We are looking for a meticulous Administrative/Executive Assistant to join our team on a contract basis in Irvine, California. This role involves providing advanced administrative support, managing communication channels, and handling a variety of clerical tasks to ensure smooth office operations. The ideal candidate will have excellent organizational skills and the ability to maintain confidentiality while multitasking in a fast-paced environment.<br><br>Responsibilities:<br>• Perform routine office tasks, including ordering supplies, maintaining records, and managing bookkeeping activities.<br>• Draft and format various documents such as invoices, reports, memos, letters, and financial statements.<br>• Organize and retrieve corporate files, records, and reports for efficient access.<br>• Prepare replies to routine correspondence and inquiries in a precise and thoughtful manner.<br>• Conduct research and compile information to support decision-making processes.<br>• Operate and maintain office equipment like photocopiers and scanners.<br>• Coordinate mailroom activities, including distributing faxes and sorting incoming communication.<br>• Assist with scheduling and calendar management for executives, ensuring timely coordination of meetings and appointments.
<p>A well-established <strong>professional services firm in Carlsbad</strong> is looking for a motivated and detail-oriented <strong>Business Office Assistant</strong> to support their finance and operations teams. This is a fantastic opportunity for someone who enjoys a blend of administrative and light accounting responsibilities in a professional yet friendly environment.</p><p>The ideal candidate is organized, adaptable, and takes pride in ensuring things are done right — from managing files to assisting with invoices and project documentation.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Provide general administrative and clerical support to office staff and management.</li><li>Assist with bookkeeping tasks such as data entry, expense reporting, and invoice tracking.</li><li>Manage incoming calls, correspondence, and client communications with professionalism.</li><li>Organize digital and physical files to maintain easy access and compliance with company standards.</li><li>Support project coordination, scheduling, and purchasing tasks as needed.</li><li>Prepare reports, assist with special projects, and contribute to process improvements.</li></ul><p><br></p>
<p><strong>Position Summary</strong></p><p> Under the direction of the Director of Security Technology and Access Control, the <strong>Onity Lock Technician</strong> will perform specialized maintenance and repair of legacy Onity electronic locks and keycard encoder systems used across campus. This position provides expert-level troubleshooting, repair, and configuration services for equipment that is no longer supported by the manufacturer.</p><p><br></p><p><strong>Essential Duties and Responsibilities</strong></p><ul><li>Diagnose, repair, and configure Onity locks, door controllers, and keycard encoders to restore operational reliability.</li><li>Perform component-level repairs involving both mechanical and electronic systems.</li><li>Identify and source compatible replacement parts for discontinued or legacy Onity models, adapting available components as necessary.</li><li>Conduct preventive maintenance and functional testing to ensure consistent keycard operation and security integrity.</li><li>Document all service activities, including diagnostic findings, parts used, and maintenance actions performed.</li><li>Collaborate with Facilities Management, Campus Safety, and IT staff to coordinate repair schedules and minimize impact to building access.</li><li>Provide technical guidance and training to in-house staff on the care and maintenance of existing Onity systems.</li><li>Recommend repair, replacement, or upgrade options based on condition and supportability of existing lock hardware.</li><li>Create, modify, and remove users, templates, and schedules in the Onity software.</li><li>When needed, update access, templates, and schedules at the door and/or controller locations in the field.</li></ul><p><br></p>
We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis in Long Beach, California. In this role, you will provide essential administrative support, ensuring smooth daily operations and effective communication within the organization. This is a great opportunity for someone who enjoys working in a dynamic environment and has strong organizational and multitasking skills.<br><br>Responsibilities:<br>• Manage and organize administrative tasks to ensure efficient office operations.<br>• Answer and direct inbound calls professionally while addressing inquiries and concerns.<br>• Perform accurate data entry and maintain up-to-date records.<br>• Provide receptionist support, including greeting visitors and managing appointments.<br>• Assist in coordinating meetings and preparing necessary documentation.<br>• Handle correspondence and distribute communications within the team.<br>• Maintain office supplies and ensure the workspace is well-organized.<br>• Support team members with various clerical duties as needed.<br>• Ensure confidentiality and accuracy in handling sensitive information.
<p>An established <strong>executive team in Solana Beach</strong> is seeking a highly organized and professional <strong>Executive Assistant</strong> to provide comprehensive support in a fast-paced, dynamic environment. This role requires exceptional judgment, discretion, and a polished communication style to manage priorities and ensure seamless day-to-day operations. The ideal candidate is resourceful, proactive, and thrives in an environment where no two days are the same. You’ll handle complex scheduling, correspondence, event coordination, and confidential matters — helping leadership stay focused on strategy and growth.</p><p><br></p><p><u>🌟 </u><strong><u>Responsibilities</u></strong></p><ul><li>Manage calendars, meetings, and travel arrangements with precision and attention to detail.</li><li>Serve as the point of contact between executives, clients, and internal teams.</li><li>Prepare correspondence, presentations, and reports for leadership.</li><li>Organize and coordinate board meetings, team events, and offsite activities.</li><li>Handle confidential information with integrity and professionalism.</li><li>Track deadlines, follow-ups, and action items to ensure timely completion.</li><li>Anticipate executive needs and resolve issues proactively.</li></ul>
<p>We are looking for a skilled Executive Assistant to join our team in Hawthorne, California, on a contract to hire basis. In this role, you will provide vital administrative support to our executive leadership, playing a key part in ensuring the smooth operation of organizational activities. Your contributions will help drive our mission to deliver exceptional financial services within the credit union industry. There are nights and weekends that you will need to work along with some light travel. </p><p><br></p><p>Responsibilities:</p><p>• Manage executive calendars, ensuring schedules are organized and conflicts are minimized.</p><p>• Coordinate domestic and international travel arrangements, including booking flights, accommodations, and transportation.</p><p>• Prepare and distribute accurate reports, presentations, and meeting minutes for executive leadership and board meetings.</p><p>• Maintain confidentiality while handling sensitive records and documentation.</p><p>• Facilitate communication and collaboration between the executive team, board members, and other stakeholders.</p><p>• Organize and oversee executive meetings, ensuring all materials and logistics are prepared in advance.</p><p>• Monitor and prioritize multiple tasks to meet deadlines efficiently.</p><p>• Assist in the planning and execution of special projects and organizational initiatives.</p><p>• Serve as a primary point of contact for internal and external inquiries directed to the executive team.</p><p>• Ensure compliance with organizational policies and standards while supporting the executive team.</p>
<p>Inspection – Administrative Assistant IV </p><p>Location: Los Angeles, CA (LAWA Project)</p><p> Employment Type: Full-Time</p><p>Position Summary</p><p>The Administrative Assistant IV will provide high-level administrative and operational support to project supervisors and inspection staff. This role requires exceptional organizational skills, attention to detail, and proficiency with Microsoft Office and project management tools. The ideal candidate is proactive, dependable, and thrives in a fast-paced construction or inspection environment.</p><p>Essential Duties and Responsibilities</p><ul><li>Prepare professional written materials, reports, and correspondence.</li><li>Manage calendars for project supervisors and inspection staff.</li><li>Coordinate meetings, prepare agendas, and record meeting minutes.</li><li>Copy, scan, and distribute documents as required.</li><li>Maintain project logs, files, and documentation throughout all project phases.</li><li>Handle incoming calls, greet visitors, and provide administrative assistance.</li><li>Support communication between inspection teams, project supervisors, and document control.</li><li>Track and organize financial and budget-related documents.</li><li>Manage office supplies and general administrative tasks.</li><li>Act as liaison between inspectors and project management teams.</li><li>Coordinate inspector meetings with contractors and stakeholders, including bi-weekly safety meetings.</li><li>Ensure inspection-issued documents are properly filed, organized, and compliant with contract and LAWA requirements.</li></ul><p>Hardware/Software Knowledge</p><ul><li>Familiarity with Project Management Information Systems (PMIS) used for inspection and document control such as PM Web, Adobe Pro, Bluebeam, etc.</li><li>Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, SharePoint) and ability to create professional logs, reports, and charts.</li></ul><p> </p><p> </p><p><br></p>
<p>Our client, a finance-based firm located in Century City, is looking for a highly organized and proactive Executive Assistant to provide dedicated support to senior executives in their organization. This role involves managing schedules, coordinating meetings, and handling confidential information to ensure seamless day-to-day operations. This is a direct hire position that is mostly on-site daily, with some hybrid work flexibility. The ideal candidate will be an "up and comer" with at least 3-5 years of administrative support experience under their belt. </p><p><br></p><p><strong><u>Responsibilities:</u></strong></p><p>• Oversee executive calendars by scheduling and coordinating meetings, appointments, and travel plans (mostly domestic).</p><p>• Organize and manage logistics for internal and external meetings, including agenda creation and distribution of relevant materials.</p><p>• Coordinate executive offsite events, such as lunch and dinner meetings, ensuring all arrangements are completed flawlessly.</p><p>• Prepare, send, and track official documents using platforms like DocuSign, as well as draft and review communications, reports, and presentations.</p><p>• Act as the main point of contact between the executive team and stakeholders, maintaining attention to detail and timely communication.</p><p>• Draft, proofread, and finalize business documents, including memos, reports, and presentations, ensuring accuracy.</p><p>• Arrange complex travel plans, including flights, accommodations, and itineraries, while handling last-minute changes effectively.</p><p>• Maintain and optimize executives' daily schedules to prioritize tasks and improve efficiency.</p><p>• Monitor deadlines and follow up on action items to ensure timely completion of projects and deliverables.</p><p>• Handle sensitive information with discretion and maintain confidentiality at all times.</p>
<p>A leading institution in <strong>higher education</strong> located in <strong>San Marcos</strong> is seeking a highly organized and proactive <strong>Administrative Coordinator</strong> to join their academic operations team. This is an exciting opportunity to play a key role in supporting the daily operations of a vibrant educational environment where every detail contributes to the success of students and faculty alike.If you enjoy a fast-paced setting, thrive on multitasking, and find satisfaction in helping things run smoothly behind the scenes — this is your perfect match.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide administrative support to academic departments, faculty, and student services.</li><li>Coordinate meetings, manage schedules, and prepare detailed reports and agendas.</li><li>Assist in planning academic events, orientations, and committee meetings.</li><li>Maintain accurate records, correspondence, and departmental files in accordance with institutional policies.</li><li>Support budget tracking, purchasing, and reimbursements.</li><li>Communicate with students, staff, and outside vendors to ensure smooth operations.</li><li>Handle confidential information with the utmost discretion and professionalism.</li></ul><p><br></p>
<p>The <strong>Sample Coordinator</strong> will oversee the management, organization, and distribution of all footwear samples for their assigned division. You will ensure proper handling of samples, maintain updated showrooms, and collaborate closely with internal teams — from product managers to sales reps — to guarantee samples arrive on time for meetings, trade shows, and photo shoots.</p><p><br></p><p><strong>Essential Responsibilities:</strong></p><ul><li><strong>Showroom Management:</strong></li><li>Organize showroom walls daily and audit weekly for accuracy.</li><li>Maintain displays of key styles and ensure only accurate and current samples are showcased.</li><li>Prepare and arrange new development samples for product meetings as directed by management.</li><li>Regularly tidy showrooms before/after management and account meetings.</li><li><strong>Sample Inventory Coordination:</strong></li><li>Manage transfers of samples to and from the offsite shoe library, keeping logs of all transactions.</li><li>Request samples from libraries as needed for meetings or other business functions.</li><li><strong>Sample Shipment Process:</strong></li><li>Plan, pack, and ship samples for domestic and international trade shows, conferences, and photo shoots, ensuring deadlines are met.</li><li>Liaise with offices in Asia to track, communicate, and confirm sample arrival times.</li><li>Collaborate with sample coordinators to strategize deadlines for packing and shipping.</li><li><strong>Incoming Samples:</strong></li><li>Sort and distribute development, fit, and confirmation samples from Asia to designated team members.</li><li>Monitor the loading dock for shipments destined for the product team.</li><li><strong>Cross-Team Coordination:</strong></li><li>Coordinate rare or unique corporate samples for account meetings, including virtual presentations.</li><li>Partner with the Digital Imaging team to ensure samples are prepared, labeled, and sent for photography.</li><li><strong>Tracking & Data Maintenance:</strong></li><li>Track and maintain a log for all styles within the division, including National Account (NA) and sales samples.</li><li>Audit line sheets for accurate product information and images.</li><li>Print reports for merchandisers, VPs, and track development progress where needed.</li></ul><p><br></p>
<p>We are looking for a detail-oriented Administrative Coordinator to join our client's team in Woodland Hills, California. In this long-term contract role, you will play a pivotal part in supporting the Director of Development by ensuring smooth administrative operations and maintaining donor database accuracy. This position offers a dynamic work environment for individuals passionate about organization and efficiency.</p><p><br></p><p>Responsibilities:</p><p>• Perform heavy data entry tasks to maintain and update donor databases with accuracy and attention to detail.</p><p>• Provide administrative support to the Director of Development, ensuring seamless coordination of daily operations.</p><p>• Manage calendars and schedules, including organizing meetings and appointments.</p><p>• Answer and direct inbound calls professionally, addressing inquiries or forwarding them as needed.</p><p>• Coordinate and oversee scheduling for internal and external events.</p><p>• Ensure proper documentation and organization of records for easy retrieval.</p><p>• Collaborate with team members to improve administrative processes and workflows.</p><p>• Assist in preparing reports and presentations as needed.</p><p>• Maintain confidentiality and handle sensitive information with discretion.</p>
We are looking for a highly organized and proactive Administrative Coordinator to join our team on a contract basis in Seal Beach, California. In this role, you will play a vital part in ensuring smooth day-to-day operations, providing essential administrative support, and assisting with event coordination as needed. This position is ideal for someone with excellent multitasking abilities and a strong attention to detail.<br><br>Responsibilities:<br>• Manage and respond to inbound calls, ensuring clear and timely communication.<br>• Organize and maintain calendars, including scheduling appointments and coordinating meetings.<br>• Provide administrative assistance by handling correspondence, file organization, and record-keeping.<br>• Support event planning and logistics for community, corporate, and private events.<br>• Assist with scheduling and coordination for live and media events.<br>• Collaborate with team members to ensure seamless execution of tasks and projects.<br>• Prepare and maintain detailed reports and documentation as required.<br>• Coordinate with vendors and partners to facilitate successful event outcomes.<br>• Monitor deadlines and prioritize tasks to meet organizational goals.<br>• Perform other administrative duties as assigned to support the team.
<p>We are looking for an organized and welcoming Workplace Administrator to join our team in Culver City. In this long-term contract role, you will play a pivotal role in ensuring the smooth operation of our office by managing daily front desk activities and supporting our facilities team. This is an excellent opportunity for someone who thrives in a dynamic environment and enjoys creating a positive workplace experience. The hours are 8-5 and you will be on-site daily. Previous experience with facilities and/or employee experience is highly desired. </p><p><br></p><p><u>Responsibilities:</u></p><p>• Greet employees, guests, and visitors warmly as they arrive at the office.</p><p>• Manage and oversee the visitor management system to ensure accurate records.</p><p>• Assist the facilities team with preparing office spaces for events, team gatherings, and onsite activities.</p><p>• Maintain cleanliness and organization of the reception area, conference rooms, and common spaces.</p><p>• Handle incoming and outgoing mail, organize supplies in the mailroom, and manage mail-related inquiries.</p><p>• Create and distribute weekly lunch menus, assist with setup, and ensure smooth execution of daily meal services.</p><p>• Coordinate with the janitorial team to ensure conference rooms are cleaned and reset after meetings.</p><p>• Monitor adherence to office policies, including the dog policy, and provide reminders when necessary.</p><p>• Manage building access card distribution and parking card requests in coordination with the building owner.</p><p>• Ensure beverage machines, snacks, and office supplies are stocked and functional, coordinating repairs and orders as needed.</p>
<p>Position summary </p><p> The Office Services Associate is responsible for adding value in providing daily back office services for our client and teams. Services include but are not limited to reprographics copy and mail services in both physical and digital environments with support for services in hospitality facilities audio/visual reception and other Williams Lea service lines as needed. </p><p><br></p><p> Job duties </p><p> * denotes an essential function </p><p> - *Utilize appropriate logs for all office services work. </p><p> - *Ensure that job tickets are properly filled out before beginning work. </p><p> - *Perform work in office services primarily reprographics mail and intake functions according to established procedures. </p><p> - *Follow procedures to run jobs in proper order. </p><p> - *Communicate with supervisor or client on job or deadline issues. </p><p> - *Meet contracted deadlines for accepting completing and delivering all work. </p><p> - *Troubleshoot basic equipment problems. </p><p> - Be able to lift up to 50 lbs. on a regular basis. </p><p> - Prioritize workflow. </p><p> - Performs Quality Assurance on own and work of others. </p><p> - Load machines with various paper toner supplies. </p><p> - Answer telephone emails and place service calls when needed. </p><p> - Interact with clients in person over the phone or electronically. </p><p> - Adhere to Williams Lea policies in addition to client site policies. </p><p> - Use equipment and supplies in a cost-efficient manner. </p>
<p>A highly regarded <strong>multi-provider medical office in Encinitas</strong> is searching for a compassionate and organized <strong>Front Office Scheduler</strong> to join their patient-focused team.</p><p>This position is ideal for someone who thrives in a healthcare environment and takes pride in delivering exceptional service. You’ll be responsible for coordinating appointments, assisting patients with registration, and ensuring the front office runs smoothly for both patients and staff.</p><p><u>📋 </u><strong><u>Responsibilities:</u></strong></p><ul><li>Greet patients and visitors in a warm, professional manner.</li><li>Schedule and confirm patient appointments across multiple providers.</li><li>Verify insurance information and collect copays at check-in.</li><li>Manage provider calendars and resolve scheduling conflicts proactively.</li><li>Maintain accurate patient data in the EHR system.</li><li>Assist with referrals, authorizations, and incoming calls.</li><li>Support the clinical team with administrative needs and ensure compliance with HIPAA guidelines.</li></ul>
We are looking for a dedicated and personable Office Coordinator to join our team in La Cañada Flintridge, California. In this role, you will be the first point of contact for clients and visitors, ensuring a welcoming and organized environment. This is a contract-to-permanent position offering an excellent opportunity to grow within a supportive healthcare setting.<br><br>Responsibilities:<br>• Greet clients and visitors warmly, creating a positive and welcoming first impression.<br>• Handle patient check-ins and check-outs, including processing payments and providing receipts.<br>• Accurately input and update patient demographic and insurance details in the system.<br>• Manage scheduling tasks such as confirming, canceling, and rescheduling appointments.<br>• Assist new clients through the intake process, ensuring they feel comfortable and supported.<br>• Maintain confidentiality and adhere to organizational policies and standards.<br>• Ensure the front office and waiting area remain clean, organized, and inviting.<br>• Respond to phone inquiries and direct calls to the appropriate team members.<br>• Support administrative tasks such as data entry and record-keeping.
<p>Key Duties and Responsibilities for the Administrative Specialist Role</p><p>In this position, you will provide vital administrative and operational support to the Executive Office and other departments. Typical duties include:</p><ul><li>Managing calendars, scheduling meetings, and coordinating appointments for leadership staff</li><li>Preparing and editing correspondence, reports, and other documents</li><li>Assisting with board and committee meeting logistics, including agenda preparation and minutes</li><li>Maintaining organized filing systems (electronic and hard copy) and handling confidential information with discretion</li><li>Supporting event coordination and department projects as assigned</li><li>Handling travel arrangements and expense reimbursements</li><li>Communicating professionally with internal staff, external partners, and community stakeholders</li><li>Performing general office support such as ordering supplies, tracking invoices, and managing office communications</li></ul><p><br></p>
