Assistant Jobs in California

✨ Litigation Legal Secretary | Hybrid | San Francisco ✨ We're working with a highly respected mid-sized firm in San Francisco's Financial District to find their next Litigation Legal Secretary. This role offers a hybrid schedule (2 days in-office), competitive pay, and a supportive team environment where people genuinely enjoy working. 💼 Top 3 Things They're Looking For: Court Filing Pro: Must have strong State & Federal e-filing experience Practice Area Savvy: Experience in IP or commercial litigation preferred Calendar + Case Management: Confident managing deadlines, depositions, and scheduling ✨ Bonus: Experience with notices of removal and sealed/confidential filings is a big plus! NOTE: the less movement on resume, the higher salary! 📌 Other Duties Include: Drafting and formatting legal documents Coordinating travel, meetings, and expense reports Supporting time entry, billing, and matter management 💡 Why You'll Love It Here: $90K-$110K salary DOE + full benefits Just 2 days in-office, 3 remote Low turnover, great leadership, and true work-life balance 🎯 Ready for a role where your experience is valued? Apply now or reach out confidentially to learn more. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

We are seeking a highly organized and detail-oriented part-time Administrative Assistant with basic accounting knowledge to join our team. This is a great opportunity for someone looking for a part-time role with a dynamic organization. This position will be supporting Tana Amen, BSN RN and could potentially transition to full-time in the future. Responsibilities: Provide administrative support to staff, including: Answering phone calls and responding to emails Scheduling appointments and managing calendars Preparing and editing documents, reports, and presentations Maintaining accurate and up-to-date records and files Perform basic accounting tasks, including: Accounts payable and accounts receivable Processing invoices and payments Reconciling bank statements Maintaining accurate financial records Assist with special projects and events as needed Maintain confidentiality and handle sensitive information with discretion Requirements: 1-2 years of administrative experience, preferably in an accounting or finance environment Basic accounting knowledge, including experience with: Accounts payable and accounts receivable Invoicing and payment processing Bank reconciliations Proficiency in Microsoft Office, including Excel, Word, and Outlook Strong organizational and time management skills Excellent communication and interpersonal skills Ability to work independently and as part of a team High school diploma or equivalent required; associate's or bachelor's degree preferred Preferred Qualifications: Experience with accounting software, such as QuickBooks or Xero Familiarity with financial management and reporting Certification in accounting or a related field (e.g., CPA, CMA)

Part-time Personal Assistant to Husband in Young Family. (Northridge, CA) Husband seeks part-time personal assistant (8hrs/week; blend of onsite and remote) to take care of home-based tasks. He works in infrastructure planning for the city of LA and wants his time freed up so he can spend more time with his wife and new baby. He is looking for someone who will work with his family for the long-term, and who is trustworthy, proactive and helpful. In addition to the tasks listed, he would like this person to get to know him well enough to show him new things he can take off his plate. Requirements include: - BA/BS from US college - 3 years assistant experience or equivalent - Capability with tech/software/apps - Capacity for travel planning, home design, event planning - Experience dealing with home-related vendors - Excellent organizational capabilities - Ability to solve problems and take next steps independently - Robust work ethic Responsibilities include: - Implementing systems for sharing access to his calendar and email and managing those - Research/sourcing eg providing options for redecorating a room in his house or options for putting a shed in the backyard - Home organization including buying organizational materials and documenting how each room should be maintained - Keeping house stocked - Coordinating home repairs - Coordinating returns - Event planning - Travel planning - Bill-pay - Car maintenance 8hrs/week $50/hour

A prominent private equity founder based in Santa Monica is seeking a highly organized, proactive, and dependable Personal Executive Assistant to support both their personal and professional life. This role is ideal for someone who thrives in a fast-paced, ever-changing environment and can bring structure, consistency, and ease to a very dynamic individual. The founder is frequently on the road (3-4 days per week), and while they excels professionally, they needs a trusted assistant to help streamline and manage the personal logistics that often fall behind. This is a full-time role with flexibility; most work can be done remotely, but the assistant must be local and available to be on-site when needed. Key Responsibilities: Personal Support: Run errands, manage personal appointments, coordinate home repairs, oversee vendors, and assist with day-to-day life logistics. Travel & Calendar Coordination: Book and manage travel, monitor schedules, and ensure the founder is fully prepped for meetings and commitments. Home Project Oversight: Manage ongoing home improvement projects, from small repairs to coordinating contractors and walkthroughs. Organization & Systems: Develop and maintain systems to help bring order to a very full and fast-moving lifestyle. Executive Support (as needed): Assist with light administrative and executive support tasks as opportunities arise. Ideal Candidate: Highly organized with excellent time management and follow-through. Confident, capable, and able to take initiative without needing constant direction. Possesses sound judgment and strong communication skills. Comfortable managing both personal and professional tasks with discretion and efficiency. Positive, approachable, and solution-oriented - someone who brings energy, not stress. Tech-savvy and adaptable, with a willingness to take on a variety of tasks, big and small. Requirements: Based in Los Angeles, ideally on the Westside (Santa Monica, Brentwood, Venice, etc.). Flexible and available for occasional in-person support, especially around travel or key home projects. Previous experience supporting a high-level individual in a personal assistant, executive assistant, or similar capacity. Comfortable working independently in a mostly remote setting. Interest in private equity or business is a plus, though not required. Compensation: $40-$45/hr

Our client, a highly-regarded tech company, is looking for a Personal Assistant/House Manager to provide comprehensive support to the Principal. You would be joining a positive, genuine team and working closely with the company's President. This role is fully in-person in Menlo Park, CA and requires 30% travel. About the role and your impact: Personal Organization/Household Management: Manage calendars, appointments, and deadlines for the Principal, optimizing their time and productivity. Handle personal errands and projects such as household management, vendor/contractor management, shopping, gift procurement, and more. Maintain confidential files and records, handling sensitive information with discretion. Anticipate needs and proactively address any logistical or administrative challenges. Manage reservations, bookings, and appointments. Maintain up-to-date personal schedule for the Principal, anticipating and smoothly resolving conflicts. Conduct research on various topics and present concise, relevant findings and information to the Principal. Travel Support: Coordinate travel arrangements in collaboration with the Executive support team. Provide real-time support preceding and during travel, ensuring a smooth and comfortable experience, including accompanying the Principal on trips and to appointments. Behind the Scenes Collaboration: Liaise with other team members, departments, and vendors to facilitate seamless coordination and communication. Coordinate events, meetings, and special projects. Executive Assistance: Support calendar management, scheduling, records maintenance. What you'll bring: 2+ years of experience in personal assisting, including household/estate management. A valid driver's license and reliable vehicle. A flexible, customer service-oriented attitude and ability to work a varied schedule. Benefits: Competitive compensation Full benefits package Generous PTO

Litigation Secretary Ranking: AmLaw100 Onsite Logistics: Hybrid Practice Areas: M&A/PE, complex litigation, executive compensation, employment law, commercial finance, and investment management. Base Salary: $90,000 - $105,000 + OT and Bonus Job Description: Our client's San Francisco office is looking for a Litigation Legal Secretary. This candidate would be supporting a group of 5 attorneys in an award-winning Litigation department. Responsibilities: Assist attorneys with new business/matter intaking applications and conflict checks Accurately enter attorney time into the timekeeping system to meet weekly deadlines Establish and maintain paper and electronic client and administrative files in compliance with current Firm policies. Work closely with Accounting Department staff to prepare and manage client billings and receivables, preparing and submitting expense reports. Proficiency with making and managing travel arrangements with the assistance of a travel agency to ensure all aspects of travel are completed accurately and communicated effectively (i.e., air, hotel, car, train, meeting rooms, travel memberships accounts, and the like) Respond to client inquiries via phone and email; arrange meetings and conferences; coordinate calendars; monitor incoming mail, faxes and e-mails; maintain and update client files and other tasks. Qualifications & Required Experience: Minimum of five (5) years of experience working with multiple attorneys required Minimum of five (5) years of experience supporting California-based litigation practice and working with CA courts required

We're Hiring: Front Office Staff (Onsite) - Join Our Compassionate Medical Team! Full-time, Onsite 🗣️ Languages Required: English, Cantonese and/or Mandarin Are you friendly, organized, and passionate about patient care? We are looking for a dedicated Front Office Staff member to join our growing team! Whether you have prior experience or are eager to learn, we welcome individuals who are motivated and ready to contribute to a supportive, patient-centered environment. Responsibilities & Duties (not limited to): Greet and treat patients with compassion, kindness, and respect Handle check-in, check-out, and schedule follow-up appointments Answer phone calls professionally and efficiently Perform various front desk administrative duties Collaborate with a dynamic team - cross-training provided for professional growth Qualifications: Preferred: 1+ year of experience in a medical office setting Open to Training: Motivated candidates with no experience are welcome to apply Excellent communication skills and a team-oriented attitude Committed to delivering high-quality patient care Familiarity with HIPAA regulations and professional ethics Ability to multitask in a fast-paced environment Tech-savvy and comfortable with medical office systems Fluent in English, Cantonese, and/or Mandarin Please apply or send your resume and cover letter to ******************************

Key Responsibilities: Strategic Planning & Execution Develop and implement strategies to maximize sales and profitability on Amazon 1P and FBA channels. Identify growth opportunities and create actionable plans to capture market share. Work with internal teams to ensure seamless execution of marketplace strategies. Amazon Operations Management Manage day-to-day operations for Amazon 1P and FBA, including inventory, pricing, promotions, and fulfillment. Optimize product listings, content, and keywords to improve visibility and conversion rates. Analyze performance metrics and leverage data to drive continuous improvement. Vendor & Seller Central Management Oversee relationships with Amazon Vendor Central and Seller Central, ensuring compliance with Amazon's policies. Negotiate terms and agreements with Amazon to secure favorable outcomes. Collaborate with brands and clients to ensure accurate forecasting and timely product replenishment. Team Collaboration & Leadership Collaborate with cross-functional teams (analytics, marketing, and product teams) to meet business goals. Set performance goals, conduct regular reviews, and support professional development. Qualifications: Education: Bachelor's degree strongly preferred. Experience: Proven experience managing Amazon 1P and FBA operations with a track record of driving sales and profitability. Amazon Expertise: In-depth knowledge of Amazon Vendor Central and Seller Central, including listing optimization, inventory management, and performance analytics. Analytical Skills: Strong proficiency in Excel (data uploads/management) and data-driven decision-making. Communication: Excellent communication and negotiation skills, with the ability to build and maintain relationships with key stakeholders. Team Collaboration: Demonstrated ability to work effectively with cross-functional teams. Location: Los Angeles, CA Compensation: $60,000-$65,000 (based on experience)

For more than 20 years, AEG has played a pivotal role in transforming sports and live entertainment. Annually, we host more than 160 million guests, promote more than 10,000 shows and present more than 22,000 events around the world. We are committed to innovation, artistry, and community, and leverage the power of our 300+ venues, leading sports franchises, marquee music brands, integrated entertainment districts, premier ticketing platform and global sponsorship activations, to create memorable moments that give the world reason to cheer. Our business is interwoven with the human mind and heart, and we strive to build a diverse and inclusive company that reflects the artists, athletes, and fans that we host; reach beyond traditional boundaries to support the communities in which we operate; and minimize our impact on the environment by adopting sustainable practices throughout our business operations. If you want to be challenged to up your game and make a difference, then join us in giving the world reason to cheer! Position Summary A Brief Overview The Tour Assistant will be responsible for supporting the touring department and it's executives by appropriately routing phone calls, logging messages, managing correspondence, and various administrative duties associated with coordinating meetings, expense reports, and filing. Additionally, the Tour Assistant will be responsible for obtaining show avails and venue holds, developing a venue and artist hold log, tour contact sheets, and scaling maps at various venues for each tour. What You Will Do Administrative duties include: answer phones, create phone logs, assist department executives with message routing, drafting tour memos and other miscellaneous correspondence, maintain contact lists, organize routine tour meetings, develop meeting agendas, and meeting correspondence. Manage office systems in the touring department including creating filing systems for tour memos and contracts, ordering office supplies as needed, maintaining copy and fax systems, completing AMEX reports for touring personnel, and completing weekly payroll for touring staff. Tour related responsibilities include: collecting avails/holds for tour dates and venues, develop an avail and hold log for all pending tours, placing holds directly with venue includes negotiation as needed, develop tour contact sheets for distribution, maintain database of venue information, update venue rent grids. Create scaling maps for venues: create colored venue specific scaling maps for each tour. Responsible for internal booking database maintenance, assist with building tours, upload settlements and route appropriate approvals. Research & Reporting: research historical tour data, pull Soundscan/BDS reports as needed, Trade Reporting: report box office information to Pollstar, Billboard, and other public databases for all tours. Education Qualifications High School Diploma or its equivalency (BA/BS Degree Preferred) In Accounting/Finance, Legal, Logistics, or related area preferred Experience Qualifications 0-2 years Of related work experience Skills And Abilities Previous administrative assistant experience with a proven ability to build and maintain client relationships Well-mannered with excellent customer service skills Highly organized with a fine attention to detail Must be proficient in Microsoft Office () with ability to develop reporting in Excel and excellent typing skills An ability to take initiative with a desire to grow within the department A positive attitude with a team player mentality Available to work nights, weekends, and holidays as touring schedules permit Knowledgeable about the music industry Qualifications (ALL) High School Diploma or its equivalency (BA/BS Degree Preferred) In Accounting/Finance, Legal, Logistics, or related area preferred 0-2 years Of related work experience Previous administrative assistant experience with a proven ability to build and maintain client relationships Well-mannered with excellent customer service skills Highly organized with a fine attention to detail Must be proficient in Microsoft Office () with ability to develop reporting in Excel and excellent typing skills An ability to take initiative with a desire to grow within the department A positive attitude with a team player mentality Available to work nights, weekends, and holidays as touring schedules permit Knowledgeable about the music industry Pay Scale: $17.00-$25.00 AEG reserves the right to change or modify the employee's job description whether orally or in writing, at any time during the employment relationship. AEG may require an employee to perform duties outside his/her normal description.

Title: Administrative Associate Duration: 26 Weeks Schedule: M-F 0800-1700 Requirements: 5+ years of strong project management skills and a blend of executive assistant (C-Suite executives) and project management experience (meaning they should hold Project Coordinator/Project Management roles as well as Executive Assistant roles). Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Solid knowledge of common University-specific computer application programs. Strong skills in short-term planning, analysis, problem-solving, and customer service. Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. Strong project management, calendar management, office suites, teams, understand lean principles. We are looking for candidates with strong University experience supporting C-level executives with contracts and grants experience as well. Job Function Summary: Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff. Generic Scope: Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions. Custom Scope: Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher-level administrative operations professional or manager. Perform short- and long-term planning for the organization. Reports to the Chief Operating Officer for Inpatient Adult Services. This position supports the Chief Operating Officer of Adult Services (COO, Adult Services) who is responsible for providing oversight across several clinical services departments (medical, diagnostic and therapeutic) and plays an integral role in defining and implementing UCSF's strategic growth endeavors. Administrative oversight includes developing objectives and policies, reviewing organization's budget, evaluating performance of departments under direction as well as performance of key management personnel, and evaluating requests for new or additional services or programs. Activities also include contributing to strategic planning and directing all activities of clinical professional services departments through management staff. The COO, Adult Services is tasked with the financial and operational performance of their areas of oversight, ensuring that services operate efficiently and that they provide the highest quality of care and service. The Administrative Officer provides high-level executive support to the Chief Operating Officer (COO) of Adult Services, ensuring efficient operations across multiple clinical departments. They manage complex scheduling, coordinate strategic meetings, and serve as a key liaison between leadership, faculty, and external partners. This role involves handling confidential communications, tracking performance metrics, supporting budget reviews, and assisting with operational and strategic initiatives. Additionally, they facilitate cross-departmental coordination, oversee logistics for special projects, and ensure compliance with institutional policies. By streamlining administrative processes, they enable the COO to focus on high-level decision-making, strategic growth, and the continuous improvement of clinical services. Key Responsibilities Oversees, plans, and administers various administrative operations, representing Adult Services on committees and providing support for projects and initiatives, including but not limited to: All-Campus Master Space Planning Committee Hospital Bed Capacity, Throughput, and Discharge Task Force Throughput Enterprise Asset Management Committee Project Blue Initiative Service Line Development Committee Cross-functional BU COO Collaboration Committee Emergency Preparedness & Workplace Violence Prevention Committee Inpatient Revenue Cycle Optimization Committee Supply Chain & Utilization Management Committee Coordinates a variety of activities including: Managing position requests Assisting with the onboarding of new team members Facilitating requests related to IT, facilities, and / or contracts and grants Ensures successful completion of HR/Payroll related forms and documents Gathers, analyzes, prepares and summarizes financial and HR reports Performs recharge administration as needed Administers facilities and space logistics and manages equipment needs. Manages complex schedules and meeting coordination for the Chief Operating Officer of Adult Services, ensuring seamless organization and efficiency. This includes scheduling high-level meetings with internal and external stakeholders, prioritizing urgent matters, and anticipating potential conflicts. Knowledge Skills and Abilities: Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Solid knowledge of common University-specific computer application programs. Ability to use discretion and maintain confidentiality. Strong skills in short-term planning, analysis, problem-solving, and customer service. Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. Education, Licenses and Certifications: Bachelor's degree in related area and / or equivalent experience / training. Req

Law firm based in Century City is seeking a temp-to-hire Litigation Secretary to support 6 attorneys in Intellectual Property Litigation. This person will be an expert at Federal Court filings through PACER and California State Court filings without using a vendor service. This person must possess a proven record of formatting and proofreading court pleadings, managing multiple court and personal calendars, and communicating with clients. Due to this position being temp-to-hire, we are looking for someone who is not working and can start immediately. The temp period may only be 1-2 months before a permanent offer is made. No benefits are offered during the temporary employment period. The hourly rate posted is for the temporary employment period. Upon permanent hire, the firm can offer up to $105,000 a year.

We are seeking a Temporary Office Services Assistant to support a fast-paced and collaborative law firm for a 3-month assignment. The ideal candidate will be organized, dependable, and detail-oriented, with prior experience in office or facilities support-ideally in a legal or professional services environment. Responsibilities: Assist with mailroom duties, including sorting and distributing incoming/outgoing mail and courier packages Handle scanning, copying, and printing requests for legal teams Stock and maintain office and kitchen supplies Set up conference rooms for meetings and depositions Deliver documents between departments and/or court filings as needed Assist with office moves, furniture setup, and general facilities upkeep Provide backup support to the reception desk when needed Qualifications: 1+ year of administrative, facilities, or office services experience; law firm or professional services environment preferred Comfortable with physical tasks (lifting, moving boxes, standing/walking frequently) Strong organizational and time management skills Reliable and punctual with a proactive, team-player attitude Proficiency with office equipment (copiers, scanners, postage machines) and MS Office Compensation: $22 - $26/hr. depending on relevant experience. Matura Farrington is an EEOC employer and will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring Ordinance and all other local, state and federal laws.

Job Type: Full-Time Levin Johnston Commercial Real Estate Advisory Group is seeking a personable, professional Office & Brokerage Administrator who will be an integral part of a fast-moving team. Ideal candidates for this role are detail-oriented self-starters who are passionate about learning our processes and software, and contributing to our sales agents', staff team and office's success. Position Overview The Office & Brokerage Administrator is a position that reports directly to the Director of Operations. Work time is divided between brokerage administration, applications training and providing overall support to the sales force. · Brokerage administration and commercial real estate transactional tasks · Executive administrative support to lead agents and sales force · Training, troubleshooting and at the front line of support to new agents, originators, agent assistants, staff and management in computer applications (see “Advancement Path”) · In-office coordination for firm-wide technology/similar launches (we have an extensive applications training program in place) · Phone back-up and front office support relief per company standards Specific Office & Brokerage Administrator Responsibilities · Process brokerage requests, this may include: proofing and editing according to the regulations, executing compliance procedures, and processing additional changes as necessary (training will be provided) · Answer the front desk phone and direct calls as needed · Process deal file paperwork; gather and label required documents; obtain necessary approvals · Assist in preparation to produce presentations, documents, and complete special projects in support of the Operations and team members · Create files and adhere to the company's digital filing system · Utilize postage machine and other shipping methods, retrieve mail from the mail room and sort mail · Cross-train in Operations Manager tasks for coverage as needed · Generate, copy, scan and bind documents for use by management and agents · Various tasks assigned as business needs require · Greet clients and visitors warmly and ensure a polished, welcoming office experience · Be available to drive to local properties occasionally to support the sales team Required Knowledge, Experience and Attributes · Strong computer and software skills including MS Word, Excel, PowerPoint, and Outlook · Strong organizational, interpersonal and communication skills as well as proofreading and editing abilities · Excellent attention to detail · Professional appearance and demeanor · Reliable and punctual · Possess a friendly, team player, and proactive attitude and a strong desire to learn · 2+ years administrative experience Preferred Knowledge and Experience: · Some previous experience in executive support and scheduling strongly preferred · Residential or commercial real estate · Proficient in Salesforce, DocuSign, and an ATS (Applicant Tracking System) · Prior success working in a fast-paced sales environment Candidates are tested for competency in software and office skills. Interpersonal Skills The Office & Brokerage Administrator must have excellent writing and administrative skills. Due to the trajectory of this position, the Administrative Assistant should also have teaching skills or the desire and ability to acquire those skills (see “Advancement Path”). Advancement Path The Office & Brokerage Administrator will enroll in the Certified Agent Support Specialist program within the first nine (9) calendar months of employment in this role (or no later than the first 12 months**). The Office & Brokerage Administrator will successfully complete the program and obtain the title of Certified Agent Support Specialist within the first 12 months (or no later than the first 18 months**). Post certification, the Office & Brokerage Administrator will solely utilize the Certified Agent Support Specialist title. Certified Agent Support Specialist (CASS) Responsibilities ** Of consecutive employment in the role. In addition to the responsibilities assigned to the Office & Brokerage Administrator, the Brokerage Administrator/Certified Agent Support Specialist takes the initiative in developing training presentations and training materials. They must be able to teach one-on-one or in a group setting. The CASS will: Learn and conduct training in accordance to established training modules for all software, firm applications and policies/procedures that pertain to agents, originators and their assistants. This training will be conducted on an ongoing basis as directed by the Operations Manager. Levin Johnston is an industry-leading investment advisor that provides unparalleled commercial real estate advisory services to help grow and sustain wealth for investors throughout the United States. Our mission is to grow and sustain the wealth of our clients. We go beyond the transactional mindset, and instead deliver truly valuable investment guidance based on our deep industry knowledge, relationship-focused approach, dominance in the markets we serve, and commitment to putting our clients' success first. ************************** Salary Range: $80,000 - $85,000 per year, depending on experience

Innova Solutions has a client that is immediately hiring for a Administrative Assistant - III Position type: Full time Contract Duration: 2 months As a(n) Administrative Assistant - III you will: Responsibilities: Proven administration experience within a fast-paced organization supporting senior level management. Manage complex/heavy calendaring, scheduling, expenses and travel. Knowledge of and/or willing to independently learn the company's administrative processes and systems. Forward thinking with excellent communication and high-level organizational skills. Familiar and verse at using software programs (MS Office, Teams and SharePoint Online). Education: A BA or BS degree is preferable. Requires a minimum of a high school diploma plus strong administrative experience. Qualified candidates should APPLY NOW for immediate consideration! Please hit APPLY to provide the required information, and we will be back in touch as soon as possible. We are currently interviewing to fill this and other similar positions. If this role is not a fit for you, we do offer a referral bonus program for referrals that we successfully place with our clients, subject to program guidelines. ASK ME HOW. Thank you! Namrata Gautam PHONE: (+1) ************ EMAIL: ********************************** PAY RANGE AND BENEFITS: Pay Range*: $35- $42 per hour *Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc. Benefits: Innova Solutions offers benefits( based on eligibility) that include the following: Medical & pharmacy coverage, Dental/vision insurance, 401(k), Health saving account (HSA) and Flexible spending account (FSA), Life Insurance, Pet Insurance, Short term and Long term Disability, Accident & Critical illness coverage, Pre-paid legal & ID theft protection, Sick time, and other types of paid leaves (as required by law), Employee Assistance Program (EAP). ABOUT INNOVA SOLUTIONS: Founded in 1998 and headquartered in Atlanta, Georgia, Innova Solutions employs approximately 50,000 professionals worldwide and reports an annual revenue approaching $3 Billion. Through our global delivery centers across North America, Asia, and Europe, we deliver strategic technology and business transformation solutions to our clients, enabling them to operate as leaders within their fields. Recent Recognitions: Named One of America's Best Employers for New Grads by Forbes (2024 Named One of the Best Companies to Work For by U.S. News & World Report (Private Companies List, 2024-2025) One of the Largest IT Staffing Firms in the US - Ranked #3 by Staffing Industry Analysts (SIA, 2024) One of the Largest Staffing Firms in the US - Ranked #13 by Staffing Industry Analysts (SIA, 2024; includes Innova Solutions, Volt, & HireGenics) Named One of the Top Ten Private Companies in Atlanta by the Atlanta Business Chronicle (2023) One of the Largest Certified Minority Business Enterprises (MBEs) in the United States (NMSDC, 2024) AWS Advanced Tier Services Partner with 100+ certifications Website: ******************************** Innova Solutions is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Innova Solutions is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please contact us at ********************** or **************. Please indicate the specifics of the assistance needed. Innova Solutions encourages all interested and qualified candidates to apply for employment opportunities. Innova Solutions (HireGenics/Volt) does not discriminate against applicants based on citizenship status, immigration status, or national origin, in accordance with 8 U.S.C. § 1324b. The company will consider for employment qualified applicants with arrest and conviction records in a manner that complies with the San Francisco Fair Chance Ordinance, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and other applicable laws.

Job Title: Administrative Assistant - DGC - Operations, LLC Basic Function: Safety and Environmental awareness are of paramount concern in all job functions within DGC Operations LLC. The Administrative Assistant position leads by example, by facilitating a positive and open safety culture, as well as a diligent and effective environmental program. The Administrative Assistant will be responsible for the administrative support of the facility. Reports to: Business Administrator Essential Duties and Responsibilities: In coordination and under the direction of site management and supervision: Process accounts payable working with corporate accounting staff and other departments as necessary. Perform Ledger Entries with accounting software. Maintains costs records in a manner consistent with generally accepted accounting principles, in support of DGC Operations, LLC, regulatory agencies, and DGC OPS policies and procedures. Assists Company in the preparation of annual operating budgets and updates. Prepare routine financial statements, monthly reporting and others as directed by the Plant Manager. Day-to-day administrative support for site management, supervision and personnel. Assist plant staff in business travel arrangements, expense reporting, etc. Create, edit and review documents and spreadsheets. Manage, sort and distribute mail, fax transmittals and other package shipments as assigned. Monitor Site Gates Greet visitors and guests to the facility and ensure their plant contacts are notified. Verify the visitors/contractors have properly signed in to the plant sign-in system. Perform process of receiving and warehouse duties. Perform inventory functions such as accurately entering parts and materials physically and electronically into designated warehouse / storage areas. Operate small warehouse equipment. Coordinate logistics for plant events, tours, meetings and outages. Maintain cleanliness and appearance of copy room, kitchen, lobby, conference rooms and other areas as assigned. Order and maintain office and kitchen supplies for the facility. Maintain document (training, purchasing, compliance, etc.) record keeping and filing in an organized fashion physically and electronically. Order meals and catering for meetings. Clean up and put away items as needed. Willing to work overtime as needed to complete critical tasks such as payables, month end reporting, inventory audits, outage preparation and support, or other activities. Handle multiple assignments, work within deadlines. Be proactive in work scope; setting goals, taking action steps towards those goals, and continuously learning and growing. Independent judgment is required in establishing or adapting work procedures to new situations and in performing varied administrative services. Perform cross training with Business Administrator when required in performance of their duties, to maintain backup abilities. Perform other duties and administrative tasks as assigned. The above statements reflect the general expectations considered necessary to describe the essential functions of the job and are not to be construed as a detailed description of all the work requirements that may be inherent in the position. Qualifications: Two years of experience working in an administrative role / office environment. Must be able to manage multiple activities at the same time, prioritize tasks and adapt to changes in plans quickly to support the needs of the facility and team members. Skill in communicating effectively in individual or group settings. Strong interpersonal skills, outgoing and energetic. Must be able to perform job duties with minimal supervision and direction (after receiving applicable guidance and training). Knowledge and experience in MS software products. Specifically, in MS Word and Excel. Knowledge and experience in financial and CMMS software (Maximo, Great Plains, SAP, etc.) is desired. Ability to type 35-40 WPM. Ability to train and qualify to operate a forklift and other warehouse equipment. Ability to work in a warehouse / industrial environment, climb stairs, safely lift items up to 50 lbs. Range: $30 - $42 hourly

Seeking a stellar legal secretary for a long standing and reputable law firm's Menlo Park office. Salary up to $120K, hybrid work environment and excellent benefits offered. Essential Duties and Responsibilities: Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence. This may require spending long periods of time at a computer workstation. Establishes, maintains, processes, and/or oversees electronic files, correspondence, databases, records, certificates, and/or other documents. Prepares complex legal documents and correspondence requiring knowledge of legal terminology and advanced formatting skills. Draft, format and finalize pleadings and discoveries Handles in-coming correspondence as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx's, etc. Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc. Answers telephones and delivers accurate and timely messages. Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails/e-submits specific invoices to clients. Inputs attorney time as needed utilizing the Firm's time entry software on a daily basis. Interacts with clients, vendors, attorneys and staff to maintain good relations. Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending. Closes files per lawyer requests in Firm software, currently NBI. This may require lifting file bank boxes containing client files. Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments. Qualifications: Minimum of five years of legal support experience in a law firm, as either a legal assistant or legal secretary. Knowledge of legal terminology and procedures. Advanced computer and software application skills. Proficiency with Microsoft products, including Word, Outlook, Excel, and Power Point is required. Proficiency with FileSite document management is a plus. Proficiency with e-filing in federal and state courts is desired. Ability to proofread typed material for grammatical, typographical or spelling errors.

About Us We are a small, tight-knit consulting firm that has been serving enterprise clients for over 20 years. Our team is passionate about delivering customer-first solutions while fostering a collaborative and supportive work environment. We are committed to stable, sustainable growth, and many of our team members have been with us long-term, reflecting the strong culture and dedication we uphold. Our employees love what they do, and we invest in a workplace where talent thrives, contributions are valued, and careers flourish. Why Join Us? Work-life balance: A company culture that prioritizes work-life balance for all employees Great pay & benefits: Competitive compensation for top talent. We offer health insurance and paid time off Supportive culture: Work with a team that values collaboration, mentoring, and continuous learning Growth opportunities: Join us as we expand, with potential to move to a full-time position About the Role We are seeking a highly organized and professional Administrative Support Specialist to join our dynamic IT team. This role is ideal for someone who thrives in a fast-paced environment, is committed to providing excellent service to both internal and external stakeholders and is skilled at managing multiple tasks with accuracy and efficiency. This is a part-time position scheduled Monday through Friday, 8:30 AM to 12:30 PM, excluding company-observed holidays. Key Responsibilities Answer incoming calls and route them appropriately, maintaining a professional and customer-focused tone Manage complex scheduling and calendar coordination for meetings, appointments, and team activities Assist in planning and coordinating internal and external IT events, including vendor interactions and logistical support Compile and summarize data for internal reports Support the team with additional administrative tasks as needed Required Qualifications 2+ years of experience in an administrative, office coordinator, or similar support role Prior experience managing calendars, scheduling meetings, and coordinating events, ideally within an IT or technology organization Excellent verbal and written communication skills Strong organizational abilities, attention to detail, and the ability to manage multiple priorities in a deadline-driven environment Advanced Excel skills, including formulas and data analysis; and strong proficiency in Outlook for professional communication Customer service mindset with a professional phone presence Experience supporting sales teams or working with quotes/proposals is a plus Preferred Qualifications Familiarity with ConnectWise Experience supporting IT teams or technical staff Prior experience coordinating with vendors or service providers

Client Service Associate Bay Area | Full-time | On-site w/WFH flexibility A respected, family-owned wealth management firm in the Bay Area is seeking a proactive and detail-oriented Client Service Associate to join their team. This is a great opportunity for someone who loves creating exceptional client experiences and is passionate about helping others. The ideal candidate is thoughtful, service-driven, and enjoys taking ownership of both day-to-day operations and moments that elevate the client experience. Key Responsibilities: Coordinate internal and external scheduling, including managing calendars and appointments Answer and direct incoming calls with professionalism and care Greet clients and visitors, ensuring a warm and welcoming experience Support client engagement efforts: send birthday cards, assist with quarterly reporting, coordinate annual gifts, plan events and workshops, and contribute to social media initiatives Manage general office operations including vendor coordination, ordering supplies, and maintaining conference rooms Take on increasing responsibilities over time as you become more familiar with the business Qualifications: 3+ years of progressive client service or operations experience in wealth management, financial planning, or banking Bachelor's degree preferred (open to non-degreed candidates with 5+ years of relevant experience) Strong attention to detail, excellent communication skills, and a team-oriented mindset Compensation: Competitive base salary Bonus potential 401(k) match

Accounting and Administrative Support Specialist Salary Range: $55k-75k/year DOQ Background Hoch Consulting is currently seeking a motivated and detail-oriented full-time Accounting and Administrative Support Specialist to join our team. This position will provide support in both administrative and accounting capacities to various internal stakeholders. In the accounting support capacity, key duties include assisting with financial record keeping, supporting client and staff expense tracking and invoicing, preparing reports, supporting audits, and contributing to various accounting and recordkeeping tasks as assigned. In the administrative support capacity, the role involves coordinating meetings and appointments, handling routine correspondence, updating and maintaining documents and file systems, and providing general office support. The successful candidate must be self-motivated, possessing excellent analytical skills and the ability to work independently and as part of a team. Typical Duties and Responsibilities 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 position. Accounting Support AR/AP Support Support the tracking and monitoring of subcontractor expenses and client invoices. Support Project Managers and other personnel in the collection and organization of data related to invoicing including timesheets, mileage logs, and expense receipts. Create client invoice drafts for manager review and disseminate invoices to clients where directed. Receive and process check and ACH payments. Assist with maintaining both front and back-end accounting software including, but not limited to, QuickBooks and budget reconciliation spreadsheets. Serve as the point of contact for accounting related inquires. Recordkeeping and Documentation Maintain organized and accurate records and documentation of financial activities. Ensure data integrity and accuracy in all financial records and transactions. Assist in the filing and retrieval of financial documents. Audit Support Provide support during internal and external audits. Assist in the collection and preparation of audit materials and documentation. Additional Accounting Support Prepare and generate monthly and quarterly financial reports for management review. Track employee expenses and assigned budgets. Assist in maintaining financial document organization in Teams and SharePoint. Assist in the ongoing maintenance in improvements of our accounting practices and standards. Administrative Support Coordinating Meetings and Appointments: Schedule and organize meetings, appointments, and conferences. Prepare meeting agendas and distribute relevant documents in advance. Maintain and manage the team's calendar to avoid scheduling conflicts. Handling Routine Correspondence: Draft and send emails, memos, and letters on behalf of management. Respond to general inquiries and direct them to the appropriate stakeholders. Organize and prioritize incoming mail and correspondence. Maintain a record of all correspondence for future reference. Updating and Maintaining Documents and File Systems: Create, update, and organize both digital and physical files. Ensure documents are easily accessible and properly categorized. Perform data entry and maintain databases. Maintain confidentiality and security of sensitive information. Providing General Office Support: Assist with office supply management and procurement. Handle administrative tasks such as photocopying, scanning, and printing. Coordinate with other departments to ensure smooth office operations. Assist with travel arrangements, including booking flights, accommodations, and transportation. Support event planning and organization, ensuring all logistics are effectively managed. Qualifications Currently pursuing or completed a bachelor's degree in Accounting, Finance or similar field. Experience with standard accounting systems and practices. Excellent communication and interpersonal skills. Strong organizational skills and attention to detail. Previous experience in a professional office environment desirable but not required. Benefits Full Time Starting Benefits include: 14 paid vacation days, 13 paid sick days, up to 12 paid holidays, paid parental, bereavement, jury duty, and giveback (volunteer) leave, Health (medical, dental, and vision) Insurance, a wellness stipend, retirement plan with up to 4% salary match, life, accidental death and dismemberment, and long-term disability insurance, employee assistance program, climate change mitigation incentives, vehicle reimbursement, and company cell phone. Additional enhanced benefits are available based on role. Application Procedure Even at an engineering firm, communication is critical to our job. As part of your application, we request that you provide a cover letter discussing your unique skills and experiences that make you a strong candidate for Hoch Consulting. Include any relevant projects or roles you've undertaken and explain your interest in working with our team. Please ensure that any confidential information is redacted. Interested applicants should send a resume, cover letter, and references to ****************************. No agencies or calls please.