<p>A growing professional services firm in Carlsbad is seeking a highly organized and proactive <strong>Administrative Assistant</strong> to support daily office operations and leadership teams. This role is ideal for someone who thrives in a fast-paced environment, enjoys being the go-to support person, and takes pride in keeping operations running smoothly. The Administrative Assistant will play a key role in coordinating schedules, managing documentation, and providing polished administrative support across departments.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Provide administrative support to managers and department leaders</li><li>Coordinate calendars, meetings, and conference calls</li><li>Prepare correspondence, reports, and internal documents</li><li>Maintain organized filing systems (digital and physical)</li><li>Answer and route incoming phone calls and emails professionally</li><li>Assist with expense reports, invoice tracking, and basic data entry</li><li>Order office supplies and manage vendor relationships</li><li>Support onboarding logistics for new hires</li></ul>
<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>
<p>A well-established construction company in Fallbrook is looking for an <strong>Administrative Assistant</strong> to support office operations and field teams. This position blends traditional administrative duties with operational coordination, making it a great fit for someone who enjoys variety and working closely with multiple teams. You’ll serve as a central point of contact between the office and job sites.</p><p><br></p><p><strong>Responsibilities</strong></p><ul><li>Support daily office operations and project teams</li><li>Assist with scheduling, job tracking, and documentation</li><li>Prepare reports, spreadsheets, and project files</li><li>Answer phones and coordinate communication with clients and vendors</li><li>Assist with payroll support, timecard tracking, and invoicing</li><li>Maintain accurate records and organized filing systems</li><li>Support management with administrative and clerical tasks</li></ul>
<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>A prestigious AmLaw 200 law firm is seeking a Litigation Assistant to join their growing team. This Litigation Assistant must have experience in one of the following areas: bankruptcy, commercial, or family litigation, and should be fluent in eFiling in those corresponding courts.</p><p><br></p><p>Litigation Assistants who speak Spanish are strongly encouraged to apply! The top end of the pay range is reserved for bilingual Litigation Assistants. </p><p><br></p><p><strong><u>Responsibilities of Role</u>: </strong></p><p>· Supporting three partners: one corporate bankruptcy, one commercial litigation, and one family law. </p><ul><li>E-filing in corresponding courts (directly, not with an attorney service - please do not apply if you've only eFiled using an attorney service)</li><li>Formating pleadings</li><li>Completing discovery shells</li><li>Drafting correspondence</li><li>Knowing civil rules well enough to double check docketed litigation deadlines and putting on attorney's calendars</li></ul><p>· Billable requirement: Litigation Assistants bill <strong>800 hours a year</strong>. Their work is mostly administrative, but they bill for things like discovery requests. A paralegal certification or attestation is preferred, but not required</p><p>· Software: Dictation in Big Hand. Document management in iManage. Entering time inTapp. Expense reports in Chrome River.</p><p><br></p><p><strong><u>Perks of Company</u></strong>:</p><p>· Size and prestige: they are AmLaw 200, so large enough to have tons of resources for practice growth, professional development, and have a wide variety of clients. Yet we “know everybody’s name on the email list!”</p><p>· The last legal assistant I placed has been there almost two years and loves it! </p><p>· This litigation assistant’s manager is in the SD legal secretary association board, super connected, and a great teacher.</p><p>· Parking is paid for in the building, beautiful suite. </p>
We are looking for a detail-oriented Accounting Assistant to join our team in San Diego, California. This Contract to permanent position offers an excellent opportunity to contribute to both administrative and accounting functions within a growing law firm environment. The ideal candidate will thrive in a dynamic setting, supporting various financial operations and ensuring accurate billing processes.<br><br>Responsibilities:<br>• Process legal billing and invoicing tasks efficiently using Clio software.<br>• Manage accounts receivable by tracking payments and following up on overdue balances.<br>• Enter and process accounts payable invoices with precision and accuracy.<br>• Review time entries and billing records to ensure compliance and correctness.<br>• Perform administrative duties such as filing, data entry, and maintaining client communication.<br>• Collaborate with attorneys and staff to complete ad hoc projects and tasks as required.
<p>A respected professional services firm in Encinitas is seeking a detail-oriented <strong>Accounting Assistant</strong> to support day-to-day accounting operations. This role is ideal for someone looking to build a strong foundation in accounting while gaining exposure to multiple financial functions. You will work closely with senior accountants to ensure accurate records, timely processing, and smooth month-end close activities.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Assist with accounts payable and accounts receivable processing</li><li>Enter and reconcile financial transactions in accounting systems</li><li>Support bank and credit card reconciliations</li><li>Prepare journal entries under supervision</li><li>Maintain organized financial documentation</li><li>Assist with month-end close tasks and reporting</li><li>Respond to internal accounting inquiries</li><li>Support audits by gathering documentation</li></ul>
<p>A healthcare organization in Vista is seeking a detail-oriented <strong>Human Resources Assistant</strong> to support the HR department with employee administration, compliance tracking, and recruitment coordination. This role is ideal for someone looking to grow their HR career while gaining hands-on experience in a regulated environment. You’ll work closely with HR leadership to ensure accurate records, smooth onboarding, and responsive employee support.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Assist with onboarding and offboarding processes</li><li>Maintain employee personnel files and HRIS data</li><li>Support recruitment efforts including interview scheduling</li><li>Track certifications, licenses, and compliance documentation</li><li>Assist with benefits administration and employee inquiries</li><li>Prepare HR reports and documentation</li><li>Support payroll and timekeeping coordination</li><li>Ensure confidentiality of sensitive employee information</li></ul>
<p>We are looking for a dedicated Legal Secretary to join an established firm in San Diego, California. This role involves providing comprehensive support to attorneys, primarily focusing on litigation and some transactional tasks. The ideal candidate will bring professionalism, strong organizational skills, and a keen attention to detail.</p><p><br></p><p>Responsibilities:</p><p>• Provide administrative support to a team of attorneys, with a primary focus on assisting two partners.</p><p>• Prepare and manage legal documents, including pleadings, discovery materials, and transactional paperwork.</p><p>• Coordinate and maintain calendars using Outlook to schedule meetings, deadlines, and court dates.</p><p>• Conduct transcription and dictation tasks accurately and efficiently.</p><p>• Organize and oversee document management processes to ensure accessibility and accuracy.</p><p>• Perform e-filing for both state and federal courts in California.</p><p>• Proofread and edit legal documents for accuracy and grammar.</p><p>• Utilize word processing tools to draft and format documents as needed.</p><p>• Ensure effective communication and collaboration with attorneys and support staff to meet deadlines.</p>
We are looking for an experienced Legal Secretary to join our team on a contract basis in San Diego, California. The ideal candidate will have a strong background in litigation support, particularly within insurance defense, and thrive in dynamic environments with multiple active cases. This position requires exceptional organizational skills and the ability to manage competing priorities effectively.<br><br>Responsibilities:<br>• Prepare and finalize litigation documents, including pleadings, motions, discovery responses, subpoenas, and deposition notices.<br>• File legal documents in both state and federal courts, ensuring compliance with all applicable rules and deadlines.<br>• Coordinate trial preparation activities such as calendaring, preparing exhibits, summarizing depositions, and compiling trial binders.<br>• Assist attorneys throughout all phases of litigation, including pre-trial, trial, mediation, and arbitration.<br>• Organize and maintain case files, both physical and electronic, in a high-volume setting.<br>• Track critical litigation deadlines, hearings, depositions, and mediation schedules across multiple cases.<br>• Manage document production during discovery, including indexing and coordinating with external vendors as needed.<br>• Schedule client meetings, mediations, and trial preparation sessions, ensuring flexibility for evening or weekend requirements.<br>• Process attorney expense reports, handle time entries, and facilitate billing coordination.<br>• Provide general administrative support to the litigation team, ensuring smooth operations.
We are looking for an Administrative Coordinator to join our team on a contract basis in San Diego, California. This role requires exceptional organizational skills and the ability to handle multiple administrative tasks efficiently. The ideal candidate will possess strong attention to detail and proficiency in Microsoft Office tools, particularly Excel and Word.<br><br>Responsibilities:<br>• Process and organize incoming mail, ensuring timely distribution and handling.<br>• Welcome and assist visitors, providing a detail-oriented and friendly greeting.<br>• Perform accurate data entry into Excel spreadsheets, maintaining and utilizing pre-existing formulas.<br>• Track and record tenant payments, including verifying amounts and allocating funds to the appropriate accounts.<br>• Log, scan, and deposit checks, ensuring proper documentation and compliance with procedures.<br>• Communicate with tenants regarding payment discrepancies, demonstrating excellent customer service.<br>• Manage and update records of gross sales for tenants on a monthly basis.<br>• Coordinate and maintain spreadsheets related to multiple bank accounts.<br>• Ensure all administrative tasks are completed with precision and in a timely manner.
