68 results for Administrative Assistant in Oakland, CA

Bilingual Administrative Assistant (English/Cantonese) We are currently seeking an organized and proactive Administrative Assistant on a contract basis with a non-profit client in Oakland. The successful candidate will play a critical role in ensuring efficient and smooth day-to-day operations of our office.Responsibilities:· Answering and directing phone calls to relevant staff.· Organizing and scheduling appointments with admin software.· Booking meeting rooms and conference facilities.· Data entry and maintaining records and files.· Liaising with staff, suppliers, and clients.· Preparing documents and reports.· Assisting with special projects as needed. This person must be fluent in both English and Cantonese.

Administrative Assistant We are looking for a professional and reliable Administrative Assistant for a contract opportunity in Union City, California. In this role, you will support a public department by managing administrative tasks, coordinating payments, and assisting with reports. This position offers a structured work schedule and the opportunity to gain experience and contribute to a dynamic team. Previous verifiable experience in a similar position is required. This is anticipated to be a 60 day contract position.It is 100% onsite Monday to Friday Responsibilities:• Provide front desk support for the administrative department, handling inquiries and directing calls as needed.• Perform data entry tasks with accuracy and efficiency, ensuring all records are up-to-date.• Scan and process documents, maintaining organized digital and physical filing systems.• Assist with preparing and processing invoices in a timely manner.• Handle email correspondence and schedule appointments to support departmental operations.• Utilize Microsoft Office tools, including Excel, Outlook, PowerPoint, and Word, to complete tasks.• Perform receptionist duties, such as greeting visitors and managing incoming and outgoing calls.• Maintain a welcoming and organized environment at the front desk.• Support additional administrative tasks as needed by the Accounting Manager.

Bilingual Sr. Administrative Assistant We are looking for a highly organized and detail-oriented Senior Administrative Assistant to join our team in Alameda, California. In this long-term contract position, you will play a key role in supporting education and childcare providers, ensuring seamless administrative operations and effective communication. This hybrid role offers flexibility with occasional in-office work and requires availability during evenings or weekends as needed. Responsibilities: • Assist education and childcare providers, as well as non-profit organizations, in navigating and applying for grants. • Review grant applications meticulously to ensure accuracy and compliance with eligibility criteria. • Maintain thorough documentation and track records to ensure organized and accessible information. • Coordinate and support training sessions, including scheduling and hosting sessions during evenings or weekends. • Collaborate with internal teams to address and resolve concerns raised by service providers. • Utilize Microsoft Office tools, Teams, Zoom, and other software platforms to manage tasks and communication effectively. • Provide administrative support for budget processes and calendar management. • Handle inbound calls professionally and respond to inquiries promptly. • Travel within the county when needed to support organizational objectives.

Administrative Assistant We are looking for a detail-oriented Administrative Assistant to support our team in San Francisco, California. In this contract position, you will play a key role in managing daily administrative tasks and ensuring smooth office operations. This opportunity is ideal for someone with strong organizational skills and a proactive approach to problem-solving. Responsibilities:• Handle inbound and outbound phone calls with professionalism and efficiency.• Provide exceptional customer service by addressing inquiries and resolving issues promptly.• Perform accurate data entry to maintain and update records and databases.• Manage email correspondence, ensuring timely responses and clear communication.• Coordinate and schedule appointments, meetings, and events as required.• Utilize Microsoft Word, Excel, PowerPoint, and Outlook to create reports, presentations, and other documents.• Maintain organized filing systems for easy retrieval of information.• Support team members by completing various administrative tasks and projects. ** If you're interested in this position, please apply to this position and contact Georgia Cienkus at georgia.cienkus - at - roberthalf - .com with your word resume and reference job ID#00410-0013226169*

Administrative Assistant Responsibilities:<ul><li>Answer and direct phone calls in a polite and professional manner</li><li>Organize and schedule appointments, meetings, and conferences</li><li>Produce and distribute correspondence memos, letters, faxes, and forms</li><li>Assist in the preparation of regularly scheduled reports</li><li>Develop and maintain a filing system</li><li>Order office supplies and maintain inventory</li><li>Book travel arrangements and accommodations</li><li>Provide general support to visitors</li><li>Act as the point of contact for internal and external clients</li></ul>

Administrative Assistant We are looking for a highly organized and detail-oriented Administrative Assistant to join our team on a contract basis in Santa Clara, California. In this role, you will provide comprehensive administrative and office management support to ensure smooth operations within the President’s Office. This position requires exceptional communication skills, attention to detail, and the ability to handle multiple tasks efficiently. Responsibilities: • Serve as the first point of contact for visitors, providing a warm and welcoming reception while directing inquiries appropriately. • Manage incoming calls, screen and route them to the correct personnel, and ensure accurate message-taking with timely follow-ups. • Oversee office supply inventory, purchasing, organization, and maintenance, as well as coordinate equipment repair and upkeep. • Assist with daily office operations such as document preparation, archiving, photocopying, and mail processing. • Schedule and coordinate meetings and events, including room reservations, catering services, and audiovisual support. • Provide executive-level administrative support to the Chief of Staff, including calendar management, meeting preparation, and follow-up tasks. • Prepare, proofread, and format correspondence, reports, and presentation materials, ensuring high-quality output. • Process financial transactions for the President’s Office and maintain accurate records for periodic reporting. • Collaborate with student interns on various projects and tasks as needed. • Support preparations for Board and Executive Committee meetings by assisting with logistics and documentation.

Administrative Assistant We are offering an exciting opportunity for an Administrative Assistant with a boutique litigation firm, based in Oakland, California. This role involves supporting our team by managing various administrative tasks, playing a crucial role in maintaining the smooth running of our office. Responsibilities:• Managing specific tasks and responsibilities to support the Office Manager• Handling office supplies and inventory, and placing orders when necessary• Ensuring efficient filing systems and records management• Distributing incoming mail and packages appropriately• Coordinating maintenance and repairs for office equipment and suite with building management• Scheduling meetings and managing calendars for the team• Assisting with accounts receivable, billing, and invoicing tasks• Assisting with accounts payable when required• Supporting the onboarding and training of new employees• Assisting with staff performance reviews and implementation of office policies and procedures• Participating in office-wide events and projects• Assisting with firm operational expenses alongside the bookkeeper• Addressing employee concerns and conflicts effectively.

Administrative Assistant We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis in San Francisco, California. This role involves providing essential administrative support, managing resident records, and ensuring compliance with agency regulations. The ideal candidate will bring experience in affordable housing property management and demonstrate excellent organizational and communication skills. Responsibilities:• Maintain accurate resident records and accounts receivable systems using Real Page Software or similar platforms.• Oversee tenant recertification processes, including gathering information, entering data, and ensuring compliance with tax credit and other agency regulations.• Handle monthly rent collection, generate receipts, and monitor financial reports such as deposit logs and aging accounts.• Provide information to prospective tenants, assist with interviews, and prepare leasing documents for signature.• Process accounts receivable tasks, including preparing Section 8 vouchers, reconciling payments, and maintaining financial accuracy.• Maintain computerized records of maintenance, installations, and repairs for residential units.• Prepare bank deposits and petty cash reconciliations to ensure accurate financial records.• Answer inbound calls, respond to email correspondence, and assist with scheduling appointments.• Utilize Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) to perform daily tasks efficiently. ** If you're interested in this position, please apply to this position and contact Julia Henderson at julia.henderson - at - roberthalf - .com with your word resume and reference job ID# 00410-0013225148**

Legal/Administrative Assistant Are you detail-oriented, tech-savvy, and looking to jumpstart your career in the legal field? A leading plaintiff firm based in Emeryville, CA is seeking a motivated Legal/Administrative Assistant to join their team. This is a contract role with the potential to become permanent for the right candidate! About the Role:As a Legal/Administrative Assistant, you will play a vital role in supporting legal staff with form-based administrative tasks. This position offers a great opportunity to gain hands-on experience working in the legal sector and develop professional skills in a dynamic and collaborative team environment. Responsibilities:<ul><li>Prepare, edit, and process legal forms and other documentation with precision and accuracy.</li><li>Manage and organize files and records while maintaining strict confidentiality.</li><li>Provide administrative support, including scheduling, data entry, email correspondence, and file maintenance.</li><li>Conduct light legal research or assist with the preparation of case-related materials as needed.</li><li>Communicate effectively with team members and assist with general office tasks to ensure smooth operations.</li></ul>

Dental Admin Assistant We are looking for a highly organized and experienced Dental Administrative Assistant to join our team. The ideal candidate has a thorough understanding of dental office procedures, with excellent patient service skills and strong proficiency in Dentrix software. Responsibilities:<ol><li>Schedule and confirm patient appointments, check-ups and dental procedures.</li><li>Utilize Dentrix software to maintain patient records and update notes on treatments.</li><li>Handle patient communications related to appointments, billing, and treatments.</li><li>Assist with billing procedures, process insurance claims and maintain accurate financial records.</li><li>Support dental staff by assisting with patient management during busy periods.</li><li>Maintain a clean and well-stocked office.</li></ol>

Administrative Assistant (Tech Savvy) We are seeking a highly motivated and detail-oriented individual with strong data analysis skills to join our team on a temp-to-hire basis. The ideal candidate will have experience in data entry, a solid understanding of analytical methodologies, and proficiency in Microsoft Office Suite, especially Excel. Experience with Yardi is a plus but not required. Key Responsibilities:<ul><li>Perform data entry and ensure the accuracy and integrity of data sets.</li><li>Analyze large datasets to identify trends, discrepancies, and actionable insights.</li><li>Use Excel (intermediate level) to create reports, charts, pivot tables, and data visualizations.</li><li>Collaborate with team members to support data-driven decision-making.</li><li>Assist with the preparation of summaries, presentations, and performance reports.</li><li>Maintain confidentiality and security of all data handled.</li></ul>

Administrative Assistant Job Title: Administrative Assistant / Front DeskLocation: Santa Clara, CA (Onsite, 5 Days/Week)Schedule: Monday to Friday, 8:00 AM - 5:00 PMStart Date: June 9, 2025Duration: June 9, 2025 – November 21, 2025Job Overview:We are seeking a professional Administrative Assistant/Front Desk Coordinator to support a high-profile office environment. Your role will be integral in managing front desk operations, providing administrative support to executives, and ensuring seamless meeting coordination. This is a temporary position covering maternity leave, with an anticipated end date in November. Key Responsibilities:<ol><li>Front Desk Management:</li></ol><ul><li>Answer incoming calls and act as the main point of contact for visitors, including VIPs such as the President and Chief of Staff.</li><li>Serve as the “first line of entry,” fielding inquiries with professionalism and tact.</li></ul><ol><li>Administrative Support:</li></ol><ul><li>Troubleshoot office equipment such as printers.</li><li>Manage office supplies and handle financial and personnel transactions through Workday.</li><li>Provide scheduling support for the Chief of Staff.</li></ul><ol><li>Meeting Coordination:</li></ol><ul><li>Schedule meeting rooms, set up technology for meetings, and ensure smooth execution.</li><li>Offer exceptional customer service and maintain a “white glove service” standard for the President’s meetings.</li></ul>

Administrative Assistant Robert Half's Fabrication client is in need of a contract to permanent Administrative Assistant in Antioch, CA. This role is 100% onsite. Duties Include:- Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals.- Assist with presentation preparation.- Data Entry into Excel for purchase orders- Prepare outgoing mail and correspondence, including e-mails and faxes.- Order office supplies and replenish the kitchen with snacks- Answer the phones If you are interested in this Administrative Assistant role, submit your resume today!

PT Administrative Assistant We are seeking a highly organized and detail-oriented part-time Administrative Assistant to join our team for a 3-month term. Responsibilities:<ul><li>Assist with maintaining, updating and reviewing financial spreadsheets</li><li>Accept and log donations accurately and promptly</li><li>Assist with year end and system support tasks</li><li>Other administrative tasks as required</li></ul>

Admin Assistant We are in search of an Admin with Photography skills to join our team based in Oakland, California. Here are more details: Job DescriptionPosition Title: Product Photographer & Administrative CoordinatorLocation: Oakland, CAEmployment Type: Full-Time, Temp-to-HirePay Rate: Starting at ~$25 per hour (flexible based on experience)Position Summary:We are seeking a dynamic and detail-oriented individual to join our team as a Product Photographer & Administrative Coordinator. This is a full-time, temp-to-hire position perfect for someone with a creative eye for photography and the technical skills needed to maintain our online presence.Key Responsibilities:<ol><li>Photography and Photo Editing:</li></ol><ul><li>Capture high-quality product images that reflect the brand’s aesthetic.</li><li>Edit photos using Photoshop to ensure consistency and professional presentation.</li></ul><ol><li>Website Content Management:</li></ol><ul><li>Upload and organize product images and descriptions on the company website.</li><li>Maintain accuracy and attention to detail in product-related content.</li></ul><ol><li>Order Management and Administrative Support:</li></ol><ul><li>Enter and manage customer orders using Shopify or other e-commerce platforms.</li><li>Provide general administrative support as needed to ensure smooth workflows.</li></ul>

Administrative Assistant We are looking for a highly organized Administrative Assistant to oversee front desk operations and provide essential support for a non-profit organization in San Rafael, California. This is a contract position requiring strong leadership and administrative skills to ensure smooth daily operations. The role offers an opportunity to contribute to a dynamic team while managing front desk staff and maintaining operational efficiency. Responsibilities: • Supervise and coordinate the activities of front desk personnel to ensure seamless service delivery. • Manage daily front desk operations, including scheduling and task delegation. • Organize and maintain filing systems to ensure accurate record-keeping and easy access to information. • Address inquiries and provide assistance to visitors and staff with attention to detail. • Ensure compliance with organizational policies and procedures in all administrative tasks. • Support the transition of executive leadership by maintaining continuity in front desk operations. • Identify areas for improvement in administrative processes and implement solutions. • Collaborate with other departments to ensure effective communication and workflow. • Monitor and report on front desk performance and operational outcomes. • Assist in preparing reports and documentation as needed for organizational activities.

Receptionist Our client is seeking a Receptionist for a short term role. If you have excellent communication skills, are highly organized, and enjoy delivering great customer service, we’d love to have you on our team!Key Responsibilities:<ul><li>Greet and welcome visitors, clients, and employees in a courteous and professional manner.</li><li>Answer and direct phone calls, emails, and other inquiries to the appropriate departments.</li><li>Assist with scheduling meetings, appointments, and maintaining conference room calendars.</li><li>Monitor and manage front desk activities, including mail distribution, package handling, and office supply inventory.</li><li>Provide information about the company, its services, and policies to clients and guests.</li><li>Maintain a clean, organized, and orderly reception area.</li><li>Assist with administrative tasks, including data entry, filing, and document preparation, as needed.</li><li>Collaborate with other departments to ensure smooth daily operations.</li></ul>

Executive Assistant We are looking for a highly organized and detail-oriented Executive Assistant to support our public-sector client in Benicia, California. This contract position involves managing administrative tasks, coordinating communications, and ensuring operational efficiency across various functions. The ideal candidate will thrive in a dynamic environment and possess exceptional organizational and interpersonal skills. The position is anticipated to last 2-3 months, and is 100% onsite. Experience with local city or county government in strongly preferred. Executive Assistant Responsibilities:• Collaborate with management to develop, implement, and administer policies, procedures, and programs.• Draft, edit, and finalize sensitive documents, reports, and presentations with utmost accuracy and confidentiality.• Manage office operations, including planning, evaluating, and coordinating activities to ensure compliance with legal and procedural standards.• Conduct research and compile data to create statistical summaries and detailed reports.• Assist in planning and executing special projects, events, and public communication initiatives to foster community engagement.• Coordinate communication among leadership, stakeholders, commissions, staff, and the community, including preparing agendas and documenting meeting minutes.• Oversee file management processes, including retention schedules and record purging.• Organize procurement activities, manage supply needs, and ensure proper recordkeeping.• Facilitate recruitment and selection processes for clerical staff.• Support the organization of internal and community events to encourage collaboration and engagement. If you are interested in this Executive Assistant position, please submit your resume today!

Executive Assistant Administrative Support:<ul><li>Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.</li><li>Prepare and edit correspondence, communications, presentations, and other documents.</li><li>Handle incoming and outgoing communications, including emails, phone calls, and mail.</li><li>Organize and coordinate meetings, conferences, and special events, including logistics and catering.</li></ul>Communication:<ul><li>Act as the primary point of contact between the executive office and internal/external stakeholders.</li><li>Screen and prioritize communications, ensuring timely and appropriate responses.</li><li>Draft and distribute meeting agendas, minutes, and follow-up action items.</li></ul>Project Management:<ul><li>Assist in the planning and execution of various projects and initiatives led by the executive team.</li><li>Track progress and provide updates on project timelines, deliverables, and milestones.</li></ul>Information Management:<ul><li>Maintain confidential and sensitive information with utmost discretion.</li><li>Develop and maintain a filing system for documents, records, and reports.</li></ul>Travel Coordination:<ul><li>Arrange detailed travel plans, itineraries, and agendas.</li><li>Ensure all travel logistics are managed efficiently and cost-effectively.</li></ul>Office Management:<ul><li>Monitor and order office supplies as needed.</li><li>Coordinate with IT and facilities for any office maintenance or equipment needs.</li><li>Assist in managing office budgets and expenses.</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>

Executive Assistant We are looking for a highly organized and proactive Executive Assistant to provide exceptional support and ensure smooth operations across multiple functions. This long-term contract position is based in Saint Helena, California, and requires a versatile individual capable of managing executive tasks, office operations, event planning, and personal assistance. The ideal candidate will excel in multitasking, demonstrate excellent communication skills, and maintain discretion in handling sensitive matters. Responsibilities: • Provide comprehensive executive support by managing calendars, scheduling meetings, and coordinating travel arrangements. • Maintain accurate records of daily project purchases, executive expenses, and reimbursements. • Organize and manage digital filing systems to ensure easy access to information. • Handle confidential information with utmost discretion and professionalism. • Oversee office operations, including ordering supplies, maintaining office organization, and ensuring workstations are set up properly. • Approve, track, and submit company-wide business credit card expenditures. • Coordinate onboarding logistics for new employees, including desk setup, tech arrangements, and company information distribution. • Plan and execute company events, managing logistics such as catering, décor, entertainment, and promotional materials. • Ensure compliance with legal, health, and safety standards during events and provide on-site support as needed. • Manage personal financial items and travel arrangements for the executive, including tracking accounts and documenting transactions.

Property Administrator Are you a detail-oriented professional with a knack for organization and customer service? A growing property management company is seeking a dedicated Property Management Office Assistant to join their team. This role is perfect for someone who thrives in a fast-paced environment, excels in administrative tasks, and has a passion for real estate and tenant relations.Key Responsibilities:<ul><li>Provide administrative support to the property management team, ensuring smooth daily operations.</li><li>Coordinate and schedule appointments, property showings, maintenance requests, and inspections.</li><li>Assist in tenant communications, including responding to inquiries via phone, email, or in person.</li><li>Maintain accurate tenant and property records, both digital and physical, including lease agreements, correspondence, and payment histories.</li><li>Process payments and prepare monthly rent statements.</li><li>Help track and organize maintenance and repair requests while liaising with vendors and service providers.</li><li>Prepare marketing materials for vacant properties, including listings on rental platforms and social media.</li><li>Support lease renewal processes and ensure compliance with local regulations.</li><li>Perform general office duties, such as ordering supplies, managing mail, and maintaining office cleanliness.</li></ul>

Housing Office Administrator We are looking for a meticulous Administrative Assistant to join our team in Belmont, California. In this role, you will provide specialized and technical office support, ensuring smooth operations and contributing to the success of the department. This is a long-term contract position within the non-profit sector, ideal for someone with extensive administrative experience and strong organizational skills. Responsibilities:• Perform specialized and complex office tasks requiring independent judgment and technical expertise.• Gather and analyze information from various sources to complete forms, create reports, and perform calculations.• Provide accurate information to the public, interpreting policies and procedures as needed.• Organize, maintain, and streamline departmental files for easy access and retrieval.• Prepare precise correspondence, reports, and documents using various software applications.• Carefully proofread and verify materials for accuracy and adherence to departmental guidelines.• Input and extract data using computer systems, ensuring the accuracy of reports and making corrections when necessary.• Manage administrative details, including purchase requisitions, equipment maintenance, and scheduling meetings.• Train team members in work procedures and oversee project-based tasks when required.• Perform other related duties as assigned to support departmental operations.

Office Manager Position Overview: We are looking for a skilled Office Manager to oversee our administrative operations and ensure the smooth running of our office. The Office Manager will be responsible for managing office supplies, coordinating administrative staff, and handling various administrative tasks to support the efficient operation of the office. The ideal candidate will be organized, detail-oriented, and able to thrive in a fast-paced environment.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>

Property Manager Property Manager & Executive Assistant – A Dynamic, High-Impact RoleAre you a proactive multitasker who thrives in a fast-paced environment? We’re looking for a highly organized, detail-driven Property Manager & Executive Assistant to take charge of day-to-day operations across a portfolio of properties while also providing high-level support to our CEO. This unique hybrid role blends property management with executive support, offering variety, while becoming an essential part of a collaborative, high-performing team! Property Management Responsibilities:<ul><li>Take ownership of the daily operations of multiple residential and/or commercial properties.</li><li>Coordinate maintenance, repairs, and vendor relationships to ensure seamless property upkeep.</li><li>Oversee rent collection, expense tracking, and budget management in collaboration with our finance team.</li><li>Conduct routine inspections to ensure properties meet quality standards and comply with local regulations.</li><li>Manage leases, renewals, and tenant transitions with efficiency and professionalism.</li><li>Serve as a reliable point of contact for tenant communications, resolving issues promptly and diplomatically.</li></ul>Executive Assistant / Chief of Staff Support:<ul><li>Manage the CEO’s calendar, meetings, priorities, and daily action items with precision and discretion.</li><li>Support the CEO in researching and troubleshooting technical and operational matters, helping drive key projects forward.</li><li>Assist with planning business events, handling occasional errands, and coordinating logistics.</li><li>Maintain confidential records and ensure smooth handling of all internal and external communications.</li><li>Provide flexible administrative support, including tracking expenses, preparing documents, and conducting vendor or market research.</li></ul>