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86 results for Administrative Assistant in Irvine Ca

Administrative Assistant We are offering a permanent employment opportunity for an Administrative Assistant in Costa Rica, Mesa, California, 92626, United States. The selected candidate will be an integral part of our team, ensuring the smooth and efficient operation of our office environment. This role encompasses a variety of administrative tasks, from handling customer inquiries to managing office supplies.<br><br>Responsibilities:<br>• Provide comprehensive administrative support to facilitate office operations<br>• Handle and resolve customer inquiries in a timely and detail oriented manner<br>• Use Microsoft Office and Microsoft Office 365 to maintain and manage customer records<br>• Ensure the implementation of administrative policies and procedures<br>• Order and manage office supplies to ensure an efficient workplace<br>• Oversee the stocking of the kitchen and other common areas<br>• Process and monitor customer credit applications, ensuring accuracy and efficiency<br>• Perform various administrative tasks as required, demonstrating a 'can do' mentality. Administrative Assistant We are offering a contract to permanent employment opportunity for an Administrative Assistant based in Los Angeles, California. The role involves various clerical and operational duties in the Accounting field. As an Administrative Assistant, you will be supporting team members, dealing with client affairs, and assisting in department projects. <br><br>Responsibilities:<br><br>• Professionally handle and direct incoming phone calls<br>• Communicate with clients through various channels such as emails, memos, faxes, and forms<br>• Collaborate with the Accounting team on tasks related to clients<br>• Assist in projects within the Business Management/Accounting Department<br>• Maintain organization of client paperwork and digital files<br>• Regularly interface with third parties to manage client affairs<br>• Utilize Microsoft Office Suite including Excel, Word, PowerPoint for various tasks<br>• Carry out data entry tasks and schedule appointments effectively<br>• Provide exceptional customer service and handle inbound and outbound calls<br>• Ensure confidentiality and professionalism at all times. Administrative Assistant We are seeking an Administrative Assistant to join our Property Management team based in Temecula, California. As an Administrative Assistant, your primary role will include handling administrative tasks, managing emails, and updating records using various office tools. This role offers a short term contract employment opportunity.<br><br>Responsibilities:<br>• Carry out administrative tasks with high precision.<br>• Use Word, Excel, and Outlook for a variety of tasks.<br>• Handle email correspondence diligently, ensuring all queries and concerns are addressed promptly.<br>• Maintain the accuracy of data through regular data entry tasks.<br>• Support other team members by managing and distributing information within the office.<br>• Use your basic office skills to ensure smooth operation of the workplace. Administrative Assistant We are in search of an Administrative Assistant to join our team in the non-profit sector, based in Los Angeles, California. As an Administrative Assistant, you will be expected to collaborate with the team, manage data, maintain project files, and prepare materials for meetings. This role offers a contract to permanent employment opportunity.<br><br>Responsibilities:<br>• Collaborate effectively with the project team<br>• Organize and manage data efficiently<br>• Maintain updated tracking systems and project files<br>• Prepare comprehensive meeting materials, including reports, notes, presentations, and agendas<br>• Input information accurately into the database Administrative Assistant We are offering a permanent employment opportunity for an Administrative Assistant in Irvine, California, within the detail-oriented services industry. In this role, you will be expected to perform a variety of administrative tasks, including managing customer inquiries, maintaining accurate records, and processing applications. You will also be responsible for monitoring customer accounts and taking appropriate actions when necessary.<br><br>Responsibilities<br>• Accurately process customer credit applications in a timely manner<br>• Maintain precise records of customer credit information<br>• Handle customer inquiries and offer detail-oriented assistance<br>• Monitor customer accounts and take necessary actions<br>• Schedule appointments and manage meeting rooms as required<br>• Order necessary supplies to ensure smooth office operations<br>• Assist in tax preparation processes<br>• Compile and organize binders for various office needs<br>• Engage in both inbound and outbound calls as part of customer service duties<br>• Utilize Microsoft Office Suite for data entry and email correspondence. Administrative Assistant We are offering a long-term contract employment opportunity for an Administrative Assistant in Long Beach, California. This role is in the industry of customer service and involves daily interaction with clients, both in-person and over the phone, as well as data entry and email correspondence.<br><br>Responsibilities:<br>• Greet and assist clients who visit the office, ensuring a welcoming and detail-oriented environment<br>• Manage a high volume of inbound calls, providing excellent customer service and timely responses<br>• Maintain and update customer records, ensuring accuracy and attention to detail<br>• Process and handle email correspondence, demonstrating effective written communication skills<br>• Schedule appointments and manage an extremely tight and full calendar for the principal<br>• Navigate a high-stress, busy workload with resilience and a positive attitude<br>• Utilize Microsoft Office Suite (Word, Excel, Outlook) to perform tasks and manage information<br>• Handle data entry tasks with accuracy and efficiency<br>• Manage inbound and outbound calls, demonstrating excellent phone etiquette<br>• Maintain a detail-oriented appearance and demeanor at all times, adhering to the office dress code. Administrative Assistant <p>Our client is searching for a proactive and eager Administrative Assistant in Irvine, California. In this role, you will be primarily involved in managing client cases, coordinating both phone and email communications, and demonstrating expertise in the Microsoft Suite. </p><p><br></p><p><strong><u>Responsibilities:</u></strong></p><p><br></p><p>• Engage in email and phone correspondence to handle client inquiries and provide exceptional customer service.</p><p>• Utilize Microsoft Suite tools, including Microsoft Word, Excel, Outlook, and PowerPoint to perform various administrative tasks.</p><p>• Independently manage client cases, ensuring all documentation and data are accurately maintained and updated.</p><p>• Demonstrate a proactive approach in scheduling appointments and coordinating meetings.</p><p>• Effectively handle inbound and outbound calls, responding promptly and professionally to customer requests.</p><p>• Perform accurate and efficient data entry tasks, maintaining the integrity of our customer database.</p> Senior Administrative Assistant <p>A reputable <strong>medical company</strong> is looking for a <strong>Senior Administrative Assistant</strong> to provide critical support to their leadership and operational teams. In this role, you’ll manage administrative needs, coordinate cross-functional efforts, and ensure smooth office operations in a highly regulated, patient-focused environment. If you have excellent organizational skills, an understanding of the medical field, and experience supporting leadership, this could be the role for you.</p><p><br></p><p><strong>Key Responsibilities</strong>:</p><ul><li>Provide executive-level administrative support, including scheduling, calendar management, and travel arrangements.</li><li>Act as a liaison between medical executives and internal departments, facilitating seamless communication and project coordination.</li><li>Prepare detailed reports, correspondence, and presentations while ensuring accuracy and professionalism.</li><li>Assist with compliance tasks, maintaining a thorough understanding of medical regulations and protocols.</li><li>Organize logistics for meetings, training sessions, and healthcare events, including drafting agendas and taking minutes.</li><li>Handle confidential patient information and sensitive data in compliance with HIPAA guidelines.</li><li>Proactively identify processes or systems in need of improvement and suggest viable solutions.</li></ul><p><br></p> Sr. Administrative Assistant <p>We are seeking a Sr. Administrative Assistant to join our team. In this role, you'll be responsible for various administrative duties, from managing communication channels to organizing schedules, in a team setting that values trust. This role offers a long-term contract employment opportunity. </p><p><br></p><p>Responsibilities:</p><p>• Manage and schedule meetings via email.</p><p>• Handle the daily mail from the PO Box.</p><p>• Ensure clear and timely communication with clients.</p><p>• Perform data entry tasks.</p><p>• Learn to use Apple-based and CRM software.</p><p>• Maintain detail-oriented email etiquette at all times.</p><p>• Handle phone calls, though with a low call volume.</p><p>• Schedule appointments by returning calls to clients when necessary.</p> Administrative Assistant <p>Our client in North County is seeking an exceptional <strong>Administrative Assistant</strong> to join their team and serve as the backbone of their daily operations. This is a dynamic and challenging role that requires a detail-oriented, resourceful, and organized individual who thrives in a fast-paced environment. As an Administrative Assistant, you will act as the glue that holds the office together, ensuring smooth day-to-day functioning by coordinating workflows, managing schedules, and providing critical support to executives and team members. This role is ideal for someone who possesses excellent time management skills, a keen eye for detail, and the ability to handle multiple responsibilities while maintaining a positive and professional demeanor. If you're ready to make an impact and support the success of a thriving workplace, we'd love to hear from you!</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Serve as the point of contact for internal and external communications, including scheduling meetings, answering calls, and managing correspondence.</li><li>Organize and maintain office records, filing systems, and databases, ensuring all files are up-to-date and easily accessible.</li><li>Coordinate travel arrangements, appointments, and expense reporting for executives and team members.</li><li>Draft, edit, and proofread memos, reports, presentations, and other key business documents.</li><li>Provide logistical support for meetings by preparing agendas, coordinating materials, and arranging for necessary equipment or catering.</li><li>Assist with the management and execution of special projects and events, as assigned by management.</li><li>Monitor and maintain office supplies inventory, placing orders and managing vendor relationships as needed.</li></ul><p><br></p> Administrative Assistant (Construction/Engineering) <p>Our construction/engineering client in North County is seeking a highly efficient and proactive <strong>Administrative Assistant</strong> to join their dynamic team. This role is ideal for a resourceful professional who excels at keeping operations running smoothly through effective organizational skills and strong attention to detail. As an Administrative Assistant, you will play a key role in supporting day-to-day activities, ensuring that all administrative tasks are completed promptly and accurately. You’ll interact with team members at all levels, manage schedules, coordinate communications, support project documentation, and assist with various office functions in a fast-paced environment. If you have a knack for multitasking, enjoy solving problems, and are ready to contribute to a high-performing team, we’d love to hear from you!</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Manage daily administrative tasks, including correspondence, filing, and organizing project documents.</li><li>Serve as the primary point of contact for scheduling meetings, coordinating conference calls, and maintaining executive calendars.</li><li>Prepare reports, presentations, and proposals using Microsoft Office Suite, ensuring the highest level of accuracy and professionalism.</li><li>Coordinate travel arrangements for project teams, including bookings for transportation, accommodations, and itineraries.</li><li>Assist in monitoring project timelines and budgets by organizing and updating data as requested.</li><li>Support vendor relations by coordinating contracts, purchase orders, and invoicing processes.</li><li>Ensure compliance with company policies and procedures while meeting deadlines.</li></ul> Administrative Assistant We are offering a short term contract employment opportunity for an Administrative Assistant in Burbank, California. This role is primarily focused on supporting the Insurance Claims department with administrative operations such as claims processing tasks, maintaining compliance with regulatory standards, and providing excellent customer service. <br><br>Responsibilities: <br><br>• Accurately and promptly input claims details and policyholder information into claims management systems.<br>• Assist claims adjusters and managers with the review and processing of insurance claims.<br>• Act as the first point of contact for policyholders, addressing claims-related questions and directing inquiries to the appropriate department.<br>• Maintain the highest level of detail oriented and empathetic communication during sensitive customer interactions.<br>• Ensure completeness and compliance of claims forms and other documentation.<br>• Prepare, review, and distribute claims-related correspondence like letters and reports.<br>• Keep organized records of claims documentation, ensuring all files comply with company policies and regulatory requirements.<br>• Assist in producing periodic claims reports for management review.<br>• Manage email inboxes, calendars, and scheduling for the claims team or department leadership.<br>• Maintain inventory of office supplies specific to the claims department and coordinate orders as necessary.<br>• Organize and coordinate team meetings, preparing agendas and meeting minutes.<br>• Help ensure adherence to federal, state, and company regulations in claims processing and documentation.<br>• Support department audits by organizing claims files and tracking audit requests. Administrative Assistant <p><strong>Administrative Assistant</strong></p><p>A business management firm is seeking an Administrative Assistant to provide direct support to one of the managing partners. This contract to hire, on-site position that offers a salary of up to $65,000 annually. The role involves traditional administrative duties and requires daily in-office attendance. Candidates must be prepared to manage tasks effectively in a fast-paced environment while working with a challenging executive.</p><p><br></p><p>Expanded List of Secretarial Tasks:</p><p>Here are additional tasks that align with typical secretarial and administrative responsibilities:</p><p><strong>Calendar and Schedule Management</strong></p><ul><li>Organize and maintain the managing partner's daily schedule, including meetings, appointments, and deadlines.</li><li>Send reminders and ensure schedule conflicts are addressed promptly.</li></ul><p><strong>Travel Coordination</strong></p><ul><li>Arrange and manage travel plans and itineraries, such as booking flights, accommodations, and car services.</li><li>Prepare travel expense reports and ensure timely reimbursement.</li></ul><p><strong>Correspondence and Communication</strong></p><ul><li>Draft emails, memos, and letters on behalf of the managing partner.</li><li>Screen and prioritize incoming calls, emails, and correspondence.</li><li>Maintain professional relationships with internal and external stakeholders.</li></ul><p><strong>Meeting Support</strong></p><ul><li>Prepare agendas for meetings and assemble reference materials or documents.</li><li>Attend meetings to take minutes and distribute action items to appropriate parties.</li><li>Coordinate logistics for internal and external meetings.</li></ul><p><strong>Data Entry and Record Keeping</strong></p><ul><li>Maintain accurate and organized records, including client files, contracts, and correspondence.</li><li>Update internal tracking systems with client and project details as needed.</li></ul><p><strong>Office Management</strong></p><ul><li>Ensure office supplies and equipment are stocked and functioning.</li><li>Liaise with vendors or service providers to address office needs.</li></ul><p><strong>Special Projects</strong></p><ul><li>Support the managing partner with research and data compilation for presentations, reports, or strategic initiatives.</li><li>Conduct follow-ups on open projects or assignments.</li></ul><p><strong>Confidentiality and Discretion</strong></p><ul><li>Manage sensitive and confidential information with the utmost integrity.</li><li>Handle high-pressure situations tactfully when dealing with a demanding executive.</li></ul><p>By expanding on these responsibilities, the role is positioned to support all facets of the managing partner's workflow, ensuring efficiency and organization in their daily operations.</p> Administrative Assistant <p>Our client in <b>Valley Center </b>is seeking an organized and proactive <strong>Administrative Assistant</strong> to join their team. The ideal candidate will be detail-oriented, efficient, and capable of supporting multiple departments and team members with a variety of administrative tasks. This is an exciting opportunity to join a dynamic work environment and contribute to the success of a growing organization.</p><p><br></p><p><strong>Responsibilities</strong>:</p><ul><li>Manage scheduling and calendar coordination for team members, including meetings and appointments.</li><li>Assist with correspondence by drafting emails, memos, and other communications.</li><li>Maintain organized filing systems for documents, both physical and digital.</li><li>Handle data entry, reporting, and record-keeping with a high degree of accuracy.</li><li>Prepare meeting agendas, take detailed minutes, and distribute them as needed.</li><li>Coordinate travel arrangements, such as booking flights, accommodations, and transportation.</li><li>Monitor office supplies and coordinate with vendors for necessary purchases.</li><li>Provide general administrative support across teams as needed.</li></ul> Administrative Assistant <p>We are offering a long term contract employment opportunity for a receptionist in the construction industry, based in Rancho Cucamonga, California, 91739, United States. As a receptionist, you will be expected to provide comprehensive administrative support to our operations team, manage documentation and handle customer inquiries with impeccable service.</p><p><br></p><p>Responsibilities</p><p>• Provide comprehensive administrative support to the operations team, ensuring smooth day-to-day operations.</p><p>• Handle inbound and outbound calls, addressing guest inquiries promptly and professionally.</p><p>• Manage and maintain accurate records through proficient data entry.</p><p>• Responsible for the distribution of incoming mail in a timely manner.</p><p>• Assist in creating and managing social media content across various platforms including Facebook and Instagram.</p><p>• Use Microsoft Office suite (Excel, Outlook, PowerPoint, Word) to perform various tasks such as schedule appointments and manage email correspondence.</p><p>• Maintain an organized filing system through document scanning and other methods.</p><p>• Deliver exceptional customer service over the phone and via other communication channels.</p> Administrative Assistant <p>We are on the lookout for a skilled Administrative Assistant to work for our client in the Mid-Wilshire area. As an Administrative Assistant, your primary responsibilities will revolve around managing schedules and handling phone calls, while ensuring smooth communication and prompt handling of all inquiries. This opportunity offers a six-month contract.</p><p><br></p><p><strong>Responsibilities:</strong></p><p>• Efficiently manage and coordinate schedules and calendars.</p><p>• Handle incoming phone calls and route them to the appropriate parties.</p><p>• Ensure clear and effective communication across all levels of the organization.</p><p>• Utilize CRM systems for maintaining and updating client records.</p><p>• Manage conference calls and correspondences timely and professionally.</p><p>• Use ADP - Financial Services for financial management tasks.</p><p>• Schedule and manage meetings using Cisco Webex Meetings.</p><p>• Handle travel and expense management using Concur.</p><p>• Maintain accurate records and reports using Kronos Timekeeping System.</p><p>• Utilize 'About Time' for efficient time management and tracking.</p> Medical Office Assistant <p>A healthcare organization in <strong>San Marcos</strong> is looking for a <strong>Medical Office Assistant</strong> with strong administrative skills to provide top-tier support to their medical team. This hybrid role combines administrative assistant duties with responsibilities specific to a medical office, making it ideal for a professional who thrives in a dynamic, patient-centered environment.</p><p><br></p><p><strong>Key Responsibilities</strong>:</p><ul><li>Greet patients warmly and assist with check-in/check-out processes.</li><li>Handle scheduling for appointments and manage the medical office calendar.</li><li>Answer phone calls, respond to inquiries, and redirect as necessary.</li><li>Maintain accurate and organized patient records, ensuring confidentiality and compliance with HIPAA regulations.</li><li>Assist with general office administration, including ordering supplies and maintaining a clean office environment.</li><li>Verify patient insurance information, process copayments, and manage billing inquiries.</li><li>Coordinate communication between medical staff, patients, and external vendors.</li></ul> Office Assistant Job Description: We're looking for an Office Assistant to support our senior executives at our Glendale, CA office by managing day-to-day administrative tasks in a fast-paced business environment. Key Responsibilities: Oversee complex calendar management and scheduling Organize domestic and international travel plans Prepare and edit correspondence, communications, presentations, and other documents Arrange meetings, conferences, and team events Act as the primary point of contact for executive communications Qualifications: Bachelor’s degree in Business, Communications, or a related field Exceptional attention to detail and organizational skills Advanced proficiency with Microsoft Office and calendar management tools Strong interpersonal skills and ability to work independently Previous experience in an executive support role preferred Bilingual Spanish preferred. Office Assistant <p>We are in search of a Temporary Office Assistant to join our team located in Orange, California. Your role will be pivotal in providing administrative assistance and customer service through the busy tax season! </p><p><br></p><p>Responsibilities:</p><p>• Fielding incoming calls and directing them as necessary</p><p>• Warmly greet and assist visitors entering the office</p><p>• Respond to inquiries, providing accurate and timely information</p><p>• Oversee the scanning and filing of documents to maintain organized records</p><p>• Ensure office supplies are adequately stocked and reorder as necessary</p><p>• Execute errands as required to support office operations</p><p>• Assist colleagues with miscellaneous tasks to support the overall workflow</p><p>• Utilize Microsoft Excel, Outlook and Word for various administrative tasks</p><p>• Schedule appointments as needed, ensuring a smooth workflow</p><p>• Manage inbound calls, providing excellent customer service.</p> Administrative Assistant We are offering a short term contract employment opportunity for an Administrative Assistant in Los Angeles, California. The primary function of this role is to maintain order and efficiency in our office environment. The Administrative Assistant will be responsible for setting up and breaking down conference rooms for meetings and events, maintaining the cleanliness and organization of our pantries and kitchens, and handling various other office tasks as needed. <br><br>Responsibilities:<br>• Setup and breakdown of conference rooms for various meetings and events<br>• Maintain cleanliness and organization of two pantries and kitchens<br>• Keep office supplies and toiletries well-stocked<br>• Occasionally cover reception duties during lunch hours and PTO<br>• Handle food ordering and maintain a detailed excel spreadsheet and calendar for events and meetings<br>• Adapt to changes and prioritize tasks efficiently and effectively<br>• Utilize good judgement and decision-making skills for event planning<br>• Maintain a detail oriented demeanor and presentation as this role is client-facing<br>• Be willing to learn and adapt to new tasks and responsibilities<br>• Document and track various office tasks and operations. Administrative Assistant <p>Robert Half Legal is partnering with a leading talent agency in Los Angeles for an Administrative Assistant role. This is a unique opportunity to support an entertainment attorney with day-to-day administrative tasks. This is a full-time, contract-to-hire role looking for candidates who can start immediately. </p><p><br></p><p>Responsibilities:</p><ul><li>Provide daily administrative support to attorney.</li><li>Manage attorney calendar, prioritizing appointments and meetings as necessary.</li><li>Handle incoming calls and emails.</li><li>Organize and maintain files, documents, and records.</li><li>Circulate contracts and documents for signature via DocuSign.</li><li>Handle day-to-day office operations and ensure a smooth workflow.</li><li>Support the team with special projects as needed.</li></ul><p>Perks of firm:</p><ul><li>Regularly offer screenings and movie premiers in office! </li><li>Annual review and discretionary bonus.</li><li>Summer Fridays and last two weeks of year off.</li><li>Parking covered.</li></ul> Administrative Assistant We are seeking a dedicated Administrative Assistant to join our team in the Waste, Refuse & Environmental Waste Management industry in Long Beach, California. In this role, you will handle various administrative tasks, including data entry and office duties, while also assisting with the preparation of payroll. This opportunity offers a contract to permanent employment arrangement.<br><br>Responsibilities:<br><br>• Accurately input data into computer systems, ensuring all customer information is up to date and correct.<br>• Assist with the preparation of payroll, supporting the team to ensure all staff are paid correctly and on time.<br>• Perform general administrative tasks, including filing, mailing, and timekeeping, to ensure the smooth operation of the office.<br>• Answer incoming phone calls, providing excellent customer service and redirecting calls as necessary.<br>• Maintain and organize office records to ensure accuracy and accessibility.<br>• Assist in managing customer inquiries, ensuring they are resolved in a timely and satisfactory manner.<br>• Monitor customer accounts, taking appropriate action when necessary to maintain good customer relations. Administrative Assistant <p>A small CPA firm located in West Los Angeles is looking for an Administrative Assistant to start immediately. You will provide part-time administrative support during tax season. Job duties will include electronic filing and scanning, scheduling using Outlook, and managing the CPA's calendar. You will also handle special projects related to tax season such as data entry into Quickbooks and assembling tax returns. The ideal schedule is Monday's, Wednesday's, and Friday's from 11am-5pm. However, there can be some flexibility with the schedule. For the right candidate, this position could extend past tax season and turn into a full time role! Pay would be up to $25/hr if the position goes permanent. Robert Half is looking for a tech savvy individual who feels comfortable using Microsoft Office Suite. Our client offers a flexible, casual work environment. Previous experience working for a CPA firm or using Quickbooks is a big plus!</p> Office Assistant <p><strong>Position Overview:</strong></p><p>We’re looking for a professional and organized Administrative/ Office Assistant to provide administrative support for the office staff, front desk, and human resources department. If you've ever wanted to work in the beauty industry, here is your chance!</p><p> </p><p><strong>The role involves:</strong></p><p>·      <strong>Administrative Tasks</strong>: Data entry, paying invoices, calendar management, sending company announcements, replenishing office supplies, and creating an electronic filing system.</p><p>·      <strong>Front Desk Presence</strong>: Greeting visitors with a professional appearance and demeanor.</p><p>·      <strong>Coordination:</strong> Scheduling interviews, courses, vendor appointments, and maintaining office organization.</p><p>·      <strong>Compliance Support</strong>: Assisting with stay registrations, business licenses, labor surveys, and reporting.</p><p>·      <strong>General Office Assistance</strong>: Posting labor law posters, ordering business cards, and updating car leases.</p><p> </p><p><br></p> Admin. Assistant <p>Robert Half has available opportunities for a top Administrative Assistant. We currently have ongoing positions for results-oriented Administrative Assistants who are deeply passionate about growing their career. The ideal candidate will play a crucial role in supporting daily operations and ensuring the smooth functioning of our office. This position includes various administrative and office support duties, and requires excellent organizational and communication skills, attention to detail, and the ability to handle a variety of tasks efficiently. Key responsibilities include but are not limited to: Office Management/Organization, Various Administrative Support Tasks from Supervisors/Managers, Clear Communication and precise Data Entry/Record Keeping, along with Travel Coordination/Event Planning. Please call (818) 703-8818 for more information/immediate consideration.</p>
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