Office Assistant Jobs in Hillsborough, CA

A prestigious private equity firm located in the Presidio area is looking for a Personal/Office Assistant. The ideal candidate will be open to office support responsibilities while also being the personal support and in-office support for the firms co-founders. The ideal candidate will pay great attention to detail, be proactive, come with a low ego and have a no task too big or small mentality. This role is in-office Monday-Friday 8:30am-6pm, and this person needs some flexibility to come in early or stay late as needed. Responsibilities: *vendor management *onboarding/offboarding employees *ordering and keeping inventory of office and kitchen supplies *offer high level of support to co-founders *prepare, deliver meals to their offices and clean up when done *run personal errands (car appointments, restaurant reservations, etc) They are looking for someone who is excited to join a rapidly growing team and firm, and have an impact on the day to day operations of the office.

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 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

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

BAR is seeking a highly motivated, personable Administrative Assistant - Office Assistant. Reporting to our Controller, the Administrative Assistant - Office Assistant provides administrative assistance and general office assistance including word processing, contract tracking, credit card reconciliation, data entry, answering phones, greeting clients, visitors, vendors and employees, ordering supplies, food and hospitality needs, and other general administrative support as assigned. The role requires someone who is self-directed, organized, pro-active, responsive, patient, flexible, adaptable, and pays close attention to details. An individual in this role must have a non-reactive personality, be willing to take on relevant tasks on the fly, and after some months of experience be able to anticipate the needs of the varied audience with whom they interact each day. A consistent personable, welcoming, yet professional approach is essential, as is having the temperament to accept that many requests made of them will be last minute or spontaneous. The position is highly visible; energy and enthusiasm are required. An appreciation for design and the built environment is ideal. Essential Duties and Responsibilities - Administrative: Administrative project support for Project Managers, as assigned. Assist with contracts and contracts log. Monthly reconciliation of company credit cards for Principals Group. Update Client and vendor contact information, employee lists, seating charts, various content for company intranet and data entry as needed. Develop and maintain an understanding of projects, clients, project teams and consultants working with BAR. Knowledge of the organizational structure of BAR, the who's who and what's what. General Office: Review inventory and order supplies and food items as needed. Assist with conference room use. Coordinate catering for meetings, when requested. First point of contact with clients, consultants, and potential employees. Sort and deliver incoming mail. Check voicemail 3 times daily and forward messages to appropriate parties. Expected to develop connections with clients, consultants, vendors, BAR staff. Responsible for keeping reception area, conference rooms and kitchen organized, presentable and welcoming. Qualifications and Experience Desired: 1 year administrative assistant or office assistant experience, or transferable skills. Can confidently communicate with staff at all levels as well as interact with clients and consultants. Ability to manage competing priorities; highly organized, flexible and timely in work habits. Ability to work with different kinds of people with diplomacy and tact. Ability to keep composure and a positive attitude during stressful times/tight deadlines. Enthusiasm for your work and the work of the firm. Interest in providing support across multiple business functions: Admin, Facilities, Finance, IT, HR. Excellent verbal communication skills; active listener and avid note-taker. Basic business writing skills including awareness of appropriate style and tone. Show initiative in seeking or developing new projects or processes. Proficiency in Microsoft Word, Excel and Outlook. Experience with Zoom phone, chat, and video tools. Deltek Vision, Paylocity, Adobe CS experience a plus but not required. Able to work onsite; this is not a hybrid or remote position. Able to work on a computer and answer, screen, direct phone calls. Able to lift and carry up to 20 lbs. 4 year college education preferred, not required. At BAR Architects & Interiors our diverse practice has always had a singular focus - to create places that inspire and that stand the test of time while meeting each of our client's specific needs in unique ways. A 75+ person architecture, interiors and planning firm with offices in San Francisco and Los Angeles, we work across California and the world. Our studio environment combined with large firm resources fosters collaboration and encourages creative thinking while our size and diversity of practice offers broad opportunities for professional development. BAR has received over 200 Awards including a Firm Award from the AIA California Council and a Presidential Citation. We are committed to the well-being of our employees and offer a competitive benefits package that includes medical, dental, vision and life insurance, commuter benefits, short- and long-term disability, long-term care, 401k & Profit Sharing, and continuing education opportunities. Salary range for this position: $55,000.00 - $65,000.00. Interested applicants should send a compelling letter of interest, resume, salary expectations and references to ************** with subject line indicating: Administrative Assistant - Office Assistant . We look forward to hearing from you and exploring how your passion for design and your skills, experience and interests align with opportunities at BAR. BAR is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. No recruiters and no telephone calls, please.

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

Seeking a stellar legal secretary for a long standing and international law firm's Palo Alto office. Salary up to $125K ($64.80/hr), hybrid work (3 on site, 2 remote days), excellent culture & 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, in a litigation setting. Knowledge of legal terminology and procedures. Advanced computer and software application skills. Proficiency with Microsoft products, including Word, Outlook, Excel, and Power Point is required. Proficiency with FileSite document management is a plus. Proficiency with e-filing in federal and state courts is desired. Ability to proofread typed material for grammatical, typographical or spelling errors.

About the Company Our client is a long-standing venture capital firm that focuses on early-stage technology companies, particularly in the AI, enterprise, semiconductor, human health, and consumer sectors. They invest in both seed and early growth stages, and have a strong history of supporting successful companies, as evidenced by over 100 IPOs and 225+ acquisitions. Please note this is a temp to hire opportunity. Our client is seeking a polished, professional receptionist to help manage our receptionist desk. About the Role Responsibilities Greeting Visitors: Welcoming visitors, providing directions, and ensuring a positive first impression. Answering and Directing Phone Calls: Answering and transferring calls professionally, taking messages, and screening inquiries. Office Management: Maintaining the reception area, ordering supplies, and assisting with other administrative tasks. Providing helpful information to visitors and answering questions. Kitchen restocking and ordering supplies. Qualifications Bachelor Degree or Equivalent: A Bachelor degree or equivalent is typically required. Required Skills Communication Skills: Excellent verbal and written communication skills are essential. Customer Service Skills: Ability to provide friendly and professional service. Computer Skills: Proficiency with Microsoft Office Suite (Word, Excel, Outlook) is often required. Organization and Multitasking: Ability to manage multiple tasks simultaneously and maintain an organized work area. Attention to Detail: Accuracy in scheduling, record-keeping, and other tasks. Professionalism: Maintaining a positive and professional demeanor in all interactions. Our client is committed to diversity and inclusivity. ```

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.

A leading research and development organization is seeking an energetic, friendly, and detail-oriented Receptionist to support a range of administrative and customer service tasks. This individual will serve as the first point of contact for guests and will play a key role in ensuring smooth front-desk operations and a professional office environment. The ideal candidate has at least 2 years of administrative experience, preferably with prior receptionist responsibilities. A strong customer service mindset and the ability to maintain a positive, professional demeanor in a fast-paced environment are essential. Responsibilities: Collaborate with the office manager and various departments on event coordination, guest visits, and special projects Greet and check in visitors, ensuring they are properly assisted and documented Work closely with security to verify identification, issue visitor badges, and manage NDAs Maintain an organized and welcoming front reception area Manage conference room calendars and assist staff with scheduling needs Support invoice tracking, receipt and expense management, and other basic accounting tasks Identify and implement improvements in front desk procedures Order and manage office supplies and food/beverage inventory Monitor service platforms and triage incoming emails or requests Assist in preparing reports and performing additional administrative duties as needed Qualifications: 2+ years of administrative experience Proficiency with G-Suite or similar tools Exceptional customer service skills in both in-person and phone interactions Strong problem-solving skills and a sense of urgency Positive, upbeat, and professional demeanor Ability to multitask and remain organized under pressure Excellent verbal and written communication skills High attention to detail and accuracy Comfort working with diverse teams and personalities Ability to lift up to 20 lbs

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.

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. Description 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 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 Pay 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 Education BA/BS or equivalent experience preferred Benefits include: -MEC/ACP Medical -Voluntary Dental, Vision, Life, Supplemental Income -401k (must meet requirements) -sick leave as required by state/county ATR International Inc will not sponsor applicants for the following work visas H1B and STEM OPT I-983 form. Pay Range: $25.66-30.66 per hour

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.

ADMINISTRATIVE ASSISTANT / PROJECT COORDINATOR (ON-SITE FULL TIME POSITION / NO OUT OF STATE) Mar Con Builders is a commercial General Contractor serving clients throughout the San Francisco Bay Area. Established in 2011 the company specializes in ground-up construction and tenant Improvement projects for healthcare, corporate, municipal/civic, and commercial clients. We take great pride in helping healthcare providers, school districts, municipalities and technology companies execute their dream projects. We believe this work is critical to the development and improvement of our communities. Mar Con offers the potential for personal growth, corporate development, and leadership opportunities. JOB DESCRIPTION The Project Coordinator (PC) is an integral member of the ESTIMATING TEAM within a growing company. The PC is responsible for performing various functions related to maintenance and processing to ensure accurate reporting for construction projects. The PC plays a key role in developing and maintaining strong relationships with vendors and suppliers, partners with PMs to manage job set up, job cost tracking, billings, purchase orders and subcontracts for each project, is a self-starter, technologically savvy, has strong attention to detail. And can work both autonomously and within a team. PROJECT COORDINATOR RESPONSIBILITIES To provide administrative support to project management team and to assist in administration of field office to achieve efficient and accurate project documentation. • Able to perform all essential Project Assistant/Coordinator responsibilities • May coordinate and/or supervise clerical/administrative staff • May answer phones - screen/handle routine items, direct calls as appropriate • Compose and/or edit letters, memos, reports, procedures, etc. as required • Act as liaison between supervisor and other departments, managers, or clients, including arranging meetings, communicating information, maintaining public relations • Attend and document project meetings (write minutes) • Set up and maintain project filing system • Distribute documents to subcontractors, maintain document logs • Update drawings and post changes • Prepare and maintain RFI logs • Transmit and distribute submittals • Prepare and maintain submittal logs • Prepare and maintain expediting log • Perform expediting functions • Input quantities in labor cost reports • Cost code and/or verify correct codes on time sheets • Prepare and document extra work orders • Maintain reference log and associated documents • Review and assemble change order submittals and quantity surveys • Maintain progress photo album • Assist in compiling billings, lien releases and certified payrolls, as applicable • Compile contract close-out documents and as-builts • Document punch-list work • Create Owners' forms as required for reporting purposes • Coordinate paper flow from field to Division Office • Complete other responsibilities as assigned MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS: • 4-year business or technical degree plus minimum 3 years administrative experience, or equivalent combination of education and experience, including minimum of 3 years construction project administration • Ability to keyboard 65-75 WPM accurately • Advanced knowledge and use of word-processing and spreadsheet software • Proficient in use of general office procedures and office machines • Proficient English verbal communication skills, including professional telephone manner • Proficient written communication skills, including business writing skills • Reliability, dependability and flexibility · ON-SITE full-time position. This is NOT a REMOTE position. SALARY AND BENEFITS Full-time, in-house position. Monday through Friday, 7:30 a.m. to 4:30 p.m. LOCATION: Oakland, CA Salary range is $55,000 - $68,000, commensurate with experience / DUE UPON EXPERIENCE Full benefits package including PTO, Health, Vision and Dental insurance, and all federal holidays Mar Con is an Equal Opportunity Employer committed to fostering an inclusive environment for our diverse workforce. We do not discriminate based on race, religion, color, national origin, gender identity, sexual orientation, age, marital status, veteran status, or disability.

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

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- Engineering Duration: 6 months (Poss. ext.) Administrative Assistant - Engineering Nutanix seeks the best and brightest candidate who values professional relationships complimented by creativity and teamwork. 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. 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 identify needs and issues within the organization and proactively initiate and/or facilitate solutions. Compile, prepare expense reports, process purchase requisitions and invoices, reconcile corporate credit card, and may assist in gathering and understanding budget details. Screens all incoming correspondence and determine 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 atleast 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 highly demanding fast-paced start-up environment. Experience in working with a diverse multi-cultural 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. Thanks & Regards Kogila Prashanth Technical Recruiter Phone: ************** Email: ************************** San Jose, California *******************

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

A prestigious private equity firm located in the Presidio area is looking for a Personal/Office Assistant. The ideal candidate will be open to office support responsibilities while also being the personal support and in-office support for the firms co-founders. The ideal candidate will pay great attention to detail, be proactive, come with a low ego and have a no task too big or small mentality. This role is in-office Monday-Friday 8:30am-6pm, and this person needs some flexibility to come in early or stay late as needed. Responsibilities: *vendor management *onboarding/offboarding employees *ordering and keeping inventory of office and kitchen supplies *offer high level of support to co-founders *prepare, deliver meals to their offices and clean up when done *run personal errands (car appointments, restaurant reservations, etc) They are looking for someone who is excited to join a rapidly growing team and firm, and have an impact on the day to day operations of the office.