitive benefits: We offer competitive benefits: Medical, dental, and vision insurance with employer contribution 401(k) with employer match Paid time off and paid holidays Paid parking in Newport Beach Professional development and training opportunities A stable, mission-driven environment serving families, individuals, and caregivers If you want your work to support a mission that truly matters and enjoy being a trusted partner to a CEO, this role offers both challenge and meaning.

**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._

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 Qualcomm Corporate R&D division is looking for an experienced Assistant to VP who can join a rapidly growing and dynamic organization. Qualcomm Corp R&D was team was at the core of Qualcomms innovations in 3G, 4G and 5G. Today, those innovations continue, with a primary focus shifting to AI which some describe as the 21st century version of electricity it will become so important to us, we cant live without it. Corp R&D has responsibility to delivery AI software solutions across our entire chip portfolio from the smallest IoT device to the largest cloud device. We complement that with leading edge, award winning fundamental research in AI, and advanced compiler and optimization techniques. In this role you will work with key leaders in Corp R&D and their direct reports to enable them to be more efficient and effective in their roles. Tasks will range from daily calendar management to travel arrangements and expenses, coordination of group events, seminars and the like. PRINCIPAL DUTIES AND RESPONSIBILITIES: Provides complex assistance and support to a VP of Engineering and other dept VPs and Sr. Directors Acts as an information source for departmental/company policies and procedures Compiles information from various sources and prepares complex correspondences, reports, spreadsheets, and presentations with the appropriate syntax and grammar. Manages advanced calendar needs for multiple directors and above, including making calendar decisions on their behalf to effectively prioritize their time and resources. Expertly completes various office tasks (e.g., iProc creation, using a Pcard, maintaining office files, supplies, and equipment, submitting expense reports and checking requests, arranging for shipping, maintaining vendor tracking and support, etc.). Coordinates advanced domestic and complex international travel (flights, hotel, rental cars, etc.) for multiple travelers and trips with multiple connections and countries. This includes advanced understanding travel visas and documentation as well as expense reconciliation. Answers, screens, routes and/or responds to internal (with exposure/requests from multiple directors and above) and external phone calls. Arranges and coordinates various complex types of meetings including luncheons, conferences, and team building events. These events may include external customers and vendors. Provides direction to other administrative employees. Recommends creative ways to improve existing methods that increase administrative efficiencies; identifies ways to translate others ideas into solutions and procedures. Minimum Qualifications * High School Diploma or Equivalent and 8+ years of Administrative Assistant experience, or Bachelor Degree and 6+ years Administrative Assistant experience * 3+ year of work experience in role requiring interaction with upper management. Comments for Suppliers: Onsite critical - open to a hybrid schedule, but must be local and available to come onsite. Goal is to convert Schedule: 8-5PST nominally, with some possibly earlier morning to support VPs in EST or later as needed to confirm meetings, etc Top three skills * strong communication skills * organized * self-starter and can work independently

Executive Assistant to Creative Director/CEO Global Art/Design Studio About Us We are an experimental art, design, and fashion studio expanding into social technology. Our practice spans fashion releases, art projects, film production, and underground music events, all pursuing an avant-garde, indie aesthetic. With operations between Orange County and East Asia (Korea, Shanghai, Tokyo), we maintain exceptionally high standards in creative execution and professional presentation. Position Overview We seek a sophisticated Executive Assistant to provide comprehensive support to our Creative Director/CEO. This role requires someone who appreciates artistic excellence and can uphold the refined standards of presentation and communication that define our international practice. The ideal candidate will seamlessly manage both professional coordination and personal logistics while maintaining absolute discretion and attention to aesthetic detail. Key Responsibilities Professional Support: Serve as primary communication interface for CEO across all channels Coordinate complex scheduling across multiple time zones and international travel Prepare detailed meeting materials and maintain meticulous project documentation Manage relationships with artists, cultural partners, collaborators, and industry contacts Provide remote administrative support during CEO's regular trips to East Asia Represent the company with appropriate sophistication at cultural events and industry functions Project Coordination: Track progress across multiple creative projects (fashion, art, film, music) Interface between CEO and internal team members Coordinate with external partners, venues, and cultural institutions Assist with event planning and execution logistics Personal Management: Manage personal calendar, appointments, and household coordination Arrange comprehensive travel itineraries for domestic and international trips Handle personal errands and home management as needed Requirements Professional Background: 5+ years executive support experience, preferably in arts, design, or cultural institutions Experience with galleries, museums, design firms, or cultural foundations strongly preferred Demonstrated ability to work in high-standards environments with attention to presentation and protocol Native English proficiency; Korean, Mandarin, or Japanese language skills advantageous Technical & Communication Skills: Exceptional written communication for drafting correspondence on CEO's behalf Experience with project management tools and creative industry workflows Strong copywriting and editing abilities Comfortable with both formal business protocols and creative industry practices Personal Qualities: Refined aesthetic sensibility appropriate to experimental fashion/art environment Highly diligent with detailed note-taking, task tracking, and follow-through Strategic thinker who anticipates challenges and develops solutions before problems arise Exceptional interpersonal skills with keen awareness of social nuances and relationship dynamics Comfortable working behind-the-scenes to support creative vision Exceptional discretion with confidential artistic and business matters Punctual and reliable with unwavering attention to deadlines Adaptable to non-traditional schedules including evenings and cultural events Calm under pressure with excellent stress management capabilities Work Environment Full-time, in-office position based in Orange County Occasional evening/weekend availability for events and international coordination Opportunity to engage with cutting-edge creative projects and international art scene Professional growth within a rapidly expanding creative and technology venture What We Offer We provide exceptional compensation commensurate with experience, comprehensive benefits, and the unique opportunity to support visionary creative work at the intersection of art, fashion, and technology. This role offers direct exposure to international markets and the contemporary art world within a fast-growing, experimental practice.

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.

The Role Supports the Director, Operations team, and Procurement team, as a liaison between facility/building/housekeeping vendors. Manages cage inventory, generating purchase orders (PO's) and ordering of supplies. Supports with Administrative duties as requested by Director, along with managing vendor invoicing, billing processes, discrepancies, and reconciling PO's. Cross trains in other departments and provides support when needed. Maintains excellent service standards to other departments within the organization. Ensures mail and general DC correspondence are responded to daily. Creates and tracks facilities inventory and may support with procurement reports as needed. We celebrate diversity--of your background, your experiences and your unique identity. We are committed to ensuring an inclusive and equitable workplace where all of our employees can Come as They Are. We believe that when we bring our different perspectives to work, we are truly Better Together. Your Impact The primary functions of this role, include but are not limited to: Supports the Director of Engineering & Facilities with administrative duties. Performs procurement duties, alongside Supplies team, to process invoices/PO's Interfaces with Operations and Fulfillment leadership. Ensures all DC-supplies requests are tracked, responded to, and fulfilled. Creates and runs ad hock reports as needed by Director. Processes Expense Reports, P-card billing for Director each month. Follows up with Floor leads on important deliveries, supplies, packages needed by Front Office team. Who You Are Ability to multi-task in a fast-paced environment Possesses a high degree of dependability, integrity, and people skills Highly motivated, a team player and motivated self-starter We'd love to hear from people with Experience working in a warehouse environment and knowledge of inventory control processes Associates Degree 2-4 years related experience. Must be able to take responsibility and ownership of their work. Ability to multi-task in a fast-paced environment. Possesses a high degree of dependability, integrity, and people skills Must be able to work with little supervision. Excellent verbal and written communication skills Ability to speak effectively in front of groups of employees. Bilingual in English and Spanish Proficient in Microsoft Applications - Outlook, Word, Excel, PowerPoint Experience working effectively in complex global organizations, satisfying the needs of diverse constituents, and often working under the pressure of competing and sometimes conflicting priorities Highly motivated, a team player and motivated self-starte Experience using a WMS (Warehouse Management System) or an Oracle WMS is a plus Must be able to use calculations such as discounts, interest, commissions, proportions, and percentages as well as know basic algebra. Knowledge of warehouse related software. What We'll Give You - Competitive Pay and Bonuses - We've created a variety of competitive compensation programs to foster career development, reward success and to show our employees just how much they're valued. Financial Planning and wellbeing - No matter what financial goals our employees have set, we want to help them get there. Our plans provide powerful ways to protect income, pay for expenses and invest in the future. Time away from work - Sometimes we need time away to be with family, focus on our health or just simply recharge. Our plans support our employees' needs to get out, get healthy and come back stronger than ever. Extras, discounts and perks - Being a valued member of the Deckers Brands team means more than just a paycheck. From generous discounts to community-based programs, we offer a variety of cool extras Growth and Development - Deckers Brands was built on the idea of pursuing passion. That's why we offer extensive opportunities and support for personal and professional development. Health and Wellness - There's nothing basic about our comprehensive health and wellness programs and offerings. While at work and at play, we aim to support a healthy lifestyle. $24.00 - $27.00 per hour The salary range posted reflects the minimum and maximum target for new hire salaries for this role in our Moreno Valley, CA distribution center. Individual pay will be determined by location and additional factors, including job related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary for your preferred location during the hiring process. Equal Employment Opportunity Diversity and inclusion are key to our success. We are proud to be an equal opportunity employer and our employees are people with different strengths, experiences and backgrounds who share a passion for our brands. We welcome qualified applicants regardless of their race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, military or veteran status, mental or physical disability, medical condition and all of the other beautiful parts of your identity.

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.

Benefits: 401(k) Bonus based on performance Competitive salary Employee discounts Free uniforms Health insurance Paid time off Profit sharing Company parties Procurement & Administrative Associate California Operations Who We Are At Oasis Luxury Smart Homes, our greatest strength is our people - the ones who mix reliability with curiosity, and professionalism with just enough personality to make the workday feel alive. We're a team that shows up ready to collaborate, to learn, and to bring high-quality technology experiences to life for our clients. We hold ourselves (and each other) accountable, celebrate growth, and operate with a joyful, solutions-based mindset. Many of our team members have been with us for years - and it shows in the upbeat, can-do energy that fills our offices and showrooms. If you're hardworking, positive, detail-oriented, and take pride in supporting a great team, you'll feel right at home here. What We're Looking For We're seeking a Purchasing, Inventory & Administrative Specialist to support purchasing, inventory management, accounting data entry, and vendor logistics for our California operations. This role keeps the operational heartbeat steady: ordering accurately, receiving cleanly, reconciling faithfully, and ensuring our systems stay organized and up to date. The ideal candidate is precise, proactive, and not afraid to track down answers. If you love tidy records, clean data, and everything in its rightful place, this is your happy place. Duties & Responsibilities Purchasing & Vendor Coordination (California) Create and manage purchase orders for California projects and warehouse stock. Confirm pricing, stock availability, and delivery timelines with approved vendors. Track order status, shipments, and delivery confirmations. Reconcile received items and vendor invoices against purchase orders, quotes, and packing lists. Partner with Finance/AP to resolve discrepancies, credits, mis-shipments, or missing invoices. Record and reconcile one-off employee credit-card purchases, coding items properly and entering them into the accounting system. Maintain organized vendor, purchasing, and transaction records for clean audit trails. Light Accounting & Administrative Support Enter purchasing, inventory, and vendor data into the accounting system with accuracy and timeliness. Assist the CFO with liight accounting tasks including: Reviewing vendor statements Preparing invoices for payment Auditing credit card transactions Organizing AP documentation and digital records Support month-end administrative tasks related to purchasing and inventory, as assigned. Maintain confidentiality and accuracy in all financial-related workflows. Warehouse Operations Receive and inspect deliveries; log items accurately in the inventory system. Keep inventory records updated; conduct periodic stock counts and resolve discrepancies. Stage equipment for projects; record all outgoing equipment promptly. Keep stock and warehouse areas organized and labeled. Track equipment movement between warehouse and job sites; ensure technician check-out procedures are followed. Process RMAs and product returns per vendor/company procedures. Communicate regularly with the Purchasing Manager, Billing, Installation, and Sales teams. Service as parts runner as needed. Administrative & On-Site Support Maintain cleanliness and organization within the office and warehouse. Handle incoming calls, take messages, and route escalations to the correct team members. Receive and distribute mail, notices, and deliveries within the office. Experience & Skills 2+ years in logistics, purchasing, inventory management, or related operations. Experience with accounting data entry or light accounts payable strongly preferred. Proficiency with purchasing, inventory, or ERP software-or demonstrated ability to learn quickly. Highly organized with strong analytical and reconciliation skills. Clear communicator and collaborative team player. Able to troubleshoot discrepancies with persistence and curiosity. Knowledge of residential home technology or low-voltage equipment is a plus. High School Diploma or GED required. Physical Requirements Ability to regularly lift 20+ lbs. Ability to bend, kneel, squat, and stand for extended periods. Perks & Benefits At Oasis Luxury Smart Homes, our success is tied to the growth and wellbeing of our people. We offer: Competitive hourly rate (DOE) Employer-covered health insurance 401(k) Bonus eligibility through a personal performance incentive plan PTO & Sick Time Deep employee discounts on the latest and greatest AV gear Compensation: $24.00 - $27.00 per hour Smart Home Integration offers a tremendous growth opportunity for a variety of skill sets including sales, technician, project management, operations and more. According to CEDIA, the global trade association for the home technology industry, the most recent 2021 Integrated Home Market Analysis reports the estimated value of the integrated home market at $20.1B. Categories experiencing the most growth include lighting, motorized shades, lighting control, and networking. Smart Home Integrators offer careers in sales, operations, marketing, project management, finance, merchandising, purchasing, technical trades, and customer service. If you're seeking to make an impact from the start of your career, spark impressive change, learn new or innovative skills, and most importantly, gain success in a field that rewards ambitious hard workers, a Smart Home Integration opportunity is for you! Benefits of working in Smart Home Integration Opportunity for Growth If you want a responsible and engaging position in a fun environment, why not choose the Smart Home Integration sector. With the proper training and career road map, you can write your own ticket! Gain In-Demand Skills As consumers focus on improving and connecting their lives at home, growth in the smart home sector is booming.

About Kinetic Kinetic is revolutionizing the automotive industry by establishing a network of automated repair centers designed for modern vehicles. Our mission is to lead as the premier infrastructure-as-a-service provider, servicing vehicles through advanced robotic repair and calibration centers powered by cutting-edge software and technology solutions. We specialize in providing precise calibration services to optimize the performance and safety of Advanced Driver Assistance Systems (ADAS). Kinetic's unwavering commitment to innovation and customer satisfaction makes us the trusted partner for OEMs, collision centers, dealerships, and service centers. About the role The Office Administrative Associate plays a critical role in ensuring smooth day-to-day office operations by providing comprehensive administrative and organizational support across the company. This position is ideal for a detail-oriented professional who thrives in a dynamic environment and takes pride in maintaining an organized, efficient, and welcoming workplace. The role supports leadership and internal teams through office coordination, scheduling, onboarding logistics, and event planning, while continuously identifying opportunities to improve office efficiency and operations. Strong communication skills and a proactive, service-oriented mindset are essential for success in this role. What you'll do ● Serve as the primary point of contact for general office operations and administrative support ● Maintain a clean, organized, and professional office environment ● Order and manage office supplies, kitchen inventory, and equipment ● Coordinate office lunches, catering, and team meals ● Manage calendars, appointments, meetings, and on-site scheduling ● Assist with onboarding logistics, including workspace setup and supply coordination ● Coordinate package delivery to departments ● Facilitate processing of USPS mail, invoices and office-related expenses ● Support leadership and teams with administrative tasks ● Assist with planning meetings, internal events, and company activities ● Communicate effectively with internal teams and external partners ● Identify opportunities to improve office efficiency and organization ● Support special projects and administrative operational needs as assigned Qualifications ● Previous experience in an administrative, office coordination, or similar role ● Strong organizational skills and attention to detail ● Excellent written and verbal communication skills ● Proficiency in Microsoft Office Suite, Google Workspace and general knowledge of web based applications ● Professional demeanor with a proactive, solution-oriented mindset ● Ability to work independently while supporting cross-functional teams ● Experience in a growing or dynamic company environment is a plus Benefits ● Competitive hourly wage ● Health, dental, and vision insurance ● Retirement savings plan (401k) with company match ● Paid vacation and holidays

A leading software company in San Diego is seeking an Executive Assistant Business Partner 2 to provide strategic administrative support for senior executives in a fast-paced environment. The ideal candidate should have over 8 years of experience, exhibit strong organizational skills, and possess superior communication abilities. Responsibilities include managing calendars, organizing events, and ensuring smooth operational execution. Competitive compensation package includes cash bonuses and equity rewards. #J-18808-Ljbffr