Assistant Jobs in San Mateo, CA

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.

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

Sideman & Bancroft LLP is seeking a highly organized and detail-oriented Litigation Secretary with some paralegal knowledge and 3-5 years of experience to join our dynamic team. The ideal candidate will provide comprehensive administrative and secretarial support to our attorneys while also utilizing their paralegal skills to assist with case management and preparation. This is an excellent opportunity for a motivated individual to contribute significantly to a thriving legal practice. Responsibilities: Provide advanced administrative and secretarial support to litigation attorneys. Prepare, format, and proofread legal documents, including pleadings, motions, briefs, correspondence, and discovery materials with accuracy and efficiency. Manage and organize case files, both electronically and in hard copy, ensuring efficient retrieval and maintenance. Maintain attorney calendars, schedule meetings, depositions, court appearances, and deadlines, and make necessary arrangements. Coordinate travel arrangements for attorneys as needed. Answer and direct phone calls, take accurate messages, and manage incoming and outgoing mail and email. Maintain strict client confidentiality and handle sensitive information with professionalism and discretion. Assist with the preparation and service of legal documents. Conduct basic legal research under the direction of attorneys. Organize and maintain exhibits, trial binders, and other trial-related materials. Liaise professionally with clients, court personnel, opposing counsel, and other external parties. Assist with electronic filing (e-filing) procedures in state and federal courts. Perform other administrative and paralegal duties as assigned to support the litigation team. Qualifications: Minimum of 3-5 years of experience working as a Litigation Secretary or Legal Secretary with paralegal responsibilities. Proven experience in a litigation-focused legal environment is highly preferred. Strong understanding of legal terminology, court procedures, and document formatting. Excellent organizational, time management, and prioritization skills with the ability to manage multiple tasks and meet deadlines. Exceptional attention to detail and accuracy. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems. Experience with e-filing procedures in state and federal courts is a plus. Excellent written and verbal communication skills. Ability to work independently and as part of a team. Professional demeanor and strong work ethic. Compensation and Benefits: The salary range for this position is $75,000 - $80,000 annually, commensurate with experience and qualifications. We offer a comprehensive benefits package, including: Health Insurance Plan(s) Dental Insurance Vision Insurance Paid Time Off (PTO) and paid holidays 401(k) retirement plan Life Insurance Disability Insurance (Short-term and Long-term) Professional development opportunities To Apply: Interested candidates please submit resume and cover letter to *******************. Please include "Litigation Secretary Application" in the subject line. We look forward to hearing from you.

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 prestigious law firm is seeking a Litigation Legal Secretary to provide high-level support to attorneys and ensure seamless case management. This role is ideal for a detail-oriented and proactive professional who thrives in a collaborative, fast-paced environment. What You'll Do: ✔ Maintain a strong physical presence to foster collaboration and efficiency ✔ Prepare, proofread, and redline complex legal documents and correspondence ✔ E-file pleadings in accordance with local and judge-specific rules ✔ Manage client materials using a document management system ✔ Oversee billing, expense processing, and matter management ✔ Assist attorneys with scheduling, client presentations, and administrative functions ✔ Coordinate with firm-wide departments to ensure smooth workflow ✔ Work overtime as needed and adapt to a variety of legal projects What You Bring: ✅ 3-5 years of litigation legal secretarial or related experience ✅ Strong knowledge of court procedures, filings, and litigation best practices ✅ Advanced proficiency in MS Office (Word, Outlook, Excel, PowerPoint) ✅ Experience with document management and legal billing systems ✅ Exceptional organizational, communication, and multitasking skills ✅ Ability to work independently, meet deadlines, and handle confidential matters Why Join? 💼 Work in a respected, collaborative law firm environment 📈 Gain exposure to high-profile litigation cases ⏳ Opportunity to expand your skills and career growth This is a full-time, in-office role for a self-motivated professional ready to contribute to a dynamic legal team.

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.

Our client, a leading commercial real estate management and development company with a Class A portfolio committed to sustainability and diversity needs a strong multitasking Administrative Coordinator for a multi-tenant property with active facilities and space management. 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 $27 - $30/hr

A financial services firm in California is currently seeking a versatile and hardworking professional to join their growing team as an Administrative Assistant. In this role, the Administrative Assistant will be responsible for providing high quality office support to Portfolio Management, such as Senior VP's, Portfolio Managers, and Research Analysts. About the Opportunity: Schedule: Monday to Friday Hours: 6:30am to 3pm or 7am to 3:30pm Setting: Onsite Responsibilities: Assist with event /project planning and coordination Answer phone calls from your support team, colleagues, outside sales, etc. Manage incoming and outgoing mail, packages, and deliveries Schedule and coordinate meetings, conferences, events for multiple staff members. Maintain office supply inventory and order when necessary Assist with monthly / quarterly reports Help occasionally with yearly projects, such as on-campus recruiting Assist with New Hire set-up Perform other duties, as needed Qualifications: 2+ years of Corporate Administrative experience Computer savvy Microsoft Office (Excel, Outlook, Word, etc.) Solid problem solving and time management skills Exceptional phone etiquette Great interpersonal skills Excellent communication skills (written and verbal) Strong attention to detail Highly organized Desired Skills: Experience in an Admin Group setting Previous experience in a Financial Services setting Working knowledge of SharePoint Experience with Audio/Visual equipment

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

Varlack Legal Services is a full-service law firm based in Hayward, California. We are committed to providing personalized legal services to clients in areas such as civil litigation, criminal defense, consumer protection, and personal injury. Our attorneys are accessible and dedicated to achieving the best results for our clients. Varlack Legal Services offers 24/7 accessibility for consultations and emergencies, ensuring that clients always have the support they need. Role Description This is a full-time on-site role for an Assistant at Varlack Legal Services located in Hayward, CA. The Assistant will be responsible for various administrative and legal support tasks including managing communication with clients, scheduling appointments, organizing case files, assisting attorneys with document preparation, and maintaining office supplies. The Assistant will also handle correspondence, data entry, and other tasks to ensure efficient office operations. Qualifications Excellent communication and interpersonal skills Strong organizational and multitasking abilities Proficiency in Microsoft Office Suite and legal research software Basic knowledge of legal terminology and procedures Attention to detail and accuracy in document handling Ability to work independently and in a team environment Experience in a legal setting is a plus college degree; additional qualifications as an administrative assistant or legal assistant preferred

Job Title: Temp Administrative Assistant Pay Rate: $50-$55/hr Type: Contract (6 months, potential to extend) Schedule: Hybrid - On-site 3-4 days/week About the Role A leading investment firm is seeking a Temporary Administrative Assistant to support four professionals within their infrastructure team. This role requires travel between offices in Menlo Park and San Francisco, with set on-site days each week. It's a great opportunity to join a high-performing team in a fast-paced, mission-driven environment. Responsibilities Calendar management and meeting coordination Book and manage domestic travel arrangements Organize internal events and off-site meetings Process and track expense reports Order and coordinate team meals with attention to dietary needs Handle confidential communications with discretion Maintain accurate records and update systems like Salesforce Support a wide range of administrative and operational tasks Requirements 3+ years of experience in a high-level administrative support role Strong communication, organization, and problem-solving skills Ability to manage multiple priorities with professionalism Proficient in Google Workspace, Microsoft Office, Zoom, and Salesforce Experience with travel planning, expense processing, and event coordination Comfortable with a hybrid schedule and commuting to both Menlo Park and San Francisco Please Note: Due to the office locations, candidates must be able to commute regularly to Menlo Park and San Francisco. Commuting from Walnut Creek or Oakland is not feasible for this role.

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

The Administrative Associate 2 will play a vital role in supporting The Division of Pain Medicine by processing human subject payments, processing orders and invoices, tracking and following up on payments, and coordinating travel arrangements. This position requires strong organizational skills, attention to detail, and effective communication abilities to ensure smooth operations within the research environment. Key Responsibilities: • Human Subject Payments: o Processing payments to human subjects participating in research studies, ensuring compliance with institutional and departmental policies and ethical guidelines. o Maintain accurate and confidential records of participant payments and related documentation. • Order Processing: o Process and track orders for research supplies and materials, ensuring timely procurement and adherence to budgetary constraints. o Collaborate with vendors and internal departments to resolve any issues related to orders. • Invoice Management: o Review, process, and track invoices related to research activities, ensuring accuracy and timely payment. o Work closely with the finance administrative lead to reconcile discrepancies and maintain organized financial records. • Follow-Up and Tracking: o Monitor the status of orders and payments, providing regular updates to the finance admin lead and addressing any delays or issues. o Adhere to current tracking systems to ensure timely follow-up on outstanding payments and orders. • Travel Arrangements: o Coordinate travel logistics for research team members, including booking flights, accommodations, and transportation in accordance with university policies.

Temporary Litigation Secretary - Palo Alto, CA (On-Site) Hourly Rate: $32-$38/hour DOE Schedule: Monday-Friday, 8:00 AM - 5:00 PM Duration: Through August (Leave of Absence Coverage) A reputable law firm in Palo Alto, CA is seeking an experienced Temporary Litigation Secretary to provide in-office support during a leave of absence. This is a full-time role with an immediate start and will continue through August. Key Requirements: Recent California litigation experience required Proficiency with litigation procedures, court filings, and calendaring Strong organizational skills and attention to detail Ability to work independently and support multiple attorneys Must be comfortable working on-site Monday through Friday Compensation: $32-$38/hour depending on experience If you or someone in your network is interested and meets the qualifications, please reach out to discuss further. 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.

A prestigious law firm is seeking a Litigation Legal Secretary to provide high-level support to attorneys and ensure seamless case management. This role is ideal for a detail-oriented and proactive professional who thrives in a collaborative, fast-paced environment. What You'll Do: ✔ Maintain a strong physical presence to foster collaboration and efficiency ✔ Prepare, proofread, and redline complex legal documents and correspondence ✔ E-file pleadings in accordance with local and judge-specific rules ✔ Manage client materials using a document management system ✔ Oversee billing, expense processing, and matter management ✔ Assist attorneys with scheduling, client presentations, and administrative functions ✔ Coordinate with firm-wide departments to ensure smooth workflow ✔ Work overtime as needed and adapt to a variety of legal projects What You Bring: ✅ 3-5 years of litigation legal secretarial or related experience ✅ Strong knowledge of court procedures, filings, and litigation best practices ✅ Advanced proficiency in MS Office (Word, Outlook, Excel, PowerPoint) ✅ Experience with document management and legal billing systems ✅ Exceptional organizational, communication, and multitasking skills ✅ Ability to work independently, meet deadlines, and handle confidential matters Why Join? 💼 Work in a respected, collaborative law firm environment 📈 Gain exposure to high-profile litigation cases ⏳ Opportunity to expand your skills and career growth This is a full-time, in-office role for a self-motivated professional ready to contribute to a dynamic legal team.

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

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

Litigation Legal Support Specialist - Palo Alto, CA (On-Site) Salary Range: $90,000 - $115,000/year DOE Schedule: Monday-Friday, 8:00 AM - 5:00 PM Employment Type: Full-Time, Permanent A prominent global law firm is seeking an experienced Litigation Legal Support Specialist to join its Palo Alto office. This role involves providing comprehensive legal and administrative support to attorneys in the Litigation and Transactional departments, ensuring efficient document processing and maintaining organized legal files. Key Responsibilities: Schedule court appearances, depositions, client meetings, and coordinate attorneys' travel arrangements. Prepare and format legal documents, including briefs, complaints, motions, and subpoenas. Coordinate multi-document filings in Federal, Circuit, and State courts, including e-filings. Maintain and organize legal files in both paper and electronic formats. Enter attorneys' time and assist with client billing processes. Communicate with clients, opposing counsel, courts, and internal team members. Attend team strategy meetings and assist with special projects as assigned. Qualifications: Bachelor's Degree or equivalent experience preferred. Minimum of 5 years of experience as a legal secretary in a business law practice with exposure to litigation. Proficiency in Microsoft Office Suite applications and document management systems. Knowledge of state and federal court filing procedures, including e-filings. Excellent organizational skills, attention to detail, and ability to manage time effectively. Strong interpersonal and communication skills, with a professional demeanor. Compensation & Benefits: Competitive salary ranging from $90,000 to $115,000, commensurate with experience. Comprehensive benefits package, including health insurance with optional HSA, dental and vision care, life insurance, short and long-term disability, 401(k) plan, flexible spending accounts, and employee assistance program. Additional voluntary programs including accident insurance, critical illness and cancer insurance, pet insurance, and commuter/transit programs. If you are a dedicated legal professional seeking a long-term opportunity within a respected law firm, we encourage you to apply. 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.

A premier probate litigation law firm is seeking a dynamic Probate Secretary to join their Los Angeles office. Who We Are Looking For? The ideal candidate is committed to excellence, enthusiastic, flexible, organized, detail-oriented, and a team player with strong interpersonal communication skills, should thrive in a fast-paced, evolving, litigation environment and must have legal experience supporting multiple individuals, an ability to prioritize, balance and communicate around competing needs, and accommodate changing structural and support requirements. Principal responsibilities include but are not limited to: all aspects of litigation support preparing and filing documents in court creating internal files filing, photocopying, scanning; faxing; mailing correspondence processing incoming and outgoing mail document management and organization drafting correspondence and legal forms analyze legal documents for accuracy and completeness; strong proof-reader greeting clients and other guests processing e-Filings maintaining attorneys' general calendar coordinating messengers and deliveries assisting attorneys with trial preparations and other clerical duties as they arise The right candidate should be welcoming, confident, patient, and compassionate. Experience in litigation is required. Knowledge of MS Word, Outlook, Excel, Adobe Acrobat Reader, MS Office is required. Knowledge of Smokeball is beneficial. What's In It For You? Competitive Pay and Benefits: We work hard to foster inclusivity and encourage everyone to bring their best, authentic selves to the office every day. In addition to competitive salaries and bonuses, we offer a variety of programs, reasonably flexible work hours and family-friendly benefits to all of our employees, including: Company paid retirement contributions Paid Medical, Dental and Vision Coverage Paid Basic life insurance and Short-Term Disability Paid Time Off, including sick and vacation time Paid Maternity and Paternity Leave Paid Parking Discretionary, performance-based bonuses