61 results for Administrative Assistant in Fremont, CA

Executive Assistant Job Summary:We are seeking a dedicated and organized Executive Assistant to support senior leadership in managing their day-to-day responsibilities. This role involves coordinating schedules, handling communications, and ensuring smooth operations within a dynamic environment. The ideal candidate is adaptable, detail-oriented, and proactive in anticipating needs.Key Responsibilities:<ul><li>Manage and maintain executive calendars, including scheduling meetings, appointments, and travel logistics.</li><li>Act as the primary point of contact for internal and external communications, ensuring timely responses and clear communication.</li><li>Prepare and organize documents, reports, presentations, and meeting agendas with accuracy and high-quality standards.</li><li>Foster collaboration across teams by assisting with administrative tasks or project coordination as needed.</li><li>Monitor and prioritize incoming requests, ensuring they are addressed or delegated promptly.</li><li>Safeguard sensitive information and maintain confidentiality in all aspects of the role.</li><li>Identify opportunities for process improvement and assist in implementing effective solutions.</li></ul>

Customer Service: Administrative Associate We are in the search for a Customer Service Administrative Assistant to a food industry manufacturing team located in San Leandro, California. In this role, you will assist with customer inquiries, maintain customer records, and assist with data entry and general administrative support. This contract is a fully onsite position, Monday-Friday 8AM-5PM. Duration is likely 3-6months.Pay is $25 an hourThe ideal candidate will assist with various administrative tasks, including:<ul><li>Managing incoming communications (phone calls, emails, etc.)</li><li>Organizing and maintaining files and records- Primarily in MS Excel and Oracle</li><li>Data entry and database management</li><li>Assisting with project coordination and reporting</li><li>Providing general office support to our Customer Service Representatives as needed </li></ul> Responsibilities: • Handle and resolve customer inquiries effectively• Monitor customer accounts and execute appropriate actions when necessary• Use your computer skills to manage computer-related issues and create Excel reports• Display excellent time management and rapidly switch between tasks amidst shifting priorities• Engage and listen attentively to our partners, making them feel comfortable and addressing their needs• Commit to delivering on your promises to customers and team members, always finding alternative paths to exceed expectations• Show a high level of reliability, commitment, and attendance• Make work enjoyable by adding a fun element to your daily tasks.

Bilingual Receptionist Bilingual Receptionist with fluency in required languages, English and Spanish or Cantonese to join our client’s team. This is a fantastic opportunity to play a vital role in creating a welcoming environment while showcasing your language and administrative expertise. Key Responsibilities:<ul><li>Professionally greet and assist visitors, clients, and employees, ensuring a positive first impression.</li><li>Handle and direct incoming phone calls, emails, and other inquiries in multiple languages with efficiency and accuracy.</li><li>Maintain a neat and organized front desk and reception area.</li><li>Schedule appointments, manage calendars, and ensure timely communication with stakeholders.</li><li>Provide accurate information about company products, services, or policies to customers in both languages.</li><li>Assist with administrative tasks, including data entry, filing, and record-keeping, to support various departments.</li><li>Coordinate mail distribution and courier services as needed.</li></ul>

Executive Assistant Job Description:We are in search of a highly organized and experienced Executive Assistant to support our C-level executives. The role requires managing calendars, planning and coordinating corporate events, assisting with some HR responsibilities, and handling queries from multiple shareholders.Responsibilities:<ul><li>Organizing and managing executive schedules, ensuring their calendars are efficiently managed and updated.</li><li>Planning, coordinating, and overseeing all corporate events.</li><li>Assisting human resources with recruitment efforts, employee communication, and other related activities.</li><li>Acting as the point of contact between executives and internal/external clients.</li><li>Responding promptly to shareholder inquiries, preparing necessary communications or documentation.</li><li>Preparing business reports and presentations for the executive team.</li><li>Handling confidential information and maintaining the executive's privacy at all times.</li></ul>

Sales Assistant We are offering an exciting opportunity for an Administrative Assistant role in the commercial real estate industry. The position is located in San Francisco, California, and involves providing administrative support to our team, ensuring the smooth running of our office operations.Please contact Tra Nguyen via LinkedIn or Email with your updated resume for fastest consideration for this opportunity. Responsibilities:• Manage and maintain schedules, coordinate meetings, and handle phone calls and emails for the CFO.• Oversee general office tasks such as filing, organizing documents, handling office mail, and ordering and maintaining office supplies.• Maintain and update the company's contact list and contracts.• Assist the accounting team by scanning invoices into financial software such as Quicken/Quickbooks.• Develop and maintain an efficient filing system and update company databases/documents onto the cloud.• Manage a residential property account, including data entry, issuing checks, bank reconciliations, and cash flow reports.• Run errands and accommodate personal requests as needed.• Utilize skills in ADP - Financial Services, Concur, CRM, Crystal Reports, Data Processing, About Time, Answering Inbound Calls, Buying Processes, Cash Activity, and Cash Handling.• Offer support in the processing of customer credit applications and maintaining accurate customer credit records.• Monitor customer accounts and take appropriate actions as necessary.

Associate We are seeking an Administrative Assistant to join our team in South San Francisco, California. In this role, you will be greeting office guests, managing calendars, planning meetings, and handling various personal requests for the executives. You will also be involved in organizing company events, lunches, maintaining the office, internal communication and marketing activities.. Responsibilities will include: • Manage and organize the executive's appointment calendar, including planning and scheduling meetings, conferences, teleconferences, and business and personal travels.• Act as the primary point of contact for the office and clients, focusing on maintaining the executive's schedule, meetings, and appointments with precise preparation and punctual reminders.• Assist the executives with various personal requests and tasks.• Aid the executives with property management tasks including rental, investment, and miscellaneous properties.• Produce and facilitate internal communication by transcribing, recording, and formatting meeting discussions and notes to produce reports, presentations, and briefs.• Conserve the executive's time by reading, researching, and routing correspondence, drafting letters and documents, and collecting and analyzing information to provide abbreviated methods for decision making, solutions, and efficient processes.• Support and maintain the Marketing Department by assisting with the management of the company's social media profiles and presence, including Facebook, Twitter, LinkedIn, and any additional channels in the future.• Collaborate with the Design Department to provide support for new lead attendance, proposal writing, and scheduling.• Collaborate with the Design Department and the Accounting Department to provide Client Purchases including but not limited to: Obtaining quotes by working with the vendor, generating purchase order quotes, processing the payment of the purchase quote, and delivery coordination.• Welcome guests and clients by greeting them, in person or on the telephone, answering or directing inquiries, and transcribing messages.• Organize company events for holiday celebrations, staff appreciation and recognition, and key staff meetings.Other duties as they arise.

HR Coordinator HR Administrative Assistant role via Robert Half available! This is a contract position located in San Francisco's Tenderloin district. The HR Coordinator would play a crucial role in handling customer applications, maintaining precise customer records, and resolving customer inquiries along with traversing the Tenderloin District to distribute mail to different buildings and general office administration. If you're interested in working with a non-profit in the Tenderloin to support the formerly homeless population, please reach out to Georgia Cienkus at Robert Half San Francisco - 1-855-495-1192. Responsibilities: • Keeping a record of customers information accurately • Resolving customer inquiries in a timely and effective manner • Monitoring customer accounts and initiating appropriate actions • Conducting auditing and background checks as per the company protocols • Managing benefit functions and maintaining records • Utilizing strong computer skills for daily operations • Conducting tasks such as mail runs and maintaining strong customer service skills.

Office Assistant Robert Half is working with a reputable Tax Firm in Foster City looking for a temp to hire Front Desk Receptionist. This is an on-site position Monday through Friday. The reason this role is open is because the current Front Desk is getting a promotion. There is most certainly room for growth within the company. We are looking to start someone ASAP! Please find the description below and if interested, please apply immediately. Do not wait! Apply now! Job Description<ul><li>Greeting Clients and Multi-Line Phone Management</li><li>Preparing financial documents such as invoices and tax filings</li><li>Maintaining files on account receivables and updating records as required.</li><li>Organizing files, invoices, purchase orders and receipts</li><li>Ensuring all calendars are accurate and organized</li><li>Scheduling and organizing meetings and events</li><li>Booking travel arrangements for executives</li><li>Greeting clients and visitors when they arrive at the office</li><li>Ensuring the office remains clean and organized</li><li>Operating and maintaining office equipment such as computers and copiers</li><li>Checking and maintaining office supply inventory, ordering new supplies as needed</li><li>Customer Service attitude meets the needs of those you serve</li><li>Willingness to be a team player & work in a team environment</li><li>Dependability and Independent Motivation</li></ul>

Office Manager Responsibilities:<ul><li>Manage and supervise administrative staff, including receptionists, administrative assistants, and office clerks</li><li>Oversee the maintenance of office equipment and facilities</li><li>Develop and implement office policies and procedures</li><li>Coordinate office activities and operations to secure efficiency and compliance with company policies</li><li>Manage office budget, including expenses for supplies and equipment</li><li>Handle scheduling, appointments, and travel arrangements for senior management</li><li>Organize and oversee office events, meetings, and conferences</li><li>Ensure proper filing and record-keeping systems are in place</li><li>Handle sensitive and confidential information with integrity and discretion</li><li>Address employee queries regarding office management issues (e.g., stationery, equipment, and travel arrangements)</li></ul>

Legal Assistant We are partnering with a boutique law firm in San Francisco, CA to identify a Part-Time Legal Assistant to provide direct administrative and legal support to an executive partner. The Legal Assistant will play a key role in ensuring the attorney’s daily workflow runs smoothly by managing email communication, organizing documents, and handling administrative tasks. This long-term temporary position offers the flexibility to be fully remote, but candidates must be local to San Francisco to support onsite needs as required. Responsibilities:<ul><li>Monitor and review the attorney’s email inbox.</li><li>Draft and edit replies at the attorney’s direction.</li><li>Conduct basic research to assist in email responses.</li><li>Organize and file documents in cloud storage (Dropbox).</li><li>Review, edit, and format legal and administrative documents (Word, PDF, PowerPoint, Excel, etc.).</li><li>Manage attorney’s phone traffic and handle calls using VOIP software (training provided).</li><li>Assist with entering and tracking attorney’s billable time using timekeeping software (training provided).</li><li>Assist with legal research, drafting, and document revisions.</li><li>Provide general administrative support as needed.</li></ul>

Legal Assistant We are partnering with a boutique plaintiff-side medical malpractice litigation firm in San Francisco to identify a Legal Assistant to provide a blend of legal and administrative support to the firm. This role is ideal for a detail-oriented, highly organized professional who is comfortable handling both legal support tasks and firm-wide administrative responsibilities as needed. We are looking for a candidate with at least one year of experience in a law firm setting, with exposure to or hands-on experience in document formatting and e-filing, who is also willing to assist with administrative responsibilities such as scanning mail, managing calendars, and handling client communication. This is a temporary-to-hire position, requiring four days onsite and one remote day per week. Responsibilities:<ul><li>Legal Support: Assist attorneys with document formatting, e-filing, and preparing proofs of service.</li><li>Administrative Tasks: Sort, scan, and organize incoming mail, maintain electronic and physical case files, and ensure firm-wide organization.</li><li>Scheduling & Calendar Management: Manage attorneys’ calendars, appointments, and deadlines.</li><li>Client Communication: Screen potential clients, handle incoming calls and emails, and serve as a point of contact for the firm.</li><li>Coordination & Support: Assist with scheduling meetings, depositions, and expert communications.</li><li>General Office Assistance: Support office operations, including copying, scanning, compiling documents, and other firm needs.</li></ul>

Medical Receptionist Are you a detail-oriented and patient-focused professional with excellent organizational and communication skills? Robert Half is seeking a Medical Receptionist for a dynamic organization in the healthcare industry. In this hybrid onsite role, you will play a critical part in ensuring the smooth operation of a medical office by providing exceptional front-desk service and administrative support to patients, providers, and staff. Key Responsibilities:<ul><li>Front Desk Operations: Greet and assist patients and visitors in a professional, courteous manner. Manage check-in and check-out processes, schedule appointments, and provide general information about the practice.</li><li>Medical Records Handling: Maintain and update electronic medical records (EMRs), ensuring data accuracy and confidentiality. Experience with systems such as Epic or Cerner preferred.</li><li>Phone and Communication Management: Answer incoming phone calls promptly, direct calls to appropriate staff, and respond to inquiries regarding appointments, medical procedures, or billing.</li><li>Insurance Verification: Verify patient insurance coverage and eligibility prior to appointments, advising on any necessary forms or co-payments.</li><li>Billing Support: Collect patient payments, prepare and issue receipts, and provide basic billing-related guidance.</li><li>Collaboration with Staff: Work closely with medical office administrators, medical billers, doctors, and nurses to ensure seamless scheduling and workflow within the clinic or hospital setting.</li><li>Customer Service: Ensure patients feel welcome and valued by creating a positive and professional experience during all interactions.</li><li>Maintain Office Environment: Keep the reception area clean, organized, and stocked with necessary forms and materials.</li></ul>

Litigation Assistant Are you looking to advance your career while working in a gorgeous Oakland office with a supportive and dynamic team? We have the perfect opportunity for you! Robert Half has partnered with a highly regarded organization to find a Hybrid Litigation Assistant with a contract-to-hire potential. This role is a fantastic way to build your skills and make a meaningful impact within a collaborative and professional environment. What You’ll Do:As a Hybrid Litigation Assistant, you’ll play an essential role in providing high-level administrative support to litigation attorneys. Responsibilities include:<ul><li>Managing e-filing for state and federal courts with precision and efficiency.</li><li>Overseeing court calendaring, ensuring all deadlines, hearings, and notifications are met without delay.</li><li>Collaborating with attorneys to prepare, format, and proofread legal documents with impeccable attention to detail.</li><li>Supporting various administrative tasks to ensure the smooth operation of the litigation department.</li></ul>

Administrative Coordinator We are seeking an Administrative Coordinator to become an integral part of our team. Located in San Francisco, California, this role will enhance our operations by managing calendars, supporting travel arrangements, and handling financial tasks. As an Administrative Coordinator, you will be involved in a wide range of duties, making it a stimulating and dynamic role. This position offers a contract to permanent employment opportunity. Responsibilities: • Manage executive schedules by maintaining and updating Google Calendars• Coordinate travel arrangements and ensure smooth travel experiences• Assist the Travel Operations Manager in various tasks• Utilize ADP - Financial Services to handle financial tasks• Reconcile invoices from travel agencies• Organize and manage expenses using Concur• Utilize CRM to maintain accurate customer credit records• Address inbound calls and provide excellent customer service• Assist in budget processes with the use of Microsoft Excel• Ensure efficient communication across different platforms, including Cisco Webex Meetings• Handle tasks related to Banner Ads and Google Apps• Utilize About Time for effective time management. ** If you're interested in this position, please apply to this position and contact Nick Mussman at nick.mussman - at - roberthalf - .com with your word resume and reference job ID#00410-0013156385 **

Legal Assistant Litigation Secretary - Hybrid role About the Role:We are currently seeking a highly proficient and experienced Litigation Secretary to join our team on a hybrid work schedule. The ideal candidate will have a strong background in construction litigation, real estate litigation, or land use. This position will be instrumental in lending comprehensive support to our team of attorneys which involves various duties such as drafting correspondence, preparing legal documents, and maintaining calendars. Key Responsibilities:<ol><li>Provide comprehensive administrative and secretarial support to the Litigation team.</li><li>Generate, edit, and finalize correspondence and legal documents.</li><li>Maintain attorneys' calendars by scheduling deadlines, conferences, and depositions.</li><li>Assist in conducting extensive legal research.</li><li>Regularly maintain and update case files and litigation databases.</li><li>Draft and proofread legal documents for correct legal terminology and syntax.</li><li>Answer and direct phone calls; manage mail and couriers.</li><li>Maintain confidentiality of sensitive information.</li></ol>

Records Clerk/Legal Assistant About the Role: A well-established trust & estates law firm in Burlingame is seeking a dedicated Records Clerk/Manager to join our team. This is a fully onsite position requiring strong organizational skills, attention to detail, and an interest in growing with the firm long-term. The ideal candidate will be comfortable handling physical file mailings, sorting case files, and maintaining an organized records system.Key Responsibilities:<ul><li>Manage, organize, and maintain physical and electronic case files.</li><li>Sort, file, and retrieve documents to ensure accurate record-keeping.</li><li>Handle outgoing and incoming physical mail, including scanning and distributing documents.</li><li>Assist with records retention and destruction in compliance with firm policies.</li><li>Support attorneys and staff by locating and delivering requested files.</li><li>Coordinate with administrative staff to ensure efficient workflow and file management.</li><li>Maintain confidentiality and security of sensitive client information.</li></ul>

Legal Assistant Legal Assistants directly support lawyers and may be required to supervise other legal staff, such as legal secretaries or file clerks. Legal Assistants should have computer and technical knowledge as well as strong analytical, communication and organizational skills.Some law firms prefer three to five years of legal experience in a law firm or other corporate legal department. Your responsibilities in this role - Electronically filing documents - Cross-reference copied documents with originals to ensure accuracy - Develop correspondence and memorandum - Handle matter management and record keeping - Prioritize legal research and investigative tasks, including obtaining information or documents from outside parties, as directed - Photocopy/scan documents - Maintain word processing, filing and faxing - Gather documents and assemble data as directed by lawyers and paralegals - Regulate computer database input and retrieval - Analyze and retrieve electronic documents from a variety of court and agency web sites

Legal Assistant/Paralegal We are offering an exciting opportunity for an organized and detail-oriented Legal Assistant/Paralegal to join our team. This role revolves around supporting all aspects of the litigation process, from the initial stages through to post-trial. The successful candidate will be engaged in duties such as drafting legal documents, liaising with clients, and supporting attorneys in trial preparation. This position is 100% onsite and can sit either in Modesto or Sacramento. Responsibilities: • Accurately process and manage various legal documents such as pleadings, motions, and CMC statements.• Organize and manage case files, ensuring all information is accurate and up-to-date.• Attend trials and provide necessary assistance to attorneys during the process.• Execute administrative duties efficiently, such as calendaring hearings and deadlines.• Draft interrogatories and other discovery requests and responses, ensuring they are filed correctly.• Collect and organize relevant information from different sources to aid in the litigation process.• Provide necessary support for case settlements, ensuring all details are taken care of.• Handle logistics related to the litigation process, ensuring smooth operations.• Use legal software such as Adobe Acrobat, Case Management Software, Odyssey

Office Clerk We are currently seeking an Office Manager who is motivated, detail-oriented, and skilled in managing day-to-day office operations. This individual will play an integral role in ensuring office efficiency and supporting both staff and clients in a busy, mission-driven environment. <ul><li>Oversee daily office operations, including managing schedules, space, and resources to maintain a productive work environment.</li><li>Supervise and support front office staff, ensuring they provide excellent support and maintain professionalism in client interactions.</li><li>Order, maintain, and track office supplies and inventory, ensuring cost efficiency and availability.</li><li>Serve as the main point of contact for external vendors, contractors, and service providers, coordinating agreements and addressing issues as needed.</li><li>Ensure proper maintenance of office equipment (e.g., copiers, phones, computers) and troubleshoot issues or coordinate repairs.</li><li>Prepare and distribute internal communications to enhance organizational alignment across teams.</li><li>Assist leadership with scheduling, meeting coordination, and follow-up on key projects.</li><li>Maintain and organize office records, including client data (where applicable), vendor contracts, and compliance documentation.</li><li>Oversee general office upkeep and cleanliness to ensure a welcoming and professional environment for staff, clients, and visitors.</li><li>Contribute to process improvements and implement best practices to improve office efficiency.</li></ul>

Legal Assistant We are offering an exciting opportunity for a Legal Assistant to become an integral part of our team, based in San Francisco, California. This role focuses on supporting our legal department with a range of administrative tasks, utilizing skills in CompuLaw, Calendar Management, and Document Compilation. Responsibilities: • Utilize CompuLaw for efficient case management and tracking • Manage calendars, schedule appointments and maintain electronic calendars • Handle communication within the team and with clients • Provide Administrative Assistance as required, ensuring smooth operation of the office • Process Word Documents and other written materials • Compile litigation documents for review and distribution • Assist in Landlord-Tenant cases by compiling relevant documents • Maintain a detailed and organized record of all case documents • Utilize strong communication skills to resolve client inquiries • Oversee administrative tasks related to case management and organization.

Contact Center Assistant Manager We are offering a contract to permanent employment opportunity for a Contact Center Assistant Manager in Newark, California. This role is within the healthcare industry, and the Contact Center Assistant Manager will oversee the daily operations of our non-patient scheduling teams. The successful candidate will be responsible for ensuring quality service management, staff performance, process improvement, and regulatory compliance. Responsibilities • Oversee the daily operations of non-patient scheduling teams and ensure that systems and staff meet call center standards.• Train, select, and permanent staff while maintaining patient and employee confidentiality.• Monitor the quality of staff interactions and ensure excellent customer service, holding staff accountable for engaging customers courteously and helpfully.• Leverage new technologies and optimize operations to meet business needs and ensure a high level of service.• Plan, organize, direct, manage, and evaluate the work of staff and functions in the Contact Center.• Maintain cooperative and productive working relationships with medical, nursing, detail oriented, and clinic staff, regulatory agencies, customers, and others.• Plan, develop, implement, and revise policies, procedures, and standards in the Contact Center.• Conduct effective budget planning, including cost and volume projections, control cost, manage revenue, and provide insightful variance analysis and effective corrective action as needed.• Coordinate and integrate services within the practice area and with other practice areas and departments.• Monitor and evaluate the efficiency and effectiveness of service delivery methods and standards in the Contact Center and implement initiatives to improve and enhance performance and services.

Legal Assistant We are inviting applications for the role of a Spanish speaking Legal Assistant. This role is based in Oakland, California, and is an integral part of our team. As a Legal Assistant, you will be involved in various aspects of civil litigation processes, legal documentation, client relationship management, and case preparation. Responsibilities: • Manage civil litigation processes in accordance with California law• Act as an interpreter during client meetings, depositions, mediations, and trials• Independently draft and file a variety of legal documents such as complaints, discovery, motions, and court notices with state and federal courts, including appellate court• Prepare exhibits for hearings and trials, including highlighting, redaction, and citing• Draft routine legal documents like stipulations, hearing notices, subpoenas, deposition notices, and objections to deposition notices• Organize and maintain electronic case files and documents• Uphold confidentiality in all attorney-client relationships and maintain excellent public relations with clients• Adhere to the ethical requirements as set by the Rules of Professional Conduct of the State of California• Apply skills such as Calendar Management, Communication, e-File, e-Filing, and Spanish Language in day-to-day operations.

Legal Assistant We are seeking a Legal Assistant to join our team based in Campbell, California. In this role, you will be using your extensive legal knowledge to perform a variety of tasks, including the management of legal documents, client communication, and the use of case management software. This role operates within the legal industry and provides an exciting opportunity to be part of a dynamic workplace. Responsibilities:• Utilize various legal software to manage client information and legal procedures.• Manage the e-Filing of documents in state and federal courts.• Maintain a clear understanding and application of civil procedures and litigation.• Prepare legal documents, pleadings, and discovery.• Use Case Management Software (CMS) and Clio to track deadlines and manage tasks.• Maintain high attention to detail when dealing with client relations and claim administration.• Exhibit effective communication skills in liaising with clients and team members.• Handle billing functions and calendar management efficiently.• Foster a positive environment through good interpersonal skills.

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