<p>Robert Half is partnering with a great company located in Irvine, CA! They are looking for a temp to hire Receptionist! </p><p><br></p><p>Responsibilities:</p><p>• Greets and direct visitors to office areas and conference rooms</p><p>• Politely answer, screens, and directs phone calls</p><p>• Scan and distribute mail correspondence to appropriate parties </p><p>• Schedules meetings and appointments</p><p>• Orders office supplies, and maintains inventory of supply room</p><p>• Maintain an orderly, clean, and stocked kitchen and break room.</p><p>• Orders lunch for events, as needed</p><p>• Makes travel arrangements and create detailed travel itineraries for international and domestic travel </p><p>• Maintains office filing system</p><p>• Acts as the point of contact between executives at the various business interests and internal/external clients</p><p>• Organizes and plans Calendaring of conference rooms</p><p>• Organizes and coordinates regional employee training, employee appreciation events, and regional events such as picnics and holiday parties </p><p>• Maintains RSVPs and booking appointments for company events</p><p>• Occasionally runs errands for supplies or dropping off mail, as needed</p><p>• Completes and submits expense reports for regional staff</p><p>• Prepares and composes correspondence that may be confidential</p><p>• Assists Human Resources, Payroll, and IT, and Estimating departments with administrative duties as needed</p><p><br></p><p>Qualifications: </p><p>• High School Diploma required</p><p>• Reliable transportation and a valid driver's license</p><p>• 3-5 year of experience as an administrative assistant with client facing experience</p><p>• Requires excellent communication and interpersonal skills, including verbal and written communication.</p><p>• Must have excellent computer skills utilizing, Excel, Word, PowerPoint, Outlook.</p><p>• The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong administrative and organizational skills, with the ability to maintain a realistic balance among multiple priorities.</p><p>• The Front Desk Administrator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times while handling a wide variety of activities and confidential matters with discretion. It is essential to have a positive, friendly, and professional attitude. </p><p>• Must be able to work with and interact with employees throughout the organization.</p><p>• Ability to solve practical problems by analyzing information.</p>
We are looking for a dependable and detail-oriented Receptionist/Office Administrator to join our team in Torrance, California. In this contract to permanent position, you will play a key role in managing daily office operations while contributing to a collaborative and dynamic work environment. This role is ideal for someone who is adaptable, eager to learn, and capable of handling a variety of administrative tasks efficiently.<br><br>Responsibilities:<br>• Accurately take and process customer orders while maintaining professionalism.<br>• Organize and maintain physical and digital filing systems to ensure easy access to records.<br>• Provide comprehensive administrative and clerical support across various departments.<br>• Assist the accounting team with basic accounts payable tasks and related responsibilities.<br>• Perform data entry, maintain records, and prepare necessary documents.<br>• Handle inbound calls using a multi-line phone system and ensure effective communication.<br>• Support team members with day-to-day operational needs and special projects.<br>• Manage receptionist duties, including greeting visitors and maintaining a welcoming office atmosphere.
Summary:<br><br>We are seeking a reliable and detail-oriented Bilingual Spanish Receptionist for a small law firm. This permanent position works Monday through Friday, 9am–5pm (with a one-hour lunch), and is responsible for maintaining excellent client service and ensuring smooth front office operations. The role requires in-person attendance, with parking provided and a smart casual dress code.<br><br>Responsibilities:<br><br>Monitor the main phone line (RingCentral platform) and direct calls appropriately in both English and Spanish<br>Greet and assist clients and visitors<br>Monitor and respond to general firm email inbox<br>Handle administrative tasks including distributing mail, filing, copying for case handlers, and other tasks as assigned<br>Support daily office organization and maintain a detail oriented environment<br>Qualifications:<br><br>Fluent in both Spanish and English (spoken and written)<br>Experience with phone systems; prior RingCentral use a plus<br>Basic administrative skills and proficiency in Microsoft Office<br>Strong attention to detail, organizational skills, and a detail oriented demeanor<br>Prior experience in a law firm or similar detail oriented environment is preferred
Responsibilities & Duties:<br>Run our reception desk/front office, including:<br>Greet and create a welcoming front-office experience for staff, visitors, and our community.<br>Greet and direct vendors and freight deliveries.<br>Answer phone calls.<br>Enforce guest sign-in procedures and facilitate the HQ tour.<br>Office/Administrative<br>Assist with various office administration tasks (filing, supply ordering, restocking, inventory, and supplies organization).<br>Ensure the office space is organized and well-stocked.<br>Order food and supplies for meetings and team events.<br>Assist People Operations (HR) with onsite event logistics, recruitment scheduling, and candidate experience.<br>Assist the Operations team with ad-hoc office, administrative, or analytics tasks.<br>Shipping & Receiving<br>Receive mail and deliveries, and track items in our inventory software.<br>Ship packages and drop-off/pick-up at the post office, FedEx, or UPS.<br>Project Management<br>Manage 3rd party contractors, responsible for both budget and timeline<br><br>Required Skills and Qualifications:<br>Associate's or Bachelor’s degree.<br>Excellent verbal and written communication skills across various platforms.<br>Proven ability to pick up new technologies.<br>Proficient with Microsoft Office (emphasis on Word, PowerPoint, and Excel).<br>Ability to work on-site in El Segundo 5 days a week.<br>Desired Skills and Qualifications:<br>Eager to work in a fast-paced startup environment with a proactive and collaborative attitude.<br>A no-task-is-too-small mindset.<br>Resourceful, with keen ability to anticipate needs and take initiative to fill gaps.<br>Prior internship or work experience in office administration, food service, events, or hospitality.<br>Hands-on project examples outside of the classroom, such as extracurricular projects, clubs, or personal projects.
Essential Duties and Responsibilities <br>• Schedule appointments, dispatch technicians for service and inspections as needed to maximize tech productivity.<br>• Responsible for creating work orders, providing status to customers and following up with technicians.<br>• Confirm work order is completed and/or closed by reviewing all notes and following up on pending items.<br>• Complete contract paperwork and QC paperwork.<br>• Schedule sub-contractor work.<br>• Work with technicians to ensure all paperwork is completed properly within the designated time.<br>• Maintain appointment schedules.<br>• Order material and equipment. <br>• Receive material/equipment and issue material and equipment to technicians. <br>• Complete daily reports.<br>• Assist in coordinating activities such as scheduling, customer notification and equipment procurement.<br>• Conduct physical inventory.<br>• Act as a liaison between Sales, Project Managers and technicians.<br>• Other duties as assigned. <br>• Bill out service and inspections jobs daily<br>• Respond to high volume of emails<br>• Work with sales team to ensure jobs are scheduled timely<br><br>Qualifications - External<br>Minimum Qualifications:<br>• High School Diploma or General Education Degree (GED)<br>• Minimum 3 years of experience performing administrative duties required within a sales or service industry and working knowledge of ERP systems preferred<br>• Proficient in Microsoft Office (Word, Excel & PowerPoint)<br>• Ability to read and interpret applicable documents, materials, policies, procedures, etc. as presented in English<br>Experience/Requirements: <br>• Must possess good decision-making skills, be very organized and detail oriented.<br>• Must have excellent oral and written communication.<br>• Ability to use discretion. Problem Solving and ability to escalate matters when needed.<br>• Data analysis and interpretation skills.<br>• Speed and accuracy with attention to detail.<br>• Dispatching and scheduling.<br>Work Environment:<br>• Normal office environment.<br>• The noise level in the work environment is usually moderate.
<p>We are looking for an organized and detail-oriented Administrative Assistant to join our team in Brentwood. This is a contract to permanent position that requires someone with strong clerical skills and the ability to handle daily onsite responsibilities with professionalism. The ideal candidate will thrive in a fast-paced environment and bring excellent communication and multitasking abilities to the role. You will directly support a Partner for a local business management firm.</p><p><br></p><p><strong><u>Responsibilities:</u></strong></p><p>• Perform general administrative duties, including filing, scheduling, and maintaining records.</p><p>• Answer incoming calls promptly and professionally, directing inquiries to the appropriate person or department.</p><p>• Manage data entry tasks with accuracy and attention to detail.</p><p>• Provide receptionist support by greeting visitors and ensuring a welcoming environment.</p><p>• Utilize Datafaction software for organizing and maintaining information.</p><p>• Assist with clerical tasks such as document preparation and correspondence.</p><p>• Ensure daily office operations run smoothly and efficiently.</p><p>• Communicate effectively with team members and external contacts to resolve issues or relay information.</p><p>• Maintain confidentiality when handling sensitive information.</p>
<p>We’re currently hiring for a <strong>Part-Time Office Assistant</strong> role in <strong>Artesia, CA.</strong></p><p>This is a public-facing, administrative support role ideal for someone who enjoys helping people, staying organized, and working in a calm, professional office environment.</p><p><strong>Position Details:</strong></p><ul><li><strong>Title:</strong> Part-Time Office Assistant</li><li><strong>Location:</strong> Artesia, CA</li><li><strong>Pay:</strong> $18/hour</li><li><strong>Schedule:</strong> M-F 12pm-4pm</li></ul><p><strong>Responsibilities include:</strong></p><ul><li>Greeting visitors and assisting walk-ins</li><li>Answering and directing phone calls</li><li>Scheduling appointments and supporting office operations</li><li>Data entry, filing, and maintaining records</li><li>Assisting with paperwork, customer forms, and payments</li><li>Keeping the front office organized and professional</li></ul><p><br></p>
We are looking for a motivated Office Assistant to join our team on a contract basis in Santa Ana, California. This role is ideal for an individual with strong organizational skills who can thrive in a dynamic office environment. The position requires a proactive approach to handling administrative tasks and supporting the team effectively.<br><br>Responsibilities:<br>• Coordinate and schedule interviews, ensuring smooth communication with candidates.<br>• Perform receptionist duties such as answering inbound calls and greeting visitors.<br>• Manage clerical tasks, including document scanning, filing, and maintaining records.<br>• Utilize QuickBooks Desktop for basic payroll and accounting tasks.<br>• Handle mail deliveries and errands, including weekly trips to the post office.<br>• Maintain an organized workspace and assist with general office upkeep.<br>• Support the HR team with prevailing wage documentation and compliance.<br>• Collaborate with colleagues to address questions and ensure efficient operations.<br>• Uphold business casual dress code while maintaining a detail-oriented approach.
<p>Our client, a corporate office in West Hollywood, is looking for an Office Assistant on a temp to hire basis. You will be responsible for data entry, document imaging, processing the mail, answering the phones and providing backup support to the receptionist. You will also complete special administrative projects for the office, so a team player is important for this position. The ideal candidate will need to feel comfortable standing on their feet most of the day and will have a can-do attitude. Hours are 8am-5pm with a 1-hour lunch and two 15-minute breaks. Parking is covered and pay range is $24-$26/hr. Our client offers free lunch, free parking, and full benefits once permanent. </p>
<p>We are looking for a dedicated and proactive Office Assistant/Sales administrator to join our team in Irvine, California. This is a 100% onsite, contract role requiring 40 hours per week, offering the opportunity to grow in a supportive and dynamic environment. In this role for a growing firm, you will play a crucial role in ensuring smooth office operations and supporting various administrative and clerical tasks.</p><p><br></p><p>Responsibilities:</p><p>• Manage accounts payable and receivable processes and upload relevant data into the system.</p><p>• Handle invoicing tasks using QuickBooks Desktop and QuickBooks Online for different entities.</p><p>• Assist with shipping and receiving operations, collaborating with team members to ensure efficiency.</p><p>• Provide front desk support, including answering inbound calls and maintaining a detail-oriented approach.</p><p>• Perform clerical duties such as scanning documents, data entry, and organizing office files.</p><p>• Support office relocation activities and ensure a seamless transition.</p><p>• Coordinate with onsite staff, including the general manager and technicians, to address administrative needs.</p><p>• Maintain a well-organized workspace and take initiative to identify and resolve issues.</p><p>• Contribute to the overall functionality of the office by stepping in as needed for various tasks.</p>
We are looking for a Front Desk Coordinator to join our team in Santa Monica, California. As the welcoming face of the clinic, you will play a vital role in ensuring smooth operations while delivering exceptional customer service to patients and visitors. This Contract to permanent position offers an exciting opportunity to contribute to a detail-oriented, patient-focused environment.<br><br>Responsibilities:<br>• Greet patients and visitors with courtesy and ensure a positive first impression.<br>• Complete patient check-in and check-out processes, verifying demographic, insurance, and referral details.<br>• Communicate clearly with patients about appointments, treatment schedules, authorizations, and financial obligations.<br>• Manage appointment scheduling, confirmations, and updates with accuracy and efficiency.<br>• Facilitate communication between patients, therapists, and insurance providers as required.<br>• Collect copays and payments while adhering to confidentiality and compliance standards.<br>• Maintain accurate patient records within the electronic medical system.<br>• Assist with clinic flow by anticipating scheduling needs and addressing delays or changes proactively.<br>• Uphold clinic policies and standards to ensure consistency and quality.<br>• Provide administrative support and assist with operational tasks as needed.
<p>Front Desk Duties:</p><p><br></p><ul><li>Greet patients and visitors with professionalism and empathy, ensuring a welcoming environment.</li><li>Respond to phone calls and emails, scheduling appointments, and managing inquiries related to dermatology services.</li><li>Maintain accurate patient records and assist with electronic medical records (proficiency in systems like Epic or Cerner preferred).</li><li>Process payments and collect co-pays efficiently using the practice's payment procedures.</li><li>Ensure the reception area is clean, organized, and fully stocked with supplies.</li></ul><p>Calendar Management:</p><p><br></p><ul><li>Manage the physician’s schedule, ensuring timely appointments and optimizing operational efficiencies.</li><li>Organize and prioritize meetings and calls for internal and external communications.</li><li>Collaborate with the medical office administrator to minimize scheduling conflicts.</li></ul><p>Travel Arrangements:</p><p><br></p><ul><li>Plan and book travel arrangements for the physician, including flights, accommodation, and ground transportation.</li><li>Prepare itineraries that align with clinic schedules, conferences, or commitments.</li><li>Handle last-minute changes and cancellations promptly and effectively.</li></ul><p><br></p>
We are looking for a detail-oriented and organized Receptionist to join our team in Torrance, California. In this Contract to permanent position, you will play a vital role in ensuring smooth front desk operations and providing excellent customer service. This role requires strong communication skills and the ability to manage multiple tasks efficiently.<br><br>Responsibilities:<br>• Greet visitors and ensure they are directed to the appropriate person or department promptly.<br>• Manage a multi-line phone system, answering inbound calls and transferring them as needed.<br>• Handle switchboard operations efficiently for phone systems with 1 to 10 lines.<br>• Provide accurate information to callers and resolve basic inquiries in a courteous manner.<br>• Maintain a clean and organized reception area to create a welcoming environment.<br>• Assist with administrative tasks such as scheduling appointments or managing mail.<br>• Ensure confidentiality and a high standard of conduct when handling sensitive information.<br>• Communicate effectively with team members and external clients to support daily operations.
<p>We are looking for a highly organized and meticulous professional to join our tax office team during the busy tax season. The Tax Office Assistant will be responsible for supporting daily office functions, providing outstanding service to clients, and assisting with the overall tax preparation process. This position is ideal for those with strong administrative abilities, a customer-focused approach, and experience with standard office software. If you enjoy fast-paced settings and thrive on helping operations run smoothly, this could be the perfect fit.</p><p><strong>Key Responsibilities:</strong></p><ul><li>Welcome clients upon arrival and ensure a positive front-desk experience</li><li>Answer, screen, and direct incoming calls utilizing a multi-line phone system</li><li>Complete routine data entry, organize digital and paper records, and maintain filing systems</li><li>Coordinate schedules and manage appointments for tax preparers</li><li>Review and proofread documents to verify accuracy</li><li>Perform general administrative duties, including photocopying and scanning</li><li>Protect the confidentiality of all client information and adhere to privacy guidelines</li></ul><p><br></p>
<p><strong>Real Estate Law Firm Seeks Onsite Legal Assistant (will train on practice area)</strong></p><p><br></p><p><strong>About Firm & Position:</strong></p><p>A well-regarded boutique transactional real estate law firm in Century City is seeking a <strong>Legal Assistant</strong> to support a fast-paced, high-volume practice. This firm works behind the scenes on sophisticated commercial real estate financing matters for major law-firm clients nationwide. </p><p><br></p><p><strong>Legal Assistant Responsibilities:</strong></p><p> • Support attorneys handling commercial real estate financing transactions and related opinion letter work.</p><p> • Manage a high volume of active matters simultaneously, often with compressed timelines.</p><p> • Process and track comments and deliverables from lender’s counsel and law-firm clients.</p><p> • Prepare and maintain “items needed” lists, draft final opinion packages, and ensure completeness prior to delivery.</p><p> • Review and organize transactional documents, including entity formation and governance records (LLC agreements, LP agreements, certificates of formation, authorizations, etc.).</p><p> • Handle administrative components of transactions, including daily outgoing shipments (FedEx).</p><p><br></p><p><strong>Hours:</strong></p><p> • 40-hour workweek</p><p> • 100% onsite in Century City</p><p><br></p><p><strong>Perks:</strong></p><p> • Sophisticated transactional real estate work supporting large, high-profile deals.</p><p> • Excellent training with a clear path for growth into a paralegal role over time.</p><p> • Close-knit, collaborative office environment with low turnover.</p><p> • Stable firm with a strong reputation in the real estate legal community.</p><p> • We’ve placed multiple <strong>Legal Assistants</strong> and attorneys with this firm — all are still there and happy, including one <strong>Legal Assistant</strong> who was promoted to paralegal.</p><p><br></p><p><strong>Salary:</strong></p><p> • $60,000–$85,000 DOE</p><p><br></p><p><strong>Benefits:</strong></p><p> • 100% employer-paid medical coverage for employee and dependents</p><p> • Two weeks PTO</p><p> • 401(k) eligibility after one year</p><p><br></p><p><strong><em><u>TO APPLY, ONLY send resume directly to Vice President of Direct Hire, Samantha Graham at Samantha [dot] Graham [at] RobertHalf [dot] [com]</u></em></strong></p>
We are looking for a detail-oriented and proactive Administrative Assistant to join our team in Valencia, California. This Contract to permanent position involves managing complex schedules, coordinating recruitment activities, and providing comprehensive support to executive leadership. The ideal candidate will excel in multitasking, maintain a high level of professionalism, and ensure smooth administrative operations.<br><br>Responsibilities:<br>• Manage and coordinate interview schedules, ensuring availability across multiple time zones and maintaining precise records.<br>• Communicate interview logistics and updates to candidates in a clear and timely manner.<br>• Arrange candidate travel accommodations, such as flights, hotels, and reimbursements, when necessary.<br>• Support the recruitment team with tasks like posting job openings, tracking metrics, and coordinating candidate assessments.<br>• Prepare agendas, attendee lists, and virtual meeting setups for executive meetings and other events.<br>• Handle executive expense reporting, including tracking, reconciling, and submitting financial documents in line with company policies.<br>• Monitor executive leadership’s budgets and address discrepancies in collaboration with the finance team.<br>• Assist with planning and executing office events, including team-building activities and corporate celebrations.<br>• Maintain office supplies inventory and coordinate with vendors to ensure smooth daily operations.<br>• Provide administrative support for onboarding new employees, including workspace preparation and welcome materials.
We are looking for an organized and personable Office Assistant to join our team in Irvine, California. In this contract position, you will play a key role in maintaining smooth office operations and ensuring a welcoming environment for all visitors and staff. This opportunity is ideal for someone who thrives in a dynamic setting and enjoys multitasking while maintaining attention to detail.<br><br>Responsibilities:<br>• Warmly welcome and assist visitors, clients, and vendors to create a positive and attentive first impression.<br>• Handle incoming and outgoing mail, packages, and deliveries, ensuring timely and accurate distribution.<br>• Keep the front desk area tidy and organized to reflect an attentive and well-maintained workspace.<br>• Schedule and manage meeting room bookings, coordinating with teams as needed.<br>• Monitor and replenish office supplies, placing orders to ensure availability.<br>• Perform administrative tasks such as data entry, filing, and preparing documents.<br>• Oversee building access and adhere to established security protocols.<br>• Maintain clear and effective communication with internal teams and management.<br>• Run errands related to office needs, ensuring timely completion of tasks.
We are looking for a dedicated and organized Front Desk Coordinator to join our dermatology practice in Santa Monica, California. This position requires a detail-oriented individual who can manage front desk operations while supporting the physician with scheduling and travel arrangements. As a Contract to permanent role, this opportunity offers the potential for long-term growth within a dynamic healthcare environment.<br><br>Responsibilities:<br>• Welcome patients and visitors with warmth and courtesy, ensuring a positive first impression.<br>• Maintain and update patient records accurately, including electronic medical records using systems such as Epic or Cerner.<br>• Process payments and collect co-pays efficiently, adhering to established procedures.<br>• Keep the reception area clean, organized, and fully stocked with necessary supplies.<br>• Coordinate the physician’s calendar to ensure seamless scheduling of appointments and meetings.<br>• Prioritize and arrange meetings, calls, and other communications to optimize daily operations.<br>• Work with the office administrator to prevent scheduling conflicts and improve workflow.<br>• Plan and manage travel arrangements for the physician, including booking flights, accommodations, and transportation.<br>• Prepare detailed itineraries that align with clinic schedules and external commitments.<br>• Address last-minute travel changes or cancellations promptly and efficiently.
<p>We are looking for a highly skilled Executive Assistant to join our team in Culver City. In this long-term contract position, you will play a pivotal role in supporting key executives and ensuring the smooth operation of administrative tasks. The ideal candidate thrives in dynamic environments, excels in multitasking, and demonstrates exceptional organizational abilities.</p><p><br></p><p>Responsibilities:</p><p>• Manage executive calendars, schedule meetings, and coordinate appointments to ensure seamless daily operations.</p><p>• Provide comprehensive administrative support to executives, including drafting correspondence, preparing presentations, and handling confidential documents.</p><p>• Coordinate logistics for events, conferences, and team meetings, including booking venues and preparing materials.</p><p>• Track and manage contracts from initial requests to final execution, ensuring accuracy and timely processing.</p><p>• Prepare and submit expense reports, purchasing requests, and other financial documentation.</p><p>• Collaborate with multiple stakeholders to address daily operational needs and resolve issues promptly.</p><p>• Maintain strict confidentiality regarding sensitive information and executive matters.</p><p>• Assist in implementing new projects, including IT initiatives and office build-outs, by liaising with relevant teams and ensuring timely completion.</p><p>• Provide support for ad hoc tasks and projects as required, showcasing adaptability and problem-solving skills.</p>
<p>A well-known top plaintiff trial firm is seeking a Legal Assistant with 1+ years of experience in civil litigation.</p><p> </p><p><strong>This Legal Assistant will work on-site for the first 3 months and then will get to work permanently remote for 3 days/week!</strong></p><p><br></p><p>The ideal Legal Assistant will have experience in calendaring/scheduling, State court filings, preparing legal documents, and trial prep.</p><p> </p><p><strong>This is a new role due to growth, and my team has placed 2 paralegals and 1 legal assistant with this firm!</strong></p><p><br></p><p>The firm is offering this Legal Assistant a fantastic compensation package that includes 100% firm-paid benefits (medical/dental/vision) for the employee AND pays the majority of the premium for dependents, 401k with matching, paid parking, vacation, sick time, paid holidays, and more!</p><p><br></p><p>For immediate consideration for this exciting Legal Assistant opportunity, please send your resume directly to Assistant Vice President of Direct Hire, Tess Poliakin: Tess.Poliakin< at >RobertHalf.< com ></p>
<p>An in-house legal department is seeking a <strong>Legal Assistant</strong> to join their attorney and contracts manager. This role is hybrid, out of Azusa, CA. This role is a dynamic mix of <strong>litigation support (approx. 50%)</strong> and <strong>transactional/contract administration (approx. 50%)</strong>. <em>This is not an entry-level position - a foundation in litigation is required. </em></p><p><br></p><p><strong><u>Key Responsibilities</u></strong></p><p><strong>Litigation & Insurance Support (about 50%)</strong></p><ul><li><strong>Subpoena Management:</strong> Serve as the primary point person for receiving, tracking, and managing all incoming legal subpoenas, including communicating with internal teams to gather necessary information.</li><li><strong>Discovery Management:</strong> Request and collect documentation for discovery purposes, and calendar discovery deadlines<em> (knowing how to calculate these deadlines is critical; please do not apply without this knowledge).</em></li><li><strong>Litigation Deadlines:</strong> Proactively calendar/docket litigation deadlines (e.g., discovery, responses) for the attorney per CA civil codes & procedures. <em>Cannot train on calculating litigation deadlines.</em></li><li><strong>Insurance Claims:</strong> Communicate with brokers and insurance carriers to file and manage various insurance claims, ensuring proper documentation, follow-up, and tracking on the master spreadsheet.</li></ul><p><strong>Contract & Vendor Administration (about 50%)</strong></p><ul><li><strong>Contract Administration:</strong> Support the Contract Manager by maintaining the contract management system, including document organization, tracking, and maintaining comprehensive contract files.</li><li><strong>Vendor Onboarding:</strong> Facilitate the vendor onboarding process, which includes communicating with Branch Managers and Sales Teams to gather required documentation and inputting vendor packet information into Excel.</li></ul><p><em>Pay is contingent upon fluency in the tasks above, with the high end reserved for Legal Assistants who check every box.</em></p><p><br></p><p><strong><u>Details of Role</u></strong>:</p><p>· <u>Hours</u>: 8am to 5pm</p><p>· <u>Hybrid Schedule:</u> Onsite Monday, Tuesday, Thursday. This job will start 5x/week in the office; a day or two remote per week will be awarded after training.</p><p><br></p><p><strong><u>Perks of Role</u></strong>:</p><p>· I placed the supervising attorney here almost two years ago. He is caring, down-to-earth, reasonable, and willing to provide training.</p><p>· In-house work-life balance. “You will have a better life here than at a law firm” –supervising attorney</p><p>· Positive work environment – the attorney is not going to be a person who creates work for no reason. “Sometimes there is 120% utilization, other times it is light. I won’t add to their workload if I don’t have to.” –supervising attorney</p>
Position summary The Office Services Associate is responsible for adding value in providing daily back office services for our client and teams. Services include but are not limited to reprographics copy and mail services in both physical and digital environments with support for services in hospitality facilities audio/visual reception and other service lines as needed. <br> Job qualifications - High school diploma or equivalent. - Minimum 1 year office services experience preferably in a legal banking or large corporate environment. - Skilled in the use of mail phone email digital reprographics and mail equipment. - Familiar with general back office procedures to meet and maintain client satisfaction. - Proven customer service skills are required in order to create maintain and enhance customer relationships. - Good written and verbal communication skills including detail oriented telephone and email etiquette. - Attention to detail with good organizational skills. - Must be able to meet deadlines and complete all projects in a timely manner. - Ability to handle sensitive and/or confidential documents and information. - Able to make independent decisions that conform to business needs and policy. - Good problem-solving skills with the ability and understanding of when to escalate a problem to a supervisory level. - Must work well in a team environment. - Must be able to interact effectively with multi-functional and diverse backgrounds. - Ability to work in a fast-paced environment. - Must be self-motivated with positive can-do attitude.
We are looking for a skilled Administrative Assistant to join our team in Calabasas, California. This Contract to permanent position offers an opportunity to contribute to the efficient management of tax-related processes while supporting a dynamic office environment. The ideal candidate will possess strong organizational skills and the ability to handle sensitive information with discretion.<br><br>Responsibilities:<br>• Oversee the workflow of tax engagements and monitor deadlines to ensure timely submissions.<br>• Prepare and assemble tax returns for individuals, corporations, partnerships, and trusts for review.<br>• Process electronic filing submissions and track acknowledgments effectively.<br>• Gather, organize, and scan client tax documents, including W-2s, 1099s, and K-1s.<br>• Maintain accurate client records within tax software applications such as Lacerte, ProSeries, Drake, and UltraTax.<br>• Communicate with clients to obtain missing information and secure necessary signatures.<br>• Draft engagement letters, invoices, and assist with billing-related tasks.<br>• Monitor the delivery of tax organizers and follow up with clients as needed.<br>• Manage correspondence with relevant organizations and state agencies, including notices and transcripts.<br>• Provide administrative and project-based support to tax preparers and CPAs.
<p>A well-known organization within the entertainment industry is seeking a Litigation Assistant to work on litigation matter. This job requires being in West LA 3x/week. </p><p><br></p><p><strong><u>Responsibilities of Role</u>: </strong></p><ul><li>Court filings and service – mostly state, some federal (Pacer).</li><li>Client intake – first point of contact for writers calling in, so basic fact gathering, issue-spotting and obtaining things like their contract (and turning writers away for irrelevant cases such as copyright issues). </li><li>Exhibit binders for arbitration, hearings, or trial. Litigation Assistants sit in on arbitrations on Zoom and will screen share those exhibits </li><li>Disbursements of funds (telling Finance department on who to pay what)</li><li>Software: Excel (formulas + pivot tables) is a nice-to-have but not to have + Legal Files software.</li></ul><p><strong><u>Details of Role</u></strong>:</p><ul><li><u>Hours</u>: 9-5:30 or 9:30-6, candidate can pick. OT is occasional before an arbitration, prepping exhibits.</li><li><u>Profile that would be a fit</u>:</li><li>Mission-driven (union background or public interest would be great) who want to work for humans not large corporation. </li><li>Calm on the phone (ability to screen </li><li>Someone who wants to be a legal assistant, not necessarily climb the corporate ladder. This job does not have immediate promotion abilities. </li></ul>
<p><strong>Job Title: Executive Assistant</strong></p><p><br></p><p><strong>Position Overview:</strong></p><p>We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to senior executives. The ideal candidate is detail-oriented with strong communication skills and thrives in a fast-paced environment. This role requires advanced scheduling capabilities, multi-tasking, professionalism, and the ability to handle sensitive information with discretion.</p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide administrative support to one or more executives, including complex calendar management across multiple time zones.</li><li>Coordinate and organize logistics for in-person, virtual, and offsite meetings.</li><li>Manage high-volume scheduling, calls, conference calls, and video meetings, ensuring all details are tracked and communicated.</li><li>Arrange and book travel, prepare itineraries, and support executives with changes as needed.</li><li>Prepare and process expense reports, ensuring compliance with company policies.</li><li>Compose and edit correspondence, reports, presentations, and meeting agendas.</li><li>Take detailed notes during meetings and follow up on action items.</li><li>Liaise with internal staff, senior leadership, external clients, and vendors with a high level of professionalism.</li><li>Support special projects and team initiatives as assigned.</li><li>Maintain strict confidentiality regarding sensitive information.</li></ul><p><strong>Qualifications:</strong></p><ul><li>3+ years of administrative assistant or executive assistant experience in a dynamic, fast-paced professional environment.</li><li>Bachelor’s degree preferred, but not required.</li><li>Exceptional organization, time management, and attention to detail.</li><li>Strong written and verbal communication skills.</li><li>High proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).</li><li>Experience using collaboration platforms such as Zoom, Slack, Box, Concur, or Workday is a plus.</li><li>Demonstrated ability to manage multiple priorities simultaneously, often under tight deadlines.</li><li>Ability to exercise sound judgment, discretion, and a high degree of confidentiality.</li><li>Strong interpersonal skills and a proactive, self-motivated attitude.</li><li>Familiarity with industry-specific operations (such as entertainment, finance, or law) is a plus, but not required.</li></ul><p><strong>Compensation:</strong></p><p>This is a full-time, benefited position. Pay range commensurate with experience and skills.</p>
