Assistant Jobs in Fairview, CA

A fast-paced and successful Peninsula family is seeking a House Manager and Personal Assistant to help run their household on a full-time basis. This role will oversee the full scope of household operations and projects for their primary Peninsula residence. You will work closely with the principals, their children, and pets to ensure schedules are organized, events are coordinated, and daily errands and projects are managed efficiently. Responsibilities include implementing and maintaining complex household systems and manuals, managing vendor partnerships, assisting with interior and landscaping projects, and overseeing budgets. We are seeking a professional and articulate individual who is highly poised, organized, and discreet. The ideal candidate should be proficient in various technical databases and e-commerce platforms, including Google Docs. This is an excellent opportunity to work with a kind and successful family in a collaborative environment while having full ownership within the role. Discretionary bonuses and a full benefits package are available. Key Responsibilities: Manage multiple homes, including day-to-day operations, maintenance, and vendor coordination Assist with errands, grocery shopping, and meal planning Coordinate medical, business, and personal appointments Act as the main liaison for all vendors and staff, including hiring and overseeing personnel Receive and sort incoming packages and mail Handle annual vehicle registration and other recurring projects Arrange family travel, both international and domestic Oversee special events, such as dinners, holiday celebrations, and vacation planning Manage all pet needs, including walks, grooming, and vet appointments Create and maintain household process manuals Qualifications & Skills: 4+ years of experience in personal assistance and household management Ability to be onsite Monday through Friday and travel domestically between the client's multiple properties Strong and reliable work ethic Highly confidential and discreet approach to work Excellent communication skills and tech-savvy; expertise in MS Office, Google Suite, modern-day apps, and social media required Strong time management skills with the ability to juggle multiple priorities Desire to innovate and optimize existing processes for efficiency Willingness to adapt and accept feedback Salary: $130K - $150K You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.

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

A private client in Half Moon Bay, CA is seeking a full-time Administrative Personal Assistant to support the principal across a mix of administrative and personal duties. This is an onsite, Monday-Friday roughly 9:00 AM-5:00 PM role based out of the principal's private residence, with occasional travel and coordination across multiple properties. The ideal candidate is grounded, structured, warm, and highly professional-someone who can seamlessly navigate between independent problem-solving and collaborative teamwork in a discreet, fast-moving household. Job responsibilities include, but are not limited to: Provide direct administrative and personal support to the principal Heavy calendar management, scheduling, and appointment coordination Plan and coordinate travel, logistics, and family-related activities Manage all communications, emails, and messaging platforms Conduct independent research and execute requests with minimal oversight Interface with the Estate Manager and household staff as needed Provide administrative support across the family's broader property portfolio Handle sensitive information with discretion and professionalism Offer support in a flexible and anticipatory manner to ensure seamless day-to-day operations Additional Administrative Personal Assistant tasks as needed and requested Requirements: Fluent in English; exceptional communication skills, both written and verbal and by phone and email Bachelor's degree from an accredited 4-year College or University PREFERRED but not required Excellent references required from both current and previous employers 5+ years related experience working in a similar position Prior experience supporting a private family or family office preferred Works with the utmost discretion and confidentiality at all times while demonstrating integrity and strong ethics Poised and professional in both mindset and manner demonstrating high emotional intelligence and sound judgment Outstanding problem solver; resourceful and quick-thinking Hands-on and proactive approach; able to see jobs through to completion with personal accountability and a no task is too big or too small mindset Exceptional attention to detail, strong organizational skills, and willing and able to take direction well Ability to work both independently and as part of a team; working respectfully and collaboratively with principal, family, and existing and future staff Confident, comfortable with feedback, and willingness to go above and beyond Proficiency in both PC & Mac systems, Tech proficiency in Google Suite, Microsoft Office (Mac and PC), WhatsApp, Telegram (preferred not required), and project management platforms like Asana Valid U.S. driver's license and clean driving record Current passport or ability to obtain one Willingness to travel domestically and internationally (up to one week at a time) Flexibility in scheduling with the willingness to work additional hours/occasional weekends as needed Authorized to work within the United States without sponsorship or restrictions Salary: $110,000-$150,000 /year, All salary offers are Depending On Experience, References, and the results of Federal Background Report Benefits: 100% medical, dental, and vision coverage for the individual 80% coverage for dependents, 401(k) employer match, 15 PTO days per year, with potential to increase to 23, 10 paid holidays annually, 10-20% potential discretionary, performance-based annual bonus

Our client is an international commercial real estate developer, owner and manager! The company has an extraordinary team of passionate professionals who promote within and are dedicated to cultivating careers for exceptional talent. Job Description - The Administrative Coordinator will primarily focus on supporting the property management team with periodic reporting responsibilities. With excellent customer service skills, the Administrative Coordinator will also work with tenants resolving issues and executing on special requests. The successful Administrative Coordinator will work with vendors and other building management team members to ensure procedures are followed throughout the building. Additional responsibilities for the Administrative Coordinator include the following: Responsibilities Include: Answering phones, greeting visitors, assisting tenants with work orders and providing administrative support to the property and asset management team. Preparing and updating lease files and abstracts for all tenants ensuring completeness and accuracy. Managing and tracking all certificates of insurance ensuring that all coverage levels are in compliance with building standards. Coding and entering invoices into the accounting system, MRI, Timberline, Yardi. Composing and sending tenant communications to include events, building updates, rent statement information, and specific building issues. Planning and supporting tenant appreciation events will be a quarterly responsibility for the Administrative Coordinator. Position Requirements 2 years of previous Administrative Coordinator experience with commercial real estate experience a real plus! Highly proficient in Microsoft Word, Excel, and Outlook. Professional, reliable, flexible and have a positive, can-do attitude. Excellent attention to detail with strong customer service skills and ability to prioritize Ability to communicate well in both written and verbal communication forms. Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members' projects. Strong interest in real estate. Education Bachelor's degree preferred or similar work experience Benefits PTO, PST, Medical, Dental, and Vision Compensation $26 - 29/hr

Elevation Craft specializes in wholesale high-quality European cabinets, offering unparalleled customization services to builders and designers. The company blends traditional European craftsmanship with modern design to meet the aesthetic and functional demands of modern cities. With a focus on customization and industry-leading service standards, Elevation Craft ensures each project reflects the client's personality and style. Role Description This is a full-time on-site role for an Office Associate located in Hayward, CA. The Office Associate will be responsible for communication, administrative assistance, customer service, accounting, and office administration tasks to support the day-to-day operations of the company. Qualifications Strong Communication and Customer Service skills Experience in Administrative Assistance and Office Administration Basic knowledge of Accounting principles Attention to detail and organizational skills Proficiency in MS Office and office management software Ability to work effectively in a team environment Experience in the construction or design industry is a plus Associate's degree in Business Administration or related field

Contract to Hire Redwood City, CA $36 - $39/hour Launch Your Career at a World-Class University! Option 1 Staffing is partnering with a nationally recognized university to hire a driven Administrative Assistant. Join a prestigious, fast-paced academic environment where innovation and excellence lead the way. In this key role, you'll support top faculty by managing calendars, planning events, and handling financial tasks-keeping operations smooth and impactful every day. Responsibilities: Perform complex calendaring for multiple faculty members with competing priorities, resolving calendar conflicts as needed Coordinating travel arrangements from flights, hotels, reservations and transportation Process and monitor routine financial transactions, which may include researching and resolving discrepancies Ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites Process financial reimbursements Coordinate events, staying within budget Manage conferences and team meetings as needed Creating expense reports, complex reports, and spreadsheets Maintain office supplies and equipment; obtain vendor quotations, as needed Assist with capital or special equipment requests and/or vendor selection as needed Perform ad hoc tasks as requested Qualifications: Minimum 4 years of administrative experience providing direct support MUST have experience coordinating travel and processing financial reimbursements Experience with Oracle and Concor is highly preferred, but not required Bachelor's degree Flexible and adaptable personality Excellent communication skills Strong attention to detail Academia experience is a plus! For immediate consideration, please apply! Option 1 Staffing is an award-winning, statewide, recognized leader in staffing and recruiting, specializing in placing the highest caliber of Non-Clinical Healthcare, Information Technology, Supply Chain, Administrative/Office, and Accounting/Finance professionals in contract and direct-hire opportunities. We work with top and emerging companies in the Technology and Healthcare industry. We Offer: Excellent opportunity to work for an outstanding, large, and growing company! Awesome Benefits! Excellent salary! Medical Insurance 401K “Best of Staffing Award” Best of Staffing Award is the only award in the U.S. that recognizes staffing agencies that have proven superior service quality based entirely on ratings provided by their clients and job candidates. Award winners make up less than 2% of all staffing agencies in North America. “Top Performer Award” Top Performer Award by Workforce Logiq highlights high-performing staffing companies who are chosen based on a variety of criteria critical to our clients' satisfaction, including customers serviced, cycle time, submittals per requisition, percentage of submittals hired, program compliance, fill ratio, and more. Member American Staffing Association Since 1991.

The Divisions of Pediatric Critical Care, Pediatric Pulmonary, Asthma, and Sleep Medicine, and Quality of Life and Pediatric Palliative Care at Stanford University are seeking a detail-oriented Administrative Associate 2 to provide comprehensive administrative support to our education programs including scheduling, organizing small events as well as creating and maintaining content for various platforms. The ideal candidate will help ensure the smooth operation of our fellowship programs while providing excellent support to both learners and program directors. This is a temporary and hybrid role 2-3 days per week on-site. The Divisions are a growing team, including long-tenured faculty, staff, and leadership. The divisions' activities reach all parts of the mission: patient care, education, and research. The AA2 will have a great deal of exposure to all of these areas and will be communicating with a broad range of individuals at the executive level, both internally and externally. Within the Divisions, there is a strong operations team of about 26 people. We are a supportive group that prioritizes well-being, with many team events and opportunities for professional development and personal growth. We value balancing home and work life. We foster an environment that leads to fulfilling and rewarding careers at Stanford University for all staff. The AA2 will also be part of the Department of Pediatrics, the second-largest Department in the School. The Department hosts many events and training opportunities and is a place where staff are nurtured. Duties Include: Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays. Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Process and monitor routine financial transactions, which may include researching and resolving discrepancies. Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves. May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training. Maintain approved content on websites. May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support. May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness. * Other duties may also be assigned ~ All members of the Department of Pediatrics are engaged in continuous learning and improvement to foster a culture where diversity, equity, inclusion, and justice are central to all aspects of our work. The Department collectively and publicly commits to continuously promoting anti-racism and equity through its policies, programs, and practices at all levels. ~ EDUCATION & EXPERIENCE (REQUIRED): High school diploma and three years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS & ABILITIES (REQUIRED): Proficient computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing routine tasks. Strong organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize and multi-task. PHYSICAL REQUIREMENTS*: Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. Stanford University provides pay ranges representing its good faith estimate of what the University reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. The pay range for this position working in the California Bay area is $35 - $40/ hour.

IN SAN JOSE, CA W2 CONTRACT ONLY Title: Administrative Assistant Max PAY Rate: $36/hr Duration: 6-8 months Job Description: Seeking the best and brightest candidate who values professional relationships complimented by creativity and team-work. Further, the right candidate will have demonstrated progressive success as an Administrative Assistant supporting dynamic, Engineering senior-level executives in a fast-paced, high-tech environment. The Administrative Assistant must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities with a great attitude and sense of humor. Must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to exercise discretion, independent judgment and capable of analyzing and solving complex and abstract requests. This position is expected to involve a high degree of confidentiality, sensitivity, creativity, latitude, flexibility, and availability for effective and efficient performance for support required. Major Duties and Responsibilities: Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executives and organizations to optimize their time and take a proactive role to anticipate, identify and initiate/facilitate thoughtful solutions and recommendations. Manage and maintain highly complex and changing calendars, schedule appointments/internal and external meetings, travel, and organizational functions; as well prepare flawless communication materials on behalf of internal and external customers. Use political savvy and sophistication to filter through and facilitate actionable items. Key liaison for the group and on-the-job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community, and political representatives. Work closely with executives, administrative staff, employees, and teams creating and maintaining working relationships. Anticipates and/or identifies needs and issues within the organization and proactively initiates and/or facilitates solutions. Compile, prepare expense reports, process purchase requisitions and invoices, reconcile corporate credit cards, and may assist in gathering and understanding budget details. Screens all incoming correspondence and determines if executive action is needed. May initiate and facilitate meetings, take meeting minutes, and manage action items. May arrange and plan programs and small events for meetings and entertainment of visitors. May perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature. Provide web research as needed. May draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, and reports. Review outgoing correspondence for accuracy, format consistency, signatures, and conformance with executive procedures. Performs other functions such as organizing and filing confidential files and records systems of the organization, preparation of recurring internal reports, maintaining contacts/customer database,etc. Demonstrates a broad company knowledge which includes corporate policies and procedures, organizational structure, business strategies, corporate goals, products, services, customers, and competitors. Play an active role in creating a safe and healthy workplace and comply with all applicable safety and health rules. Provide partnership administrative support and cross-coverage Sales Administrative team and staff, as necessary. Other duties as required. Required Profile - Education, Experience: Preferred 2+ years of continual experience supporting multiple Vice Presidents and above with at least one year working within a highly demanding fast-paced oriented environment. Exceptional calendar management skills. Exceptional communication skills, verbal and written. High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management; being highly proactive and intuitive, detailed oriented, self-motivated, adaptive, and creative. Proven skills analytically with abstract problem-solving. Exceptional professionalism, soft-skills and being a team player. High level of work ethics, integrity, confidentiality, and flexibility. Advanced level MS Office Suite (Word, Excel, PowerPoint, Outlook, Project Google Drive). Must be highly reliable, flexible and dependable with time management to be able and available to come to work early and/or stay late with minimal notice. Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, Safety. Preferred/Assets profile - Skills, Experience, Education: Experience assisting within Engineering organization. Experience in a highly demanding fast-paced start-up environment. Experience in working with a diverse multicultural environment. Must be reliable and work independently. Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines, and organizational structure. Key Competencies for Success: Trusted Admin Business Partner/Understand Business Preferences and Priorities: Trusted confidant to provide exceptional services, resources, and creative solutions to executive leaders, stakeholders, and other key business partners. Communications and Business Relationships: Partner and collaborate with stakeholders and knowledge of the business, leadership, organizational structure, and employee base. Time Management, Prioritization, and Productivity: Plan and manage calendars, ensuring internal/external meetings are effectively scheduled, and resolve conflicts. Recognize, acknowledge, follow-up and follow-through - manage inquiries quickly, proactively, intuitively and follow through for successful completion in an efficient and responsive timely manner. Deliver w/Quality & Accuracy: Organization, attention to detail, customer service with excellence, and clear written/oral communications. Travel Management: Liaise with executives and stakeholders to plan and manage travel. Demonstrate planning and organizational skills to ensure efficient and productive business trips. Finance Management: Knowledge and understanding of expense reporting, procurement tools, and business policies and procedures. Event Management: Plan and execute meetings and events. Innovation: Recognize operational weaknesses and help resolve, sharpen processes, and/or develop new ideas. Scope: Knowledge / Skill: As a skilled specialist, contributes to the development of concepts and techniques. Completes complex tasks creatively, efficiently, and effectively. Job Complexity: Works on moderate to complex assignments requiring considerable judgment, takes initiation to anticipates general day-today support. Understands implications and scopes of work where analysis of situations or data requires a review of a variety of factors to make recommendations for solutions to meet deadlines and expectations for requests. Exercises judgment within defined procedures and practices to determine appropriate action. Builds productive internal/external working relationships. Supervision: Self-starter, normally receives general instructions to determine methods and procedures on new assignments. May receive detailed instructions on new projects or assignments. Experience: Typically requires a minimum of 2 years of related experience; supporting multiple VP levels and above in a fast-paced working environment. DeWinter Group and Maris Consulting is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We post pay scales which are based on our client pay ranges. DeWinter, Maris, and our clients have the right to modify the requirements of the role which can impact the pay ranges posted.

About CATL CATL invites you to continue our legend of green energy! CATL is a World Fortune 300 Company, a global leader who provides premier EV battery and energy storage battery for the world. CATL's EV battery consumption volume has ranked No.1 in the world for seven consecutive years and global energy storage battery shipment has also ranked No.1 for two consecutive years. We're seeking a diligent, respectful, caring, and internationally minded Office Manager/Administrative Assistant to join our San Jose/Milpitas office. This role is perfect for candidates local to the San Jose area who are looking to start or advance their career in a dynamic, global company. We welcome applicants at all levels, including recent graduates. Responsibilities: Manage front desk duties, including receiving customers and global colleagues Oversee contracts with contractors for services such as cleaning and security Maintain general upkeep of an office of 20+ people, including inventory management Organize internal workshops and prepare for customer meetings Organize trade shows and conferences Assist a team of sales, Project management, product engineering Communicate with administrative leadership to complete internal processes Handle miscellaneous office tasks as needed. Requirements: Undergraduate degree or higher. Mandarin Chinese language is plus. Relevant administrative/executive assistance/office management experience preferred. Whether you're starting at an entry or mid-level position, you'll have the opportunity to develop into roles such as Sales, Project Management, or even technical positions in the renewable industry. This is a long-term career opportunity with significant potential for anyone interested in the renewable energy sector.

Job Title: Administrative Assistant Client & ID: Fortune 5 Comany-36081226 Duration: 6 months (poss. ext) Pay Rate: $30.67/hr.w2 This position involves providing administrative support to senior leader within the people organization. The successful candidate will have a collaborative and customer focused approach, be exceptionally well-organized, able to effectively multi-task, prioritize, take initiative, and bring breadth of knowledge in the retail and people business to add value in project development. Key Qualifications Highly motivated and must enjoy fast paced environment; ability to switch gears quickly Excellent communication skills-verbal and written involving high level communications with internal and external contacts Ability to prioritize workload proactively and expeditiously Detail oriented and highly organized, excellent follow through Strong business acumen and understanding of how organizations work Requires ability to interact with senior level leaders with tact, diplomacy, discretion Proven creative problem solving history, ability to work well collaboratively and under pressure Demonstrated ability to take initiative, anticipate needs and exercise independent/sound judgment Fluency in Pages, Numbers, Keynote, Mac platforms, Microsoft Office, Microsoft Excel Positive attitude, team player and a great sense of humor Description Administrative Function Managing daily calendars, showing flexibility and problem solving abilities to adjust or prioritize schedules due to last minute changes or prep. Schedule large meetings internally and with cross functional partners Arrange and coordinate travel, accommodations and trip logistics including help with travel documents. Process expense reports in timely fashion; manage travel requests Manage conference rooms; maintain common areas Main point of contact for all things building related, work closely with Facilities Manager Develop an understanding of the organizations operations, culture, policies and procedures Handle and maintain highly confidential and sensitive information Education BA/BS or equivalent experience preferred, 5-7 years experience supporting senior level management Thank you,

Our client, a confidential UHNWI is seeking an experienced Personal Assistant to support a wonderful family and team. Personal Assistant to Private Family Compensation: $100,000-$150,000 per year + competitive benefits Reports To: Principal of the Household About the Family: We are seeking a highly professional and discreet Personal Assistant to support a private, well-established family based in San Mateo. This confidential role requires an individual who is motivated, adaptable, and experienced in assisting high-net-worth individuals (UHNWI). The successful candidate will provide comprehensive personal and household support while maintaining the utmost discretion and confidentiality. Key Responsibilities: Executive & Personal Support: Manage complex calendars, scheduling appointments, and coordinating personal and professional commitments for family members. Arrange and oversee both domestic and international travel logistics, including flights, accommodations, ground transportation, and detailed itineraries. Handle personal errands, including shopping, gift purchasing, and coordinating household services. Household & Event Coordination: Liaise with household staff and external vendors to ensure seamless daily operations (e.g., maintenance, housekeeping, landscaping). Plan, coordinate, and execute private family events, gatherings, and occasional larger social functions. Oversee coordination of household projects (e.g., renovations, repairs), ensuring timely completion and budget adherence. Communication & Liaison: Serve as the primary point of contact for family-related communications (phone, email, mail). Act as liaison between the family and external parties (business associates, legal and financial advisors, personal service providers). Maintain comprehensive contact lists and manage confidential information. Administrative & Financial Tasks: Prepare, review, and submit expense reports, track invoices, and coordinate bill payments. Monitor household budgets, track expenditures, and assist with financial planning for family-related activities. Organize and maintain both digital and physical files, ensuring up-to-date documentation and easy retrieval. Special Projects & Ad-hoc Tasks: Support special requests and projects as needed, ranging from research and gift sourcing to coordinating children's extracurricular activities. Assist with personal and professional correspondence, including drafting letters, emails, and press queries when requested. Qualifications: Experience & Background: Minimum of 3-5+ years of experience as a Personal Assistant or similar role supporting high-profile individuals or families. Familiarity with luxury household and lifestyle management, demonstrating refined service standards. Proven track record of handling confidential information with the highest level of discretion. Skills & Abilities: Exceptional organizational and multitasking skills, with keen attention to detail. Strong interpersonal and communication skills, both verbal and written. Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new software/tools. Excellent problem-solving skills, with the ability to anticipate needs and proactively address challenges. Flexible and adaptable, with a “can-do” attitude and willingness to work varied hours (including evenings and weekends) as required. Personal Attributes: High emotional intelligence, cultural sensitivity, and the ability to build trusting relationships. Discreet, professional demeanor with impeccable integrity. Valid driver's license, clean driving record, and willingness to drive family vehicles if needed. Willingness to undergo background checks and adhere to all privacy and security protocols. Benefits: Competitive salary within the specified range. Health, dental, and vision insurance. Paid time off and holidays. Retirement plan options. Professional development opportunities. A congenial work environment supporting a stable, respected family. Please submit your resume for consideration! We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. California applicants, please view our Privacy Notice here: ************************************************************

We are seeking a proactive and highly organized Admin Assistant to support the CEO in day-to-day operations, high-priority projects, and strategic initiatives. This role demands exceptional attention to detail, excellent communication skills, and the ability to manage a wide array of administrative and operational tasks with discretion and efficiency. You'll be a key partner in helping the CEO stay focused, organized, and responsive in a fast-moving environment. Key Responsibilities Calendar & Inbox Management Manage the CEO's inbox and calendar, prioritize time-sensitive requests, schedule internal and external meetings, and coordinate travel arrangements with precision and confidentiality. Interview Coordination Organize and schedule candidate interviews, communicate with applicants, and liaise with hiring managers to ensure a smooth and timely recruitment process. Billing & Payment Support Track invoices, prepare billing summaries, process vendor payments, and assist with payment follow-ups and reporting using basic accounting or billing tools. Document & Presentation Support Draft, edit, and proofread proposals, slide decks, memos, and internal documentation. Ensure all materials are polished, accurate, and ready for review or presentation. Client & Vendor Communication Respond to general inquiries, coordinate follow-ups, and maintain positive communication with clients, consultants, and vendors on behalf of the CEO. Sales and Marketing Provide flexible support across departments-including sales, marketing, recruiting, and operations-based on shifting priorities in a startup environment. Requirements Experience: 2-5 years in an executive assistant, office management, or administrative role-preferably in a startup, small business, or consulting firm. Experience in recruiting, billing, or customer-facing roles is a plus. Education: High school diploma required; Associate's or Bachelor's degree preferred. Skills: Highly organized with excellent time management Strong written and verbal communication Proficient in Microsoft Office and Google Workspace Able to manage competing priorities independently Familiar with basic accounting, invoicing, or billing tools Preferred Qualifications Experience using Calendly, Smartsheet, or other scheduling/project tools Familiarity with billing or accounting systems (e.g., QuickBooks, Deel or Bill.com) Background in recruiting coordination or HR administration Comfortable working in a distributed, fast-paced environment Travel Requirements This role would require occasional travel to event and conferences

Position Overview: Salud en tu Plato/Community Rx is a nutrition education and diet immersion program that supports participants to reclaim their health through the power of a whole food plant-based diet. The Program and Administrative Assistant is responsible for assisting with various of the program. This includes volunteer recruitment and management, community outreach, translations, enrollment, program implementation, administrative tasks, and support for current and past program participants. The Program and Administrative Assistant works under the direction of the Program Coordinator and Executive Director. Duties: The following list of duties is meant to be illustrative but is not necessarily inclusive of all possible job functions. It is understood that the Program and Administrative Assistant will personally execute many of these functions and will also delegate as appropriate and possible. Duties include, but are not necessarily limited to: General Responsibilities Familiarizes self with the Salud en tu Plato/Community Rx program and Eat for the Earth's specific variations for our target populations. Develops working relationships with current and new program staff and volunteers. Collaborates with Program Coordinator to develop plans for and implement volunteer recruitment, orientation, and placement. Assists with outreach, program enrollment and implementation, and follow-up with participants. Familiarizes self with Eat for the Earth's data management systems. Manages data, for example entering data and exporting reports.. Ensures communications with partners, staff, volunteers, and participants are handled in an effective and timely manner. Works in a culturally respectful and responsive manner. Volunteers Recruits volunteers to take on various roles, including biometric testing, ushering, food preparation and service, and outreach. Orients, trains, and places volunteers, including developing a bilingual pool of program mentors. Establish collegial, supportive relationships with volunteers. Develops and implements consistent volunteer appreciation practices. Community Outreach, Promotions, and Enrollment Develops relationships with community members, leaders, and others to spread awareness of our agency, the Salud en tu Plato/Community Rx program, and the capacity of plant-based diets to prevent and reverse chronic disease. Participates in community events such as festivals and forums that provide opportunities for outreach. Assists in scheduling and implementation of additional outreach activities such as food samplings, talks to organizations and community groups, and food preparation demos. Assists with enrollment. Participant Interface and Program Implementation In collaboration with Program Coordinator and Executive Director, explore the possibility of developing and implementing a mentorship program. Assists with timely, clear, and welcoming communication in both English and Spanish with participants, volunteers, and salient others. Contributes to the smooth implementation of the program. Collaborates with Program Coordinator and Executive Director to develop and implement methods for ongoing support for graduates of the Salud en tu Plato/Community Rx program. Data Collection, Program Improvement, and Reporting Learns and gains competency in current data collection systems for the program. Enters data such as participant demographic, contact info, and test results into our systems. Generates data reports as requested and helps to ready data for presentation and reports to stakeholders. Works with Program Coordinator and Executive Director to ensure ongoing improvement and quality control, including incorporating input from participants, volunteers, and partners. Organizational Culture, Commitments, and Practices Familiarizes self with organizational culture, commitments, and practices. Assists in ensuring that Salud en tu Plato/Community Rx program communications and implementation conform to organizational parameters. Communicate organizational culture, commitments, and practices to volunteers as needed. Gently challenge internal discrepancies to support the health and integrity of the organization. Additional Duties: Additional duties include but are not limited to the following: Provides general information to community members and makes referrals as appropriate. Provides support to events and projects. Makes copies, collates, and staples materials as needed. Orders supplies and/or makes purchases. Contributes to organizational presence in the community, communications with elected officials and funders, and development of organizational plans. Helps with translations of organizational website, promotions, and activities. Knowledge, Experience, and Skills: The ideal candidate for this position will have the following knowledge, experience, and skills: Bilingual, biliterate, and bicultural in English and Spanish required. Familiarity with various Latino/a/x populations in Santa Cruz County Knowledge about the health benefits of plant-based diets Familiarization with organizational mission Effective written and oral communication skills Sensitivity towards, respect for, and understanding of cultural differences Experience working with diverse individuals and groups with varying backgrounds, skills, and expectations Experience working on teams Awareness of community organizations working on related issues Flexibility, ability to manage multiple tasks, good time management, resourcefulness Ability to share information in a way that is concise, articulate, and thorough Computer literate Experience and/or skills in the following areas or be willing to learn: program implementation, outreach and promotions, collaboration, and education Ability to prioritize Preferred: Already following a plant-based diet or interested in adopting one Special Requirements: Willingness to work irregular hours, participate in events and meetings in the evenings and on weekends, and travel as necessary Hours: This position is 20 hours per week.

✨ Litigation Legal Secretary | $90K-$120K | Hybrid Schedule | San Francisco ✨ Are you an experienced Litigation Legal Secretary looking for a new role that actually values work-life balance? How about a firm with a reputation for longevity, mentorship, and genuinely nice people? We're partnering with a highly respected mid-sized law firm based in the heart of San Francisco's Financial District to find their next key team member. With a hybrid schedule (just two days a week in-office, three days remote), stellar benefits, and a history of long-tenured employees, this is the kind of opportunity that doesn't come around often. 💼 What You'll Be Doing: You'll be the right hand to a busy Litigation Partner and a few Associates-keeping cases moving, clients updated, and deadlines in check. Your days will include: Drafting, formatting, and editing legal documents, correspondence, and filings Managing court filings (including e-filing in both State & Federal courts) Coordinating calendars, depositions, client meetings, and calls Time entry and billing support Helping open and close matters with internal teams (records, conflicts, etc.) 🔍 What They're Looking For: 5-7 years of experience in commercial litigation support Pro at court rules, procedures, and calendaring Confident handling e-filings independently Known for being organized, detail-oriented, and a team player Solid writing and communication skills Bonus points if you've supported Corporate attorneys too! 💡 Why This Firm? Work-life balance: Only 2 days in-office Great culture: Supportive, low-drama environment where people stay for years Competitive pay: $90,000-$120,000 DOE Excellent benefits including healthcare, 401(k), generous PTO, and more ✨ Let's Talk! If you're ready for a new role where your experience is truly appreciated-and where you won't be chained to a desk five days a week-this could be your perfect fit. Apply today 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 an experienced and highly motivated Executive Administrative Assistant to provide proactive and professional support to a senior leader within our People Organization. This individual will be instrumental in driving efficiency through expert calendar and travel management, project coordination, and high-level communication. The ideal candidate thrives in a fast-paced environment, demonstrates sound judgment, and brings a collaborative, customer-focused mindset with strong retail and HR business knowledge. Responsibilities: Manage complex calendars with an eye for priorities and flexibility. Coordinate internal and external meetings, including large-scale sessions and cross-functional events. Arrange travel logistics, including booking, accommodations, and document preparation. Prepare and submit timely expense reports and travel requests. Serve as primary liaison for building-related matters; collaborate closely with Facilities Manager. Maintain conference rooms and common areas to ensure readiness and professionalism. Develop an in-depth understanding of organizational structure, culture, and processes. Handle confidential and sensitive information with the utmost integrity and care. Requirements: BA/BS degree preferred or equivalent work experience. 5-7 years of experience supporting senior-level management. Highly motivated with the ability to manage shifting priorities in a fast-paced environment. Excellent verbal and written communication skills with experience communicating with internal and external stakeholders at all levels. Strong organizational skills with exceptional attention to detail and follow-through. Ability to proactively manage workload, multitask, and meet deadlines. Strong business acumen with a keen understanding of organizational dynamics. Proven creative problem-solver who excels both independently and as a team collaborator. Tech-savvy with fluency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, OneNote) and other platforms (Pages, Numbers, Keynote, etc.). Positive attitude, flexible mindset, and a sense of humor are a must. Benefits that Russell Tobin offers: Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance, and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.

Since 2005, Da Vinci Marble has been helping homeowners, designers, architects, and contractors create inspired interiors and exteriors with its hand-curated selection of stone and tile. Da Vinci Marble is searching for a full-time, in house, high-energy Stone & Tile Design Assistant who will support our Design Team with their accounts and projects in our showroom in San Carlos. Responsibilities Learn product lines and specifications by gaining a working knowledge of all our vendor offerings Provide product information as needed, including samples, tear sheets, and product literature Become familiar with showroom layout, wall displays and floor pads to aid in material sourcing Learn and familiarize yourself with internal systems and be able to create quotes, invoices, and handle merchandise returns Work in line with our inventory control procedures Support Designers with their accounts by attending client meetings, following up on open items, handling requests (such as photos of materials, pricing, availability, and lead times) while ensuring great customer service Update CRM with necessary project information Develop strong working relationships between supporting departments to work toward common goals Qualifications Minimum of two years experience in residential design and/or a high end, high-touch retail environment with demonstrated success in customer service Knowledge of kitchen and bath design is a plus Degree in interior design is a plus Proficient in Microsoft Office Previous knowledge of CRM platform preferred Excellent verbal and written communication skills Strives in a fast-paced high production environment with ability to work independently and prioritize tasks Ability to lift and maneuver up to 30 pounds Pay range and compensation package - We offer a competitive compensation package, health & wellness benefits (medical, dental, vision, 401k, and variety of voluntary benefits including legal assistance, short/long- term disability, accident, hospital indemnity and more. Job Type: Full-time On Site

Process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. Oversee and/or perform duties associated with office-wide scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget. Plan and schedule calendar(s) for OCRO senior staff with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Act on behalf of the supervisor to establish priorities and identify and resolve problems that are administrative in nature. Respond to inquiries and determine and take appropriate action as required. Perform office duties including, but not limited to, handling of incoming and outgoing mail, issuing memos and reports, managing access to digital and paper files, and monitoring and ordering office supplies. Compose and draft documents and correspondence for presentations, handouts, conferences, seminars, and reports. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Create complex reports and spreadsheets which may utilize specialized software and systems. Coordinate and monitor routine maintenance services completion. Top 3 requirements to hire: (1) financial systems experience/knowledge of, (2) financial transactions experience (processing transactions related to POs, expense reimbursements, purchase card verification), and (3) complex meeting scheduling.

📌 Job Title: Office Assistant (Long-Term Contract) 🕒 Schedule: Monday - Thursday, 6:00 AM - 4:30 PM 📅 Contract Type: Long-Term Contract 💼 Department: Low Income Housing We are seeking a highly organized and reliable Office Assistant for a long-term contract role supporting daily administrative operations in a fast-paced environment. This is an excellent opportunity for a detail-oriented individual who thrives in early shifts and enjoys being a critical support resource to a collaborative team. Key Responsibilities: Greet and assist visitors, employees, and vendors professionally and efficiently Answer, screen, and direct incoming phone calls and emails Maintain and update records, logs, and filing systems (physical and digital) Process purchase orders, invoices, and internal forms accurately Schedule appointments and coordinate meetings as needed Support document preparation, data entry, and basic reporting tasks Maintain office supplies and breakroom inventory Perform other administrative tasks as assigned by the supervisor Qualifications: 2+ years of administrative or office support experience Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Strong organizational and time-management skills Excellent written and verbal communication abilities Ability to maintain confidentiality and professionalism 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.

Come join our creative team shaping cities across California! ABOUT US Dyett & Bhatia is a leading urban planning consulting firm, based in Oakland, spearheading long-range planning projects that address the key challenges of our time, across California and beyond. Sustainable placemaking is at the core of what we do, and environmental justice, public health, and climate resilience are principal considerations in our work. See ********************** to find out more about us. POSITION AND RESPONSIBILITIES This position carries primary responsibility of preparing high quality, polished documents (often several hundred pages long) using Adobe InDesign and Microsoft Word, and supporting planners in preparing display boards, surveys, and other community outreach materials. The position also involves a variety of tasks such as maintaining project websites; preparing presentations, meeting notes, and short reports; and general project and office organization. The ideal candidate will bring strong expertise in InDesign and Microsoft Office, have excellent writing/editing and verbal communication skills, a keen attention to detail, able to work efficiently and meet deadlines, and interest and background in urban planning. Responsibilities would include: Prepare and coordinate documents with high level of graphic, mapping, and photographic content, working with planners and cartographers. Maintain versions, ensure quality control, proof and edit (approx. 50-60% time) Provide support for planning projects - prepare PowerPoint presentations, charts and graphs using Excel, transcribe meeting notes, write survey reports and short sections of planning documents, assist with public workshops (virtual and in-person), schedule and manage virtual meetings through Zoom, organize materials, gather data, prepare graphics (approximately 20-30% time) Assist with project websites setup and upkeep (approximately 10% time) Administrative support (approximately 10-15% time) This is a hybrid WFH/office position. Successful candidate will need to be based in or willing to relocate to the Bay Area. QUALIFICATIONS, SKILLS, AND EXPERIENCE Candidates must have a BA in a related field and relevant prior work experience. Please also submit a graphic design portfolio of work that showcases your creativity, conceptual thinking, and experience designing print materials. Writing samples are also welcome. Required Skills Strong expertise in InDesign and MS Word; expertise in other Adobe CS software (Illustrator, Acrobat) Excellent copy-editing, grammar, and verbal communication skills. Excellent command of written and spoken English Strong graphic design skills including knowledge of page layout, information design, typography, UI design, and document printing Strong interpersonal and communication skills to work with different levels of staff and clients Ability to take initiative, “can do” attitude, and commitment to meeting deadlines An eye for content inconsistencies and keen attention to detail Desirable Skills Ability to create visually-compelling materials that represent complex data and information graphically in ways that are easily understood by a variety of audiences Expertise in Excel, PowerPoint, ArcGIS, and SketchUp Web design experience using WIX, Squarespace, Word Press or similar platform Interest and background in urban planning SALARY AND BENEFITS Expected starting salary range $63,000 per year (recent BA) to $65,000 per (1-2 yrs. post BA experience), inclusive of bonus and allowances, plus additional benefits. Benefits include paid vacation and sick leave, health and disability insurance, retirement plan match, and professional development allowance. HOW TO APPLY Please email resume and work samples (in PDF) to ***********************.