We are looking for a dedicated Administrative Assistant to support executive management in Palo Alto, California. This role is ideal for an organized and proactive individual who thrives in a fast-paced environment and is skilled at managing complex schedules and correspondence. As a member of the team, you will play a crucial role in ensuring smooth operations and communication at the executive level. This is a long-term contract position offering stability and opportunities for growth.<br><br>Responsibilities:<br>• Review and assess incoming correspondence and reports to determine their importance and prioritize actions as directed by executive management.<br>• Manage the executive’s calendar by scheduling appointments, coordinating meetings, and arranging travel accommodations.<br>• Organize and facilitate conferences, hearings, and board meetings, ensuring all logistical details, materials, and amenities are prepared.<br>• Draft and edit correspondence, administrative reports, and financial documents using diverse source materials.<br>• Respond to inquiries about organizational activities and programs, providing accurate information and support.<br>• Maintain official records of meetings through minutes, recordings, and other documentation.<br>• Conduct research and compile data to support executive decision-making processes.<br>• Act as a liaison between the executive and internal stakeholders, ensuring effective communication and collaboration.<br>• Oversee and monitor budget processes, ensuring compliance with organizational policies.<br>• Prepare presentations, spreadsheets, and materials for executive use, ensuring high-quality design and accuracy.
We are looking for a detail-oriented Administrative Assistant to support billing operations in a fast-paced healthcare environment. This role is based in Santa Clara, California, and offers an excellent opportunity for individuals eager to grow their administrative and financial skills. The ideal candidate will assist with invoicing, purchase order matching, and other bookkeeping tasks while collaborating closely with the sales and management teams.<br><br>Responsibilities:<br>• Prepare and send invoices accurately and in a timely manner.<br>• Match purchase orders to invoices to ensure proper documentation and billing.<br>• Collaborate with the sales and management teams to support billing-related processes.<br>• Assist with bookkeeping tasks and maintain organized financial records.<br>• Manage customer billing inquiries and provide resolution promptly.<br>• Use QuickBooks or similar software for billing and record-keeping purposes.<br>• Generate billing statements and ensure all payments are recorded properly.<br>• Participate in training to learn additional responsibilities and enhance skills.<br>• Maintain administrative records and provide general office support as needed.
We are looking for a skilled and organized Administrative Assistant to join our team on a long-term contract basis in Merced, California. In this role, you will play a vital part in providing bilingual support in both English and Spanish, ensuring smooth daily operations and effective communication within the organization. If you are detail-oriented and thrive in a dynamic environment, this position is ideal for you.<br><br>Responsibilities:<br>• Coordinate and manage schedules, appointments, and travel arrangements for staff and board members.<br>• Prepare and distribute agendas, reports, and meeting minutes with accuracy.<br>• Assist in developing presentations, spreadsheets, and other essential documents.<br>• Organize and maintain filing systems, including electronic and paper records.<br>• Ensure timely and efficient e-filing of important documents.<br>• Support the team with administrative tasks and special projects as needed.<br>• Communicate effectively in both English and Spanish to facilitate collaboration.<br>• Handle incoming correspondence and ensure proper follow-up.<br>• Maintain an organized workspace, ensuring all resources are readily accessible.
<p><strong>Administrative Assistant </strong></p><p>The go‑to administrative partner who keeps the team organized, informed, and running efficiently. This role supports daily operations, coordinates schedules, and ensures a smooth flow of communication across the office.</p><p><br></p><p><strong>Top 4 Skills</strong></p><ul><li><strong>Administrative & Scheduling Support</strong> — Manages calendars, meeting prep, and day‑to‑day coordination.</li><li><strong>Communication & Customer Service</strong> — Professional communicator who supports internal teams and external visitors.</li><li><strong>Organization & Time Management</strong> — Balances multiple priorities while maintaining accuracy and structure.</li><li><strong>Problem‑Solving & Initiative</strong> — Anticipates needs, identifies solutions quickly, and keeps operations moving.</li></ul><p><br></p>
<p><strong>Administrative Assistant </strong></p><p>The go‑to administrative partner who keeps the team organized, informed, and running efficiently. This role supports daily operations, coordinates schedules, and ensures a smooth flow of communication across the office.</p><p><br></p><p><strong>Top 4 Skills</strong></p><ul><li><strong>Administrative & Scheduling Support</strong> — Manages calendars, meeting prep, and day‑to‑day coordination.</li><li><strong>Communication & Customer Service</strong> — Professional communicator who supports internal teams and external visitors.</li><li><strong>Organization & Time Management</strong> — Balances multiple priorities while maintaining accuracy and structure.</li><li><strong>Problem‑Solving & Initiative</strong> — Anticipates needs, identifies solutions quickly, and keeps operations moving.</li></ul><p><br></p>
We are seeking an Executive Assistant to join our team in Oakdale, California. This contract-to-permanent position offers a flexible part-time schedule of 16-20 hours per week. The ideal candidate will provide exceptional administrative support to the General Manager and Board of Directors, ensuring smooth operations and effective communication within the organization.<br><br>Responsibilities:<br>• Provide high-level administrative support to the General Manager and Board of Directors, including preparing meeting minutes and transcriptions.<br>• Act as Clerk to the Board, offering assistance to department managers and coordinating various administrative tasks.<br>• Manage correspondence, create newsletters, and maintain records, legal files, and historical documents.<br>• Serve as the primary point of contact for public inquiries, delivering accurate information and thorough assistance.<br>• Organize and coordinate work assignments across departments to ensure timely completion of projects.<br>• Prepare and distribute agendas and materials for Board meetings, ensuring all documentation is accurate and complete.<br>• Conduct research and assist with special projects as required, maintaining attention to detail and deadlines.<br>• Oversee the agency’s webpage, updating content and managing its functionality.<br>• Maintain activity calendars and schedules to ensure smooth daily operations.<br>• Utilize Word and basic Excel for document preparation and data management.
<p>Operations Associate (Administrative Assistant)</p><p><br></p><p>• Excellent Administrative Assistant ready to support Tax team! Will teach everything needed</p><p>• Assemble copies of Tax returns, assists with IRS notices.</p><p>• Provides input on evaluating and enhancing tax procedures.</p><p>• Prepare extensions for filing.</p><p>• Tax return preparation assistance</p><p>• Manage tax team deadlines and open projects (updating and tracking of e-Filing and e-work paper control log).</p><p>• Manage client document process.</p><p>• Scan tax returns and uploads to CCH Document and SurePrep.</p><p>• Prepare materials for presentation for prospect/client meeting (folders, proposals, etc).</p><p>• Manage client/entities organizational charts.</p><p>• Maintains PTIN and CAF numbers.</p><p>• Orders annual tax guides.</p><p>• General support for Tax and Audit teams (calendar, travel, expense reports, time and attendance, client billing and special projects).</p><p>• Client Interaction (sign documents and notarize, which may require travel to client home/office).</p><p>• Maintain compliance logs (Officer/Manager designation for respective clients).</p><p>• Travel arrangement as requested.</p><p><br></p><p>Qualifications</p><p>• Bachelor’s degree.</p><p>• Proficiency in word, excel, power point and outlook.</p><p>• Strong organizational, time management and customer service skills.</p><p>• Detail-oriented.</p><p>• Demonstrate analytical and problem-solving abilities.</p><p>• Ability to demonstrate a high level of professionalism.</p><p>• Ability to multi-task and work in a fast paced environment with tight deadlines.</p><p>• Excellent verbal and written communication skills.</p><p>• Ability to meet deadlines and manage time effectively.</p><p>• Notary not required, but preferred.</p><p><br></p><p>Full-time on-site.</p>
We are looking for an experienced Executive Assistant to provide high-level support to senior executives in Sunnyvale, California. This permanent, on-site role offers a dynamic opportunity to contribute to the efficiency and success of leadership operations. The ideal candidate will excel in managing schedules, fostering relationships, and handling complex tasks with attention to detail and discretion.<br><br>Responsibilities:<br>• Coordinate and maintain intricate executive calendars, ensuring seamless scheduling and resolving conflicts as needed.<br>• Arrange international and domestic travel, oversee travel logistics, and manage expense reporting for executives.<br>• Prepare meeting materials, document key points during discussions, and track action items to ensure timely follow-up.<br>• Support project management initiatives by improving workflows, maintaining organized systems, and ensuring deadlines are met.<br>• Serve as the primary liaison for internal and external stakeholders, fostering strong relationships on behalf of executives.<br>• Manage correspondence and communication, including conference calls and email exchanges, with accuracy and efficiency.<br>• Utilize Oracle or other similar systems to streamline administrative processes and maintain data integrity.<br>• Assist executives in maintaining a high level of organization and time management to optimize productivity.<br>• Provide support for office management tasks, ensuring smooth day-to-day operations.<br>• Handle sensitive information with discretion and confidentiality.
<p>An established IP Law Firm is looking for a Legal Administrative Assistant for their San Jose branch. The ideal candidate will manage and coordinate work tasks throughout the department and serve as the first point of contact for clients and staff. Applicants should have the ability to work in-office, 5 days per week</p><p><br></p><p>• Prepare memos, reports, presentations, and other documents; responsible for drafting and editing correspondence </p><p>• Schedule appointments, meetings, events, and manage calendars; coordinate meeting logistics and catering </p><p>• Answer phones, take and relay messages </p><p>• Coordinate and schedule travel </p><p>• Prepare and submit expense reports and reconcile credit card transactions </p><p>• Assist with submitting conflict checks and opening new matters </p><p>• Enter time charges </p><p>• Assist with onboarding tasks for new hires </p><p>• Maintain files (both physical and electronic) and ensure that client related documents and correspondence are saved in the firm's document management repository </p><p>• Actively contribute to team meetings and other team related activities </p><p>• Assist with various ad-hoc tasks such as: manage inbound and outbound mail, order office supplies, liaise with building management for facility related issues </p><p>• Perform other related duties and projects as assigned </p>
We are looking for an Accounting Assistant to join our team in Santa Clara, California. In this Contract to permanent position, you will contribute to essential accounting and administrative tasks while supporting various departments within the organization. This role offers a great opportunity to gain hands-on experience in the healthcare industry and enhance your skills.<br><br>Responsibilities:<br>• Perform accurate data entry and maintain organized records for accounting purposes.<br>• Prepare invoices and manage billing processes for clients in a timely manner.<br>• Assist with basic accounting functions, including entering transactions into QuickBooks.<br>• Conduct bank reconciliations and ensure proper coding of invoices.<br>• Support accounts payable (AP) and accounts receivable (AR) processes.<br>• Collaborate with cross-functional teams on special projects and ad hoc assignments.<br>• Maintain clear communication with internal teams to ensure smooth workflow.<br>• Contribute to document preparation and file management to support administrative needs.
<p><strong>Executive Assistant </strong></p><p>The trusted partner to leadership — managing complex schedules, driving organization, and ensuring seamless communication across the executive team. This role anticipates needs, supports high‑impact priorities, and keeps operations running with precision and professionalism.</p><p><br></p><p><strong>Top 4 Skills</strong></p><ul><li><strong>Executive Calendar & Prioritization</strong> — Manages complex schedules, shifting priorities, and high‑volume meeting coordination.</li><li><strong>Communication & Stakeholder Liaison</strong> — Interfaces with internal teams, clients, and external partners with clarity and executive presence.</li><li><strong>Project & Deadline Management</strong> — Tracks initiatives, prepares materials, and ensures timely follow‑through on key deliverables.</li><li><strong>Problem‑Solving & Anticipation</strong> — Identifies needs ahead of time, resolves issues quickly, and supports executives proactively.</li></ul><p><br></p>
<p>We are looking for an Accounting Assistant to join our clients team in Pleasanton, California. This contract-to-permanent position offers an excellent opportunity to contribute to our accounting operations while working in a collaborative and organized environment. The ideal candidate will bring attention to detail and a proactive approach to managing various accounting tasks.</p><p><br></p><p>Responsibilities:</p><p>• Process and review invoices to ensure accuracy, applying the correct rates and obtaining necessary approvals from Project Managers.</p><p>• Enter credit card transactions into QuickBooks and manage receipt collection.</p><p>• Record expense report payments accurately within QuickBooks.</p><p>• Provide front desk coverage during designated times, including breaks, lunches, and absences.</p><p>• Assist with light collections for invoices and review aging reports as needed.</p><p>• Generate and verify invoices based on employee timesheets, ensuring timely distribution for approval.</p><p>• Support monthly invoicing processes, sharing workload with team members to handle over 400 invoices.</p><p>• Perform additional administrative and accounting support tasks as required.</p>
<p><strong>Administrative Coordinator </strong></p><p>The organizational backbone of the team — ensuring daily operations, scheduling, and documentation run smoothly. This role supports internal teams, streamlines workflows, and keeps projects moving with accuracy, efficiency, and a proactive mindset.</p><p><br></p><p><strong>Top 3 Skills</strong></p><ul><li><strong>Administrative & Operational Support</strong> — Manages calendars, coordinates meetings, organizes documents, and keeps workflows on track.</li><li><strong>Communication & Cross‑Team Coordination</strong> — Clear, professional communicator who supports multiple stakeholders and keeps everyone aligned.</li><li><strong>Organization & Attention to Detail</strong> — Ensures accuracy, manages competing priorities, and keeps information structured and accessible.</li></ul><p><br></p>
<p>Our client is seeking an experienced Litigation Assistant to provide administrative and case support to attorneys in a busy legal environment. The ideal candidate will have 5-10 years of litigation support experience, strong organizational skills, and an in-depth understanding of legal documentation and procedures. The role of Litigation Assistant is full-time and in-office in Sunnyvale., CA.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Support litigation attorneys with case management, calendar coordination, and court filings</li><li>Prepare, draft, and edit legal documents such as pleadings, motions, discovery requests/responses, and correspondence</li><li>Manage and organize case files, exhibit lists, and evidence (both electronic and physical)</li><li>Coordinate schedules for hearings, depositions, meetings, and trial dates with internal teams, clients, and court staff</li><li>Assist with trial and hearing preparations, including assembling trial binders and exhibits</li><li>Track deadlines and ensure timely submission of all case-related documentation</li><li>Conduct research, summarize documents, and support basic discovery efforts</li><li>Maintain confidentiality and ensure compliance with firm and court procedures</li><li>Serve as a key point of contact for clients and outside counsel</li></ul><p><br></p>
We are looking for a skilled Legal Assistant to join our dynamic team in San Jose, California. This role requires a detail-oriented individual with a strong background in family law and litigation procedures, who can handle a variety of administrative and legal tasks efficiently. The ideal candidate will bring exceptional organizational abilities, attention to detail, and proficiency in legal software and document management systems.<br><br>Responsibilities:<br>• Manage and coordinate the scheduling of court dates, deadlines, and client meetings to ensure smooth case progress.<br>• Prepare and format legal documents, including pleadings, motions, and correspondence, adhering to proper grammar and punctuation standards.<br>• Conduct e-filing and handle submissions for court filings in compliance with local and state regulations.<br>• Assist attorneys with case preparation, including organizing discovery materials and managing e-discovery processes.<br>• Maintain and update case files, ensuring all documents are accurately filed and easily accessible.<br>• Communicate effectively with clients, attorneys, and court personnel to provide updates and address inquiries.<br>• Support the team by monitoring deadlines and ensuring timely completion of tasks.<br>• Utilize document management systems and legal software to streamline workflows and improve efficiency.<br>• Collaborate with team members to ensure all administrative tasks are handled effectively.<br>• Perform general administrative duties, such as managing correspondence and handling incoming calls.
<p>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. </p><p><br></p><p>Responsibilities:</p><p>• Utilize various legal software to manage client information and legal procedures.</p><p>• Manage the e-Filing of documents in state and federal courts.</p><p>• Maintain a clear understanding and application of civil procedures and litigation.</p><p>• Prepare legal documents, pleadings, and discovery.</p><p>• Use Case Management Software (CMS) and Clio to track deadlines and manage tasks.</p><p>• Maintain high attention to detail when dealing with client relations and claim administration.</p><p>• Exhibit effective communication skills in liaising with clients and team members.</p><p>• Handle billing functions and calendar management efficiently.</p><p>• Foster a positive environment through good interpersonal skills.</p>
We are looking for a Compensation and Benefits Administrator to join an established client in the South Bay. This is a direct permanent offering an excellent opportunity to support key HR functions and enhance your skills. The role involves working closely with the HR Management team and being point of contact for Compensation and Benefits Administration. <br> Responsibilities: • Coordinate and manage Employee Compensation and Benefits • Assist in maintaining and updating Human Resources Information Systems (HRIS) to reflect current employee data. • Provide administrative support for various HR functions, including record-keeping and policy updates. • Collaborate with team members - HRIS system recording all Compensation and Benefit changes • Ensure adherence to company policies and employment regulations in all HR practices. • Prepare reports and summaries related to HR activities for management review. • Support the implementation of new HR initiatives to improve operational efficiency
<p>We are looking for a dedicated Medical Assistant to join our team in Walnut Creek, California. In this contract position, you will play a key role in supporting patient care and administrative tasks in a fast-paced medical environment. The ideal candidate will possess strong organizational skills, a proactive mindset, and the ability to manage multiple priorities effectively.</p><p><br></p><p>Responsibilities:</p><p>• Assist with patient intake, registration, and scheduling appointments efficiently.</p><p>• Handle insurance authorization requests and ensure timely submission of necessary documentation.</p><p>• Maintain accurate medical records and ensure patient information is updated in the system.</p><p>• Support administrative tasks, including patient check-ins and eligibility verification.</p><p>• Coordinate with healthcare providers to submit orders and manage prior authorizations.</p><p>• Triage multiple tasks during clinic hours, ensuring smooth operations and patient satisfaction.</p><p>• Address and resolve challenges promptly, demonstrating problem-solving skills.</p><p>• Uphold integrity and professionalism when dealing with sensitive patient information.</p><p>• Ensure consistent attendance and punctuality to support clinic operations.</p><p>• Collaborate with team members to maintain a high standard of care and service.</p><p><br></p><p>If you are interested in this role please apply now and call us at (510)470-7450</p>
We are looking for an Administrative Coordinator to join our team in Stockton, California. This position offers the opportunity to contribute to key administrative tasks while collaborating with various team members. As a Long-term Contract role, it is ideal for candidates seeking stability and a chance to develop their organizational skills.<br><br>Responsibilities:<br>• Organize and manage daily administrative tasks to ensure smooth operations.<br>• Coordinate schedules and maintain calendars for executives and team members.<br>• Assist in budget tracking and financial reporting using relevant tools.<br>• Support communication efforts by preparing documents and correspondence.<br>• Utilize CRM systems to manage and maintain accurate records.<br>• Schedule and facilitate virtual meetings using platforms like Cisco Webex.<br>• Ensure timely completion of projects by monitoring progress and managing deadlines.<br>• Handle travel arrangements and expense reports through systems such as Concur.<br>• Collaborate with the team to implement efficient processes and workflows.
<p>Inhouse legal team is seeking a Corporate Paralegal/Senior Legal Assistant to join their team in San Jose, CA. This role offers an exciting opportunity to contribute to a company that is reshaping the future of energy. As a key member of the Legal Department, you will provide advanced administrative and legal support, ensuring the smooth operation of corporate governance and legal processes. This role offers excellent benefits package including medical, dental, vision, paid time off, and 401k. </p><p><br></p><p>Responsibilities:</p><p>• Provide direct administrative and legal support to the Chief Legal Officer and Corporate Secretary.</p><p>• Manage legal invoices, set up purchase orders, and track expenses to maintain alignment with budgetary goals.</p><p>• Prepare and distribute Board of Directors meeting materials, draft agendas and consents, and oversee compliance with governance requirements.</p><p>• Maintain corporate records, assist with entity formation, and handle annual filings to support subsidiary governance.</p><p>• Organize, draft, review, and archive contracts, agreements, and other critical legal documents.</p><p>• Coordinate document execution processes, including electronic signatures and contract lifecycle management systems.</p><p>• Update and maintain legal knowledge databases and systems to ensure accessibility and accuracy.</p><p>• Conduct research on legal matters and create summaries or reports to support decision-making.</p><p>• Facilitate onboarding and training for new Legal team members to ensure seamless integration.</p><p>• Collaborate with internal teams and external vendors to address legal inquiries and improve department processes.</p>
