We are looking for a skilled and organized Executive Assistant to support senior leadership in Santa Ana, California. This role is a Contract to permanent position, offering the opportunity to grow within a dynamic and detail-oriented environment. The ideal candidate will have a strong background in executive support, exceptional attention to detail, and the ability to manage multiple priorities effectively.<br><br>Responsibilities:<br>• Manage and maintain executive calendars, ensuring schedules are organized and conflicts are avoided.<br>• Arrange and coordinate travel plans, including booking flights, accommodations, and transportation.<br>• Prepare and organize materials for executive meetings, ensuring all necessary documentation is available.<br>• Act as the primary point of contact for communication between executives and other stakeholders.<br>• Handle confidential information with discretion and a high level of integrity.<br>• Utilize Microsoft Office Suite and Office 365 to create reports, presentations, and other documents.<br>• Support executives in managing priorities and deadlines for ongoing projects.<br>• Coordinate and oversee logistics for both onsite and offsite meetings.<br>• Ensure smooth day-to-day operations by proactively addressing administrative needs.<br>• Collaborate with various departments to facilitate efficient communication and workflow.
<p>We are seeking a seasoned Senior Administrative Assistant / Executive Assistant to provide high-level administrative and operational support to the executive leadership team, including the CEO, CFO, and COO of a senior living facility. This role serves as the primary administrative support for the corporate office and plays a key role in supporting multiple departments, managing executive priorities, and representing the executive office with professionalism and discretion. <strong>This role REQUIRES prior experience within the senior living/care industry. </strong></p><p> </p><p>This is a fully onsite role based in Kearny Mesa. The ideal candidate is highly organized, tactful, comfortable working independently, and able to manage multiple priorities in a fast-paced, executive-facing environment.</p><p> </p><p>Reporting Structure</p><ul><li>Reports directly to company partners (CEO, CFO, COO)</li><li>Acts as the sole administrative support for the corporate office</li></ul><p>Key Responsibilities</p><p>Executive & Administrative Support</p><ul><li>Provide day-to-day administrative support to executive leadership</li><li>Manage executive calendars, meetings, and scheduling</li><li>Coordinate domestic travel for executives (monthly travel for COO; quarterly/biannual events)</li><li>Assist executives with tasks related to home office operations</li><li>Handle confidential and sensitive information with discretion</li></ul><p>Office & Operations Support</p><ul><li>Serve as the primary administrative point of contact for a corporate office of ~20 employees (approximately 15 onsite at a time)</li><li>Order and manage office and kitchen supplies; oversee regular inventory</li><li>Support office logistics, reservations, and special events</li><li>Represent the corporate and executive office professionally to internal and external stakeholders</li></ul><p>Accounting & Vendor Coordination (Support Level)</p><ul><li>Reconcile vendor receipts tied to capital requests</li><li>Support purchase order creation and approval workflows</li><li>Assist with invoice preparation in coordination with interior designers and VPs</li><li>Support compliance-related documentation (including DOT-related items)</li><li>Accounting experience is helpful; training and coaching can be provided</li></ul><p>Project & Event Support</p><ul><li>Assist with quarterly, biannual, and special events</li><li>Coordinate reservations and logistics for company communities and events</li><li>Support multiple projects simultaneously, including during quarter-end and year-end close periods</li></ul><p><br></p>
<p><strong>A High-Visibility Role Supporting Senior Leadership</strong></p><p>A well-established real estate organization is seeking a dynamic <strong>Executive Assistant</strong> to support executive leadership in a fast-paced, deal-driven environment. This role requires confidence, precision, and the ability to manage both operational details and high-level executive workflows.</p><p><strong>Key Responsibilities</strong></p><ul><li>Provide direct support to senior executives, including calendar, travel, and meeting coordination</li><li>Prepare contracts, correspondence, and executive summaries</li><li>Coordinate with internal departments, legal counsel, and external partners</li><li>Manage sensitive documents and executive communications</li><li>Assist with project tracking, deadlines, and reporting</li><li>Support investor meetings, property reviews, and leadership presentations</li><li>Act as a gatekeeper and trusted point of contact for executives</li></ul>
<p>Our client, a respected organization in the education sector, is seeking a highly organized and proactive Executive Assistant to support their leadership team in San Diego, CA. This role offers the opportunity to play a vital part in daily operations and strategic initiatives that positively impact students and educators.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide high-level administrative support to senior executives, including managing complex calendars, travel arrangements, and meeting coordination</li><li>Prepare presentations, reports, correspondence, and other documents as needed</li><li>Serve as the primary point of contact between executives and internal/external stakeholders</li><li>Organize and coordinate key events, conferences, and special projects</li><li>Handle confidential information with discretion and professionalism</li><li>Assist with project management and cross-departmental collaboration to achieve organizational goals</li></ul><p><br></p>
<p>Our client in the real estate industry is seeking a highly skilled Executive Assistant to provide proactive administrative support to senior leaders. The ideal candidate is resourceful, detail-oriented, and adept at managing confidential information in a fast-paced professional environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage complex calendars, schedule appointments, and coordinate high-volume meetings for executives.</li><li>Prepare, proof, and edit correspondence, reports, and presentations; handle confidential documentation with discretion.</li><li>Coordinate domestic and international travel arrangements, itineraries, and expense reports.</li><li>Serve as a liaison between executives, internal teams, and external partners, maintaining effective communication channels.</li><li>Assist with event planning, real estate transactions, and special projects as needed.</li><li>Support daily office operations and implement process improvements for increased efficiency.</li></ul><p><br></p>
<p><strong>Make an Impact Behind the Scenes</strong></p><p>A mission-driven nonprofit organization is seeking a highly polished <strong>Executive Assistant</strong> to provide strategic and administrative support to senior leadership. This role goes far beyond calendar management — it is a trusted partner position that supports initiatives, donor relations, and organizational operations that directly impact the community.</p><p><br></p><p><strong>What You’ll Do</strong></p><ul><li>Serve as a key liaison between executive leadership, board members, donors, and community partners</li><li>Manage complex calendars, travel logistics, and confidential correspondence</li><li>Prepare executive-level reports, presentations, and briefing materials</li><li>Assist with board meeting coordination, agendas, and follow-up documentation</li><li>Track priorities, deadlines, and action items across multiple initiatives</li><li>Support grant-related documentation and donor communications</li><li>Anticipate leadership needs and proactively solve logistical challenges</li><li>Maintain strict confidentiality and professionalism at all times</li></ul>
<p>Our client is seeking an experienced Senior Administrative Assistant to support our executive team in Del Mar, CA. In this high-visibility role, you will manage complex calendars, coordinate meetings and travel, prepare presentations, and serve as a critical point of contact for internal and external stakeholders. This is an excellent opportunity for a detail-oriented professional who thrives in a fast-paced environment and enjoys taking initiative.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide comprehensive administrative support to senior leadership</li><li>Manage high-volume calendars, schedule meetings, and coordinate logistics</li><li>Prepare and edit correspondence, reports, and presentations</li><li>Liaise with internal teams and external partners, ensuring seamless communication</li><li>Coordinate domestic and international travel arrangements</li><li>Maintain confidential records and handle sensitive information</li><li>Support special projects and departmental initiatives as assigned</li><li>Organize events, meetings, and team activities</li></ul><p><br></p>
<p>Are you an experienced administrative professional ready to take on a leadership support role? Our company is seeking a Senior Administrative Assistant to partner with executives and drive operational excellence within a dynamic work environment.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Provide advanced administrative support to executives and senior leadership, including complex calendar management, meeting coordination, and high-level communications.</li><li>Prepare reports, presentations, and correspondence with accuracy and professionalism.</li><li>Lead the organization of travel, event planning, and logistics for leadership and cross-functional teams.</li><li>Maintain confidential information and support project management activities as needed.</li><li>Manage office operations, oversee junior administrative staff, and implement improvements to administrative processes.</li></ul><p><br></p>
<p>Our client, a leading construction company in San Diego, CA is seeking an organized and proactive Administrative Assistant to provide essential support to their office. If you are detail-oriented and thrive in a fast-paced, deadline-driven environment, this is a terrific opportunity to contribute to a respected, growing organization.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage daily office operations, including answering phones, responding to emails, and greeting visitors and clients.</li><li>Assist with scheduling meetings, preparing agendas, and coordinating team calendars.</li><li>Organize and maintain project files, contracts, and documentation, ensuring accuracy and confidentiality.</li><li>Support invoice processing, expense reports, and basic accounting tasks.</li><li>Facilitate communication between project managers, subcontractors, clients, and vendors.</li><li>Purchase office and site supplies, track inventory, and assist with logistics.</li><li>Prepare reports, presentations, and correspondence as needed by the management team.</li><li>Maintain compliance with company policies and assist with safety documentation.</li></ul>
<p>We are looking for a detail-oriented <strong>Part-Time</strong> Administrative Assistant to join our client Marketing team in San Diego. This role would be with a large wellness resort. This contract position offers an opportunity to support daily office operations and contribute to the efficiency of our administrative processes. The ideal candidate will excel in multitasking, communication, and organization while handling a variety of tasks in a fast-paced environment. The schedule for this role would be <strong>two to three eight-hour days per week</strong>. This has the opportunity to go to full-time work in the coming months! The preferred two-day workdays would be Tuesday and Wednesday, Tuesday and Thursday, or Wednesday and Thursday. The ideal candidate may want a full-time job in the coming months! </p><p><br></p><p>Responsibilities:</p><p>• Manage incoming calls and direct them to the appropriate team members or departments.</p><p>• Support the marketing department with gift bags </p><p>• Coordinate and schedule meetings, appointments, and travel arrangements for staff.</p><p>• Assist with planning and organizing office activities and events.</p><p>• Ensure timely and efficient handling of administrative tasks, such as filing and document organization.</p><p>• Collaborate with team members to address operational needs and improve workflows.</p><p>• Monitor office supplies inventory and place orders as needed to ensure smooth operations.</p><p>• Prepare reports, presentations, and correspondence as requested by management.</p><p>• Uphold confidentiality and professionalism when dealing with sensitive information.</p>
<p>Our client, a respected leader in the property management industry, is seeking a Senior Administrative Assistant to support their dynamic San Diego team. This opportunity is ideal for detail-oriented professionals who enjoy working in a fast-paced environment and are passionate about making a positive impact.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide high-level administrative support to property management executives and department leaders</li><li>Manage scheduling, calendar coordination, and meeting logistics</li><li>Assist with lease administration, tenant correspondence, and documentation</li><li>Handle confidential information and maintain organized filing systems</li><li>Prepare reports, presentations, and assist with budgeting tasks</li><li>Coordinate with vendors, contractors, and service providers as needed</li><li>Support project management initiatives and departmental process improvements</li></ul><p><br></p>
We are looking for a dedicated and highly organized Senior Administrative Assistant to join our team in San Diego, California. This is a long-term contract position that offers the opportunity to make a significant impact by providing exceptional administrative support and coordination. The ideal candidate will thrive in a fast-paced environment and possess excellent attention to detail, communication skills, and the ability to multitask effectively.<br><br>Responsibilities:<br>• Manage complex calendars, including scheduling meetings, appointments, and conference calls across multiple time zones.<br>• Provide comprehensive administrative support to ensure smooth day-to-day operations.<br>• Coordinate and book travel arrangements, including flights, accommodations, and itineraries.<br>• Prepare and manage export and import documentation with accuracy and attention to detail.<br>• Facilitate and organize conference calls, ensuring participants are prepared and all technical aspects run smoothly.<br>• Maintain and update records, files, and documentation to ensure accessibility and compliance.<br>• Assist in preparing reports, presentations, and other materials as required.<br>• Communicate effectively with internal and external stakeholders to handle inquiries and provide necessary information.<br>• Monitor deadlines and prioritize tasks to ensure efficiency and timeliness.<br>• Support team members and leadership with ad hoc administrative tasks as needed.
We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis in San Diego, California. This role requires excellent organizational skills and the ability to multitask effectively in a fast-paced environment. The ideal candidate will have strong communication abilities and proficiency in various administrative tools to support daily operations.<br><br>Responsibilities:<br>• Assemble and organize office equipment and supplies as needed.<br>• Provide support with general administrative tasks, including scheduling and document preparation.<br>• Respond to inbound calls and assist with customer inquiries in a thorough and attentive manner.<br>• Manage email correspondence and ensure timely communication.<br>• Perform data entry tasks with accuracy and efficiency.<br>• Coordinate appointments and maintain schedules to ensure smooth daily operations.<br>• Utilize Microsoft Office Suite tools, including Excel, Outlook, PowerPoint, and Word, to complete assigned tasks.<br>• Support team members with various clerical duties as required.<br>• Ensure office operations are running effectively by addressing any logistical needs.<br>• Maintain a high level of professionalism while interacting with clients and team members.
<p>We are looking for a highly experienced Senior Administrative Assistant to join our team in San Diego, California. This is a Contract to permanent position offering the opportunity to work in a dynamic environment within the <strong>Senior Living healthcare industry</strong>. The ideal candidate will bring exceptional organizational skills, professionalism, and the ability to manage multiple tasks with precision and confidentiality.</p><p><br></p><p><strong>Responsibilities:</strong></p><p>• Manage calendars and schedules for executives, ensuring appointments and meetings are efficiently coordinated.</p><p>• Assist various departments with administrative tasks, including construction logs, chargebacks, and vendor receipt reconciliation.</p><p>• Handle purchase orders and obtain necessary approvals, contributing to light accounting processes.</p><p>• Maintain inventory and oversee supply ordering for the corporate office, including kitchen stocking.</p><p>• Coordinate domestic travel arrangements for executive directors and assist with planning tele-events and quarterly or biannual events.</p><p>• Support special events by managing reservations and preparing invoices for interior designers.</p><p>• Provide executive assistance to the leadership team, ensuring smooth operations and adherence to company regulations.</p><p>• Represent the corporate office with professionalism, interacting effectively with diverse personalities.</p><p>• Work independently to manage multiple ongoing projects while maintaining confidentiality.</p><p>• Facilitate conference calls and meetings, ensuring effective communication and preparation.</p>
<p>Our client, an innovative leader in the biotech industry, is seeking a highly organized and proactive Senior Administrative Assistant to join their team in San Diego, California. This role is ideal for professionals who thrive in fast-paced, dynamic environments and are passionate about supporting scientific progress.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide high-level administrative support to executives and department heads, including calendar management, meeting coordination, and travel arrangements.</li><li>Prepare, edit, and proofread correspondence, reports, and presentations related to scientific projects.</li><li>Handle confidential information with professionalism and discretion.</li><li>Assist with event planning, logistics, and internal communications for company meetings and conferences.</li><li>Liaise with stakeholders across the organization and externally with vendors and partners.</li><li>Manage expense reports, purchase orders, and departmental records with accuracy.</li><li>Support project coordination tasks and contribute to process improvements.</li></ul><p><br></p>
<p><strong>Position Overview</strong></p><p>The Operations Specialist supports the day-to-day operational functions of the insurance organization by ensuring processes, systems, and workflows run efficiently and accurately. This role partners closely with internal teams including underwriting, claims, case management, and customer service to support policy and case operations while maintaining compliance with internal standards and regulatory requirements.</p><p><strong>Key Responsibilities</strong></p><ul><li>Support operational workflows related to insurance policies, claims, and case processing</li><li>Review, process, and verify documentation for accuracy, completeness, and compliance</li><li>Maintain and update records within insurance and operations management systems</li><li>Identify process gaps, errors, or inefficiencies and escalate or recommend improvements</li><li>Coordinate cross-functional communication between operations, claims, underwriting, and service teams</li><li>Track operational metrics, service-level agreements (SLAs), and turnaround times</li><li>Assist with audits, quality assurance reviews, and compliance reporting</li><li>Prepare operational reports, summaries, and performance tracking as needed</li><li>Respond to internal and external inquiries related to operational processes</li><li>Support implementation of new procedures, systems, or process updates</li><li>Ensure adherence to company policies, regulatory standards, and confidentiality requirements</li></ul><p><br></p>
<p>Position Overview</p><p><br></p><p>A well-established and growing Orange County law firm is seeking an experienced <strong>Litigation Secretary</strong> to support a high-performing team handling sophisticated litigation matters. This role offers the opportunity to work closely with accomplished attorneys in a collaborative environment, while also stepping into a more <strong>senior, leadership-oriented support role</strong> within the firm.</p><p><br></p><p>The ideal candidate is detail-driven, highly organized, and confident managing litigation support from case inception through trial. This is an excellent opportunity for a seasoned litigation secretary who enjoys being a go-to resource for attorneys and contributing to the overall efficiency of the practice.</p><p><br></p><p>Practice Areas</p><ul><li>Complex commercial litigation</li><li>Intellectual property</li><li>Class actions</li><li>White collar defense</li><li>Government and regulatory matters</li></ul><p>Key Responsibilities</p><ul><li>Handle <strong>e-filing in federal court</strong>, ensuring accuracy and compliance with all filing requirements</li><li>Support attorneys throughout all phases of litigation, from case opening through trial</li><li>Maintain and organize case files to ensure deadlines, filings, and materials are properly tracked</li><li>Manage and maintain <strong>litigation calendars</strong>, including court deadlines and key case milestones</li><li>Prepare, revise, and format pleadings, motions, discovery, and correspondence in accordance with applicable rules and civil procedure</li><li>Provide hands-on support for hearings, mediations, arbitrations, and trial preparation</li></ul><p><br></p>
<p>Are you a detail-oriented professional looking to support a meaningful mission? Our nonprofit client in San Diego, CA is seeking an Administrative Assistant to join their dedicated team. This role is an excellent opportunity to provide crucial office support and contribute to initiatives that make a real impact in the local community.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage day-to-day administrative duties, including scheduling appointments, organizing meetings, and handling correspondence</li><li>Assist with document preparation, filing, and data entry</li><li>Coordinate internal and external communications, ensuring timely information flow</li><li>Support fundraising events, program activities, and volunteer coordination</li><li>Maintain accurate records, reports, and donor information</li><li>Handle general office operations, including supply inventory and vendor relations</li></ul><p><br></p>
<p>We are looking for a dedicated Administrative Assistant to join a boutique interior design firm based in Aliso Viejo, California. This Contract to permanent position offers a unique opportunity to contribute to the operational efficiency of creative design projects while supporting key administrative and financial processes. The ideal candidate will excel in organization, communication, and multitasking, ensuring smooth project and office workflows.</p><p><br></p><p>Responsibilities:</p><p>• Communicate professionally with clients, vendors, and contractors to confirm orders, delivery schedules, and payment arrangements.</p><p>• Assist in the creation of proposals, formatting documents, and preparing presentation materials for design projects.</p><p>• Coordinate schedules for meetings, site visits, and client calls to ensure seamless project management.</p><p>• Provide administrative support to the design team, organizing files, correspondence, and documentation for easy access.</p><p>• Work closely with accounting and design teams to resolve billing discrepancies and keep records up to date.</p>
We are looking for a detail-oriented Administrative Assistant to support our construction administration department in Irvine, California. This long-term contract position involves managing project logistics, maintaining documentation, and coordinating communication between teams and stakeholders. The role offers an opportunity to work on-site and contribute to a dynamic environment, with the possibility of transitioning to a regular position.<br><br>Responsibilities:<br>• Coordinate schedules, meetings, and dispatch employees to projects as needed.<br>• Maintain accurate documentation, including project plans, reports, and files, ensuring compliance with organizational standards.<br>• Serve as a liaison to relay updates and concerns between managers, teams, and stakeholders.<br>• Monitor task progress and budgets, providing regular status updates to project managers.<br>• Assist with resource allocation to ensure team members have necessary tools and support.<br>• Issue purchase orders using the organization's software and ensure timely processing.<br>• Manage inbound calls and communications to support daily operations.<br>• Perform data entry tasks to maintain organized and up-to-date records.<br>• Support receptionist duties, such as greeting visitors and managing inquiries.<br>• Utilize Microsoft Office tools to create reports, presentations, and other administrative materials.
<p>Our nonprofit client is looking for a detail-oriented Administrative Assistant to join their mission-driven team. This position plays a key role in supporting daily operations, ensuring efficient office processes, and helping make a meaningful impact in the community.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide administrative support including calendar management, scheduling meetings, and preparing correspondence.</li><li>Assist with data entry, filing, and maintaining accurate records.</li><li>Coordinate office operations, handle mail, and manage supply inventory.</li><li>Help organize events, meetings, and fundraising activities.</li><li>Support team members and respond to phone and email inquiries in a professional manner.</li><li>Maintain confidentiality and uphold the organization’s values in all interactions.</li></ul><p><br></p>
<p>Are you an organized, proactive professional seeking an opportunity to support a dynamic team? Our company is seeking an experienced Administrative Assistant to join our fast-paced environment.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Provide comprehensive administrative support including managing calendars, scheduling meetings, and preparing documentation.</li><li>Coordinate internal and external communications and assist with correspondence tracking.</li><li>Organize travel arrangements, process expense reports, and maintain accurate records.</li><li>Assist with event planning, presentations, and general office operations as needed.</li><li>Manage confidential information and perform data entry with excellent attention to detail.</li><li>Support additional administrative and clerical tasks to ensure optimal department efficiency.</li></ul><p><br></p>
<p>Our client, a respected organization in San Diego, CA, is seeking an Administrative Assistant to provide high-quality support to their team. This is an excellent opportunity for professionals who thrive in a dynamic environment and are dedicated to organizational success.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage calendars, schedule meetings, and arrange travel</li><li>Prepare reports, presentations, and correspondence</li><li>Maintain accurate filing systems and update records</li><li>Handle incoming calls, emails, and visitor inquiries</li><li>Support event planning and project coordination</li><li>Perform various office tasks to ensure efficient daily operations</li></ul><p><br></p>
We are looking for a dedicated Administrative Assistant to join our team in Anaheim, California. This long-term contract position offers the opportunity to play a vital role in supporting operations and ensuring seamless communication between field teams and corporate offices. If you excel in scheduling, dispatching, and administrative tasks, we encourage you to apply.<br><br>Responsibilities:<br>• Manage communication channels between field teams and the corporate office to ensure timely updates and effective coordination.<br>• Oversee scheduling and dispatching tasks to ensure operational efficiency and adherence to deadlines.<br>• Monitor and control company capacity by managing supply orders and liaising with vendors.<br>• Coordinate dispatching processes for job assignments and maintain a steady workflow.<br>• Ensure deadlines are met through proactive planning and adjustments as needed.<br>• Assist in maintaining accurate records and documentation related to operational activities.<br>• Provide administrative support to the Director of Operations, including organizing schedules and managing correspondence.<br>• Collaborate with various teams to streamline processes and improve overall efficiency.<br>• Utilize software tools such as Salesforce and Microsoft Office to complete tasks effectively.<br>• Prepare reports and summaries to support decision-making processes.
We are looking for a motivated Administrative Assistant to join our team in Costa Mesa, California. This long-term contract opportunity is perfect for someone who thrives in an onsite, fast-paced environment and enjoys engaging with clients and team members. The ideal candidate will possess strong organizational skills and the ability to handle multiple tasks efficiently while maintaining a detail-oriented demeanor.<br><br>Responsibilities:<br>• Serve as the first point of contact for clients by managing receptionist duties and greeting visitors courteously.<br>• Provide comprehensive administrative support to internal teams and ensure smooth daily operations.<br>• Handle light billing tasks and assist with financial record-keeping using QuickBooks and other software tools.<br>• Maintain accurate records and perform data entry tasks to support office operations.<br>• Collaborate with team members to manage schedules, appointments, and meetings.<br>• Utilize Microsoft Office and ADP Total Source software to complete administrative tasks efficiently.<br>• Communicate effectively with internal staff and external clients to address inquiries and provide solutions.<br>• Assist in organizing office supplies, maintaining a tidy workspace, and ensuring resources are readily available.<br>• Demonstrate adaptability by learning new processes and contributing to improvements.<br>• Uphold a smart business casual dress code and represent the company in a detail-oriented manner.
