We are looking for an experienced Senior Administrative Assistant to join our team in Alameda, California. This is a hybrid contract position, offering flexibility with mostly remote work, and requiring occasional evening and weekend hours. The ideal candidate will excel in administrative coordination and demonstrate a strong ability to navigate governmental or bureaucratic environments.<br><br>Responsibilities:<br>• Assist education and childcare providers as well as non-profit organizations in understanding and applying for grant opportunities.<br>• Review grant applications thoroughly to ensure accuracy and compliance with eligibility criteria.<br>• Maintain meticulous records and documentation to support ongoing tracking and reporting.<br>• Coordinate and support training sessions, including scheduling and facilitating events during evenings or weekends as needed.<br>• Collaborate with internal teams to address and resolve concerns raised by providers.<br>• Utilize Microsoft Office tools, Teams, and Zoom to effectively manage administrative tasks and communications.<br>• Travel within Alameda County occasionally to support organizational needs.<br>• Ensure seamless communication and coordination across various stakeholders and departments.
We are looking for a detail-oriented Administrative Assistant/Office Services specialist to join our team in San Francisco, California. This role involves providing essential front desk support, managing office operations, and assisting with employee and client needs. The ideal candidate will bring strong organizational skills and a customer-focused attitude to ensure the smooth functioning of our office environment.<br><br>Responsibilities:<br>• Manage visitor office requests and coordinate security access, including issuing building security cards.<br>• Handle mail collection, package deliveries, and liaise with vendors such as FedEx.<br>• Perform administrative tasks such as photocopying, scanning, faxing, and filing.<br>• Welcome clients, arrange meetings, and oversee setup for food, beverages, and audiovisual requirements.<br>• Maintain kitchen and snack areas by ordering and stocking food, beverages, and cleaning supplies.<br>• Oversee office supply inventory and place orders as needed to ensure proper stock levels.<br>• Coordinate courier services and arrange shredding services for sensitive documents.<br>• Assist employees with office maintenance requests, access card issues, and workspace moves or departures.<br>• Set up and clean up catering events for on-site meetings and internal office gatherings.<br>• Support building repair requests and collaborate on internal/external office events.
<p>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.</p><p><br></p><p>Responsibilities:</p><p>· Answering and directing phone calls to relevant staff.</p><p>· Organizing and scheduling appointments with admin software.</p><p>· Booking meeting rooms and conference facilities.</p><p>· Data entry and maintaining records and files.</p><p>· Liaising with staff, suppliers, and clients.</p><p>· Preparing documents and reports.</p><p>· Assisting with special projects as needed.</p><p><br></p>
<p>Are you a detail-oriented professional with strong organizational skills and bilingual fluency in English and Spanish? Robert Half is seeking a motivated <strong>Bilingual Administrative Assistant</strong> to support one of our valued clients by ensuring seamless day-to-day operations in a collaborative work environment. This role is ideal for professionals who thrive on efficiency, adaptability, and leveraging their bilingual communication skills.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Act as the main point of contact for incoming calls, emails, and visitors, communicating fluently in both English and Spanish.</li><li>Coordinate schedules, arrange meetings, and manage calendars for team members and executives.</li><li>Prepare, proofread, and translate documents, presentations, and correspondence between English and Spanish with a high level of accuracy.</li><li>Maintain organized records and files, ensuring confidentiality and compliance with company policies.</li><li>Assist with data entry, report generation, and basic accounting or invoicing tasks as needed.</li><li>Manage office supply inventory and coordinate orders to ensure an efficient workspace.</li><li>Support cross-functional teams with administrative tasks and project coordination.</li><li>Provide exceptional client and customer support in both languages while fostering strong relationships.</li></ul>
<p>We are looking for a detail-oriented bilingual Spanish Administrative Assistant to join our team in Pittsburg, California. This is a Contract-to-permanent position, offering the opportunity to contribute to essential administrative tasks while supporting organizational operations. The ideal candidate will bring strong organizational skills and the ability to manage multiple priorities efficiently.</p><p><br></p><p>Duties</p><p> Attend mandatory staff meetings.</p><p> Process all incoming court papers/referrals.</p><p> Audit Client files.</p><p> Answer phones, faxes and email as required.</p><p> Daily data entry, extraction, and attendance on all clients.</p><p> Maintain all correspondence.</p><p> Maintain class rosters.</p><p> Assign Intake appointments.</p><p> Inputting DMV Terminations, Completions, and Certifications</p><p> Other duties as required.</p><p><br></p><p>Qualifications</p><p> Good organizational skills including timely filing of paperwork.</p><p> Computer and phone skills a must.</p><p> Must be Culturally competent.</p><p> Understanding of recovery terminology.</p><p> Good written and verbal skills.</p><p> Medical clearance.</p><p> Experience with ADM Software a plus!</p><p><br></p><p>You must be bilingual in English and Spanish to be considered. Submit your resume today! </p>
<p>Are you ready to take your career to the next level with an incredible opportunity in a prestigious litigation firm? Our client, a well-established and highly respected firm located in Pleasanton, is seeking a <strong>Legal Administrative Assistant</strong> to join their team on a <strong>contract-to-hire</strong> basis. If you have experience supporting litigation teams and an administrative background, this role provides a fantastic opportunity for growth and long-term stability!</p><p><br></p><p><strong>Job Responsibilities</strong></p><p>As the <strong>Legal Administrative Assistant</strong>, you will play a key role in ensuring smooth day-to-day operations while supporting a team of attorneys in their litigation practices. Your duties will include:</p><ul><li>Assisting with legal document preparation, formatting, and proofreading.</li><li>Managing calendars, scheduling meetings, and coordinating deadlines.</li><li>Filing court documents (electronically and manually) and tracking case-related activities.</li><li>Maintaining physical and electronic case files with accuracy and confidentiality.</li><li>Handling correspondence with clients, court personnel, and opposing counsel.</li><li>Supporting billing processes and expense tracking for attorneys.</li><li>Performing administrative tasks such as answering phones, ordering supplies, and managing office workflows.</li></ul><p><br></p>
<p>Are you someone who’s great at staying organized, loves working with details, and is curious about human resources? If so, we’ve got a great opportunity for you! Robert Half is helping one of our awesome clients find an HR Administrative Assistant to join their team. In this role, you’ll wear lots of hats, juggle different tasks, and play a key part in keeping things running smoothly in a fast-paced HR environment.</p><p><br></p><ul><li>Helping the HR team by scheduling interviews, putting together onboarding materials, and keeping employee records in order.</li><li>Assisting with hiring efforts by managing job posts, reviewing candidates, and setting up interviews.</li><li>Keeping HR databases and employee files accurate and current.</li><li>Answering employee questions about benefits, policies, and other HR programs in a friendly and timely way.</li><li>Putting together reports, presentations, and written communications for the HR team.</li><li>Pitching in to support team-building activities and company events.</li><li>Helping out with payroll, benefits sign-ups, and other HR-related tasks as needed.</li><li>Taking care of general office duties like drafting emails, ordering supplies, and coordinating team communications.</li></ul><p><br></p>
<p>We are seeking a highly organized and responsible Office Manager to join our team. In this position, you will play a crucial role in streamlining our day-to-day operations and maintaining an enriching, productive work environment. The ideal candidate is detail-oriented, resourceful, and able to manage multiple tasks efficiently.</p><p><br></p><p>Responsibilities:</p><p>· Oversee and support all administrative duties in the office and ensure smooth operations.</p><p>· Manage office supplies inventory and place orders as necessary.</p><p>· Perform reception duties such as answering phones where necessary.</p><p>· Manage office layout planning and office moves, and with office refurbishment.</p><p>· Organize and maintain office common areas.</p><p>· Perform as HR to coordinate and direct administrative support functions for the office.</p><p>· Assisting in various daily operations.</p><p>· Working with department managers to improve overall work environment and staff satisfaction.</p>
<p>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!</p><p><br></p><p><strong>Key Responsibilities:</strong></p><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>
We are looking for a dedicated Administrative Assistant to join our team in Oakland, California. In this role, you will provide essential support to our programs and directors by managing administrative tasks, ensuring smooth operations, and maintaining organized systems. This is a long-term contract position offering an excellent opportunity to contribute to a dynamic and supportive work environment.<br><br>Responsibilities:<br>• Provide comprehensive administrative support to Program Directors, including scheduling meetings, preparing documents, and assisting with projects.<br>• Accurately input and manage data using Google Sheets or Microsoft Excel to ensure information is up-to-date and accessible.<br>• Organize and maintain filing systems to ensure seamless access to important documents.<br>• Coordinate schedules and ensure adequate staffing coverage for team members.<br>• Monitor weekly staff hours to help reduce overtime and manage payroll-related processes effectively.<br>• Assist in the planning and execution of company meetings and events.<br>• Handle inbound and outbound calls with care and provide excellent customer service.<br>• Manage email correspondence and respond to inquiries in a timely and meticulous manner.<br>• Schedule appointments and maintain calendars to support smooth daily operations.
<p>We are looking for a highly organized and meticulous Administrative Assistant to join our team in Walnut Creek, CA. This is a contract-to-permanent position, offering the opportunity to contribute to a dynamic engineering firm while gaining valuable experience. The role involves providing comprehensive administrative support across various departments, ensuring efficient workflows and maintaining confidentiality at all times.</p><p><br></p><p>Administrative Assistant Responsibilities Include:</p><p>• Deliver administrative support to staff, including project-related tasks and general office duties.</p><p>• Download and input data, generate reports, draft proposals, and complete other administrative tasks as assigned.</p><p>• Maintain and organize company documents, reports, and client data in a systematic manner.</p><p>• Assist with billing processes by utilizing Deltek to pull proposal numbers, convert proposals to projects, and set up project budgets.</p><p>• Coordinate shipping, delivery, and daily mail collection, ensuring timely distribution or scanning to appropriate recipients.</p><p>• Manage office supply inventory, placing orders and ensuring common areas are clean, organized, and well-stocked.</p><p>• Prepare for office meetings by organizing materials and facilitating lunch arrangements as needed.</p><p>• Communicate with property management regarding office concerns and relay updates to staff.</p><p>• Perform data entry tasks with accuracy and efficiency, supporting various operational needs.</p><p>• Provide excellent customer service while adhering to company procedures and maintaining discretion.</p><p><br></p><p>If you are interested in this Administrative Assistant position, please submit your resume today!</p>
<p>We are seeking a highly organized and responsible Office Manager to handle a variety of administrative and financial tasks to ensure our office operations run smoothly. The office manager will be responsible for managing schedules, coordinating meetings, communicating with staff and outside vendors, managing office supplies, and providing administrative support to our employees.</p><p>Responsibilities:</p><ul><li>Oversee and support all administrative duties in the office and ensure that the office operates smoothly.</li><li>Manage office supplies and equipment, placing orders when necessary.</li><li>Monitor office expenses and cost-effectively manage resources to save the company money.</li><li>Coordinate with IT department on all office equipment setup and issues.</li><li>Effectively communicate and coordinate with internal departments and external partners.</li><li>Schedule and organize activities such as events, meetings and travel arrangements for executives.</li><li>Perform bookkeeping tasks such as payroll and invoicing.</li><li>Prepare reports and presentations as needed.</li><li>Effectively manage office staff, including hiring, training, and performance evaluations.</li><li>Implement and monitor office policies and procedures.</li><li>Ensure a healthy and safe work environment for all employees.</li></ul>
<p>We are looking for a dedicated <strong>PART-TIME</strong> Office Assistant to join our team in San Francisco, California. In this long-term contract position, you will play a key role in maintaining operational efficiency and supporting the day-to-day needs of our facilities. This is an excellent opportunity for someone with strong organizational and communication skills and attention to detail.</p><p><br></p><p><strong>The shift hours will be Monday-Friday 8AM-12PM (4 hours per day, 20 hours per week) -- This may become a contract to permanent hire!!</strong></p><p><br></p><p>Responsibilities:</p><p>• Manage and maintain the Computerized Maintenance Management System (CMMS) to ensure accurate tracking of facility operations.</p><p>• Coordinate and oversee scheduling for conference rooms and other shared spaces to support seamless operations.</p><p>• Assist in budget planning and tracking for facility-related expenses, ensuring adherence to allocated resources.</p><p>• Provide exceptional customer service by addressing inquiries and resolving facility-related issues promptly.</p><p>• Support the team in processing expense reports and approvals through systems like Concur.</p><p>• Collaborate with the Facilities Coordinator to ensure compliance with organizational policies and standards.</p><p>• Monitor and maintain the functionality of facility equipment, addressing repairs or replacements as needed.</p><p>• Communicate effectively with various departments to ensure alignment on facility needs.</p><p>• Conduct regular audits to ensure facilities are safe, clean, and well-maintained.</p><p><br></p><p>** 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#00410-0013250957**</p><p><br></p>
<p>Robert Half's public agency client is in need of a temporary Administrative Assistant in Antioch, CA. This role is 100% onsite. </p><p><br></p><p><u>Duties Include:</u></p><p>Filing, indexing documents</p><p>Gathering data, updating spreadsheets</p><p>Reviewing reports</p><p>Filling out public records</p><p>Answering phones, taking messages</p><p>Log end of day request</p><p>Coordinate agendas</p><p><br></p><p>Ideally looking for someone highly organized, and able to work in fast paced environments while ensuring deadlines are met.</p><p><br></p><p>Experience with MS Suite, SharePoint, and Public Records is a must.</p><p><br></p><p>If you are interested in this temporary administrative assistant role based in Antioch, CA submit your resume today to be considered! </p>
<p>We are looking for a dedicated and detail-oriented Sr. Administrative Assistant to join our team on a contract basis in San Francisco, California. This role will involve providing high-level administrative and operational support across multiple areas, including vendor management, project coordination, and compliance tracking. The ideal candidate thrives in fast-paced environments and demonstrates exceptional organizational skills.</p><p><br></p><p>Responsibilities:</p><p>• Serve as the primary point of contact for vendor communications, handling invoice approvals, payment follow-ups, and maintaining organized records.</p><p>• Assist in managing projects, including inventory tracking, invoice processing, and collaborating with ownership on weekly expense reviews.</p><p>• Coordinate compliance activities, such as tracking permits, licenses, and ensuring documentation aligns with legal and health regulations.</p><p>• Support financial operations by partnering with ownership and accounting to oversee cash flow, payroll processing, and insurance renewals.</p><p>• Maintain company documentation systems, including Google Drive and strategic spreadsheets, while drafting and updating SOPs.</p><p>• Provide HR support by drafting offer letters, assisting with onboarding processes, and ensuring compliance with labor laws and benefits administration.</p><p>• Facilitate marketing initiatives by managing guest reviews, social media logistics, and coordinating campaigns with external vendors.</p><p>• Organize and maintain storage units while handling mail, deposits, and other operational tasks.</p><p>• Schedule and participate in weekly meetings with ownership to review financial expenses and check runs.</p><p>• Troubleshoot and manage technology-related issues to ensure smooth business operations.</p><p><br></p><p>** 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# 00410-0013258234 **</p>
We are looking for a dedicated Administrative Assistant/Case Manager to join our team in San Francisco, California. This contract position is ideal for someone who thrives in a fast-paced environment and has a strong passion for supporting clients through administrative excellence.<br><br>Responsibilities:<br>• Facilitate client intake processes, ensuring all information is properly collected and documented.<br>• Handle client paperwork and verify accuracy to support funding requirements.<br>• Perform data entry tasks with precision and efficiency.<br>• Provide administrative assistance to Case Managers to streamline operations.<br>• Manage front desk responsibilities, including greeting visitors and addressing inquiries.<br>• Answer inbound calls and respond to client needs with attention to detail.<br>• Coordinate email correspondence to maintain timely communication.<br>• Schedule appointments and organize calendars to optimize workflow.<br>• Utilize Microsoft Office tools, including Excel, Outlook, Word, and PowerPoint, to complete tasks effectively.
<p>We are looking for an organized and meticulous Administrative Coordinator to join our team in Belmont, CA. This is a long-term contract position offering an exciting opportunity to contribute to HR operations and employee onboarding processes. The role involves supporting administrative tasks to ensure smooth daily operations and providing assistance to new hires.</p><p><br></p><p>We are seeking a compassionate and customer-focused individual with experience in hospitality or childcare services. The ideal candidate will possess strong interpersonal and troubleshooting skills, as well as the ability to adapt to a fluctuating workload based on the volume of feline check-ins. This role requires empathy and the ability to provide reassurance and excellent service to pet owners who may be anxious about being away from their beloved cats. A calm, caring demeanor and a commitment to ensuring both pets and their owners feel safe and well-cared for are essential.</p><p><br></p>
<p>A leading nonprofit organization is seeking a highly organized and professional <strong>Temporary Executive Assistant</strong> to support its senior leadership team. This position is ideal for candidates with a strong administrative background, excellent communication skills, and a passion for making a difference in the nonprofit sector.</p><p><br></p><p>As an Executive Assistant, you will play a pivotal role in ensuring the efficiency and productivity of the leadership team by handling a variety of administrative, logistical, and project-based tasks. This is a full-time, temporary role expected to last 6 months with the possibility of an extension based on organizational needs.</p><p><br></p><ul><li>Provide high-level administrative support to the Executive Director and other key executives.</li><li>Manage complex calendars, including scheduling meetings, coordinating appointments, and resolving scheduling conflicts.</li><li>Handle email correspondence, ensuring follow-up on important communications.</li><li>Prepare presentations, reports, agendas, meeting minutes, and other documentation as needed.</li><li>Coordinate travel arrangements, including booking flights, accommodations, and transportation.</li><li>Act as a liaison between internal teams, external stakeholders, and the executive team.</li><li>Assist with planning and logistics for board meetings, events, and fundraising initiatives.</li><li>Organize and maintain electronic and hard copy filing systems.</li><li>Conduct research and compile data to support decision-making processes.</li><li>Ensure confidential handling of sensitive information.</li></ul>
<p>Congenial boutique firm is seeking a dedicated Legal Admin Assistant to join their law firm located in Oakland, California. This role is pivotal in ensuring smooth client intake processes, supporting attorneys, and maintaining efficient office operations. The ideal candidate will bring exceptional organizational and communication skills to the team.</p><p><br></p><p>Responsibilities:</p><p>• Manage client intake by following up with leads, conducting assessments, and facilitating the onboarding process.</p><p>• Coordinate meetings between prospective clients and attorneys, including running conflict checks and collecting required paperwork and payments.</p><p>• File legal documents with courts electronically and in person, ensuring compliance with all deadlines and procedures.</p><p>• Provide general administrative support to attorneys and office staff, including maintaining organized records and assisting with daily operations.</p><p>• Identify opportunities to improve workflows and implement process enhancements as needed.</p><p>• Act as a liaison between clients and attorneys, ensuring clear communication and a positive experience.</p><p>• Maintain a consistent presence in the office to support team operations and address client needs.</p><p>• Assist with scheduling tasks and document management to ensure seamless office functionality.</p><p>• Uphold high standards of professionalism and confidentiality when handling sensitive legal matters.</p>
<p>We are working with a leading financial services firm in San Francisco to place a high-caliber Executive Assistant (EA) to support the General Counsel on a long-term, on-site contract basis. This is a fast-paced and highly visible role requiring discretion, precision, and proactive support.</p><p> </p><p>The ideal candidate is a seasoned, tech-savvy executive assistant with exceptional organizational skills, sound judgment, and a proven ability to manage complex tasks with professionalism and discretion.</p><p> </p><p><strong>Key Responsibilities:</strong></p><ul><li><strong>Calendar Management:</strong> Maintain and manage the General Counsel’s calendar, ensuring efficient scheduling of meetings, appointments, and key events.</li><li><strong>Meeting Coordination:</strong> Schedule and coordinate internal and external meetings, ensuring all logistical needs and materials are prepared in advance.</li><li><strong>Expense Management:</strong> Prepare and process accurate expense reports in a timely manner.</li><li><strong>Travel Planning:</strong> Arrange domestic and international travel, including flights, accommodations, and ground transportation.</li><li><strong>Administrative Support:</strong> Provide day-to-day administrative support to the General Counsel, including drafting correspondence, preparing legal and business documents, and managing sensitive information with discretion.</li></ul>
<p>We are looking for a highly organized and proactive Executive Assistant to provide exceptional administrative support in Fremont, California. This is a long-term contract position that requires someone with strong attention to detail and the ability to manage calendars, coordinate travel, and oversee key operational tasks. The role will involve supporting various initiatives, managing e-commerce operations, and assisting with event planning.</p><p><br></p><p>Responsibilities:</p><p>• Provide comprehensive administrative support, including managing executive calendars and scheduling appointments.</p><p>• Coordinate and arrange all aspects of travel, including booking transportation and accommodations.</p><p>• Conduct research, compile data, and prepare reports as requested.</p><p>• Assist with the planning and execution of special projects and initiatives, including the annual Holiday event.</p><p>• Manage all Shopify order processes, including printing orders, resolving customer inquiries, generating shipping labels, and coordinating shipments.</p><p>• Monitor and update Shopify inventory to ensure accuracy.</p><p>• Order and maintain necessary shipping and fulfillment supplies.</p><p>• Collaborate with the Holiday Coordinator on correspondence and donor solicitation efforts.</p><p>• Support the organization of executive meetings and events.</p><p>• Perform other administrative duties as assigned.</p>
<p>National immigration law firm has an immediate opening for an entry level Legal Assistant! This Legal Assistant will perform challenging, substantive legal work with a focus on preparing immigration applications. The firm provides comprehensive training and support to ensure your success, including ongoing workshops, legal practice meetings, and a client service team structure that facilitates mentoring from senior professionals. This is a great opportunity for individuals looking to build a rewarding career in immigration law and the legal field. This Legal Assistant must be able to work on-site full-time in San Jose, CA. The ideal candidate will be a recent college graduate with office experience or have 1-2+ years of experience working in the legal field.</p><p><br></p><p><strong><u>Responsibilities:</u></strong></p><p><br></p><ul><li>Perform high volume data entry accurately and efficiently.</li><li>Organize and maintain legal documents detailing eligibility for visa classification.</li><li>Handle clerical tasks such as copying, printing, and scanning documents.</li><li>Create electronic and physical client files for efficient case management.</li><li>Track and monitor the status of immigration cases, ensuring timely updates.</li><li>Circulate incoming mail according to specified procedures.</li><li>Learn to analyze case documents and prepare immigration applications for filing.</li><li>Draft specialized support letters detailing eligibility for visa classification and other immigration benefits.</li><li>Interface with corporate representatives and foreign nationals.</li><li>Participate in legal practice meetings and alerts for updates on current events, advanced topics, and client relationship building skills.</li><li>Projects as assigned.</li></ul><p><br></p>
<p>The Controller (or Assistant Controller DOE) is responsible for the effective and efficient financial operations of the family office. This role is accountable for ensuring the accuracy, compliance, and timeliness of all accounting and reporting functions. This role involves managing the financial activities of the family office’s entities while providing strategic financial insights, proactive risk management and mitigation. Ensures the insurance programs are current and appropriate to cover all needed coverages for the estates, entities and activities of the Principals. Maintains the highest level of discretion and professionalism.</p><p>Duties:</p><p>Serves as the primary contact for the Principals, CEO, CFO of Investments, and estate leadership on all family office financial and insurance matters.</p><p>Builds and maintains strong, collaborative relationships with senior management peers, working closely with the CFO of Investments to address and align on tax requirements and financial strategies.</p><p>Maintains accurate and current books and records for all assigned entities.</p><p>Generates and distributes monthly, quarterly, and annual financial reports. Proactively reviews financial reporting with CEO, CFO of Investments, and when applicable, other Apollo leaders, such as estate leadership.</p><p>Reviews financial information prepared by external accounting partners for accuracy and reasonableness.</p><p>Coordinates with banking teams for financial transactions and effectively manages banking relationships, including opening accounts and maintaining user permissions.</p><p>Monitors and manages cash balances, ensuring the appropriate movement of funds to support cash flow needs.</p><p>Maintains accurate and timely records of intercompany transactions.</p><p>Oversees accounts payable processes, ensuring payments are accurate and appropriate. Approves invoices, including intercompany billing, and ensures timely payment of those transactions.</p><p>Partners with Human Resources and Administration to monitor bill payments and track cost savings in coordination with estate managers.</p><p>Prepares annual financial plans in collaboration with estate management.</p><p>Oversees vineyard financial planning and financial management, including planning preparation, cost analysis, and resource allocation. Leads the process for vetting external partners for vineyard financial expertise and maintains effective relationships with partners.</p><p>Designs, implements, and manages financial systems, processes, and internal controls to ensure operational efficiency. Proactively improves financial processes, procedures and systems which ensure accuracy, efficiency, and where applicable, ease of use for others (e.g., expense reporting).</p><p>Ensures insurance coverage is current and adequate for all family office needs. Proactively plans for future coverages based on family office plans and strategies. Coordinates with insurance brokers to manage policies and report claims and ensures internal parties (e.g., CEO, estate leadership) are aware of claim status.</p><p>Assist in managing fleet operations to ensure regulatory compliance and adherence to company policies. Serves as the liaison between the Fleet Manager and CEO.</p><p>Coordinates with external partners in preparing tax returns for the principals.Ensures tax returns appear accurate and reasonable.</p>
We are looking for a detail-oriented Project Assistant to join our team in Palo Alto, California. This Contract position requires someone who can deliver exceptional hospitality and administrative support while ensuring smooth day-to-day operations of the office. The ideal candidate will be proactive, organized, and dedicated to providing an outstanding client experience both in-person and virtually.<br><br>Responsibilities:<br>• Welcome visitors warmly and professionally, addressing clients and guests by name, offering refreshments, and ensuring their comfort.<br>• Maintain beverage supplies by monitoring inventory levels and placing timely orders for coffee, tea, water, and other refreshments.<br>• Ensure the office remains tidy by cleaning up used dishes and managing dishwasher rotations.<br>• Access and manage appointment calendars to schedule meetings for clients and prospects as needed.<br>• Receive, sort, and organize mail and packages, including handling office supplies and refreshments.<br>• Scan account forms and notify the Client Service Associate regarding specific documentation needs.<br>• Prepare and mail documents, including cover letters, holiday cards, and other campaign materials.<br>• Write and send handwritten birthday cards to clients, ensuring timely delivery.<br>• Coordinate annual client appreciation gifts during November.<br>• Create branded marketing materials as needed to support business initiatives.
We are looking for a dedicated Case Management Assistant to join our team on a long-term contract basis in San Leandro, California. In this role, you will support the Care Management team, assisting social workers and nurses with administrative tasks to ensure effective care coordination and discharge planning. This position requires strong organizational skills, attention to detail, and the ability to collaborate effectively with healthcare professionals.<br><br>Responsibilities:<br>• Assist the Care Management team by providing administrative support for care coordination and discharge planning activities.<br>• Maintain and reconcile census data to ensure accurate tracking and reporting.<br>• Coordinate and track communication, such as Important Message (IM) letters, denial letters, and patient choice forms, and regularly update the Care Management team.<br>• Collaborate with payors to obtain necessary authorizations for admissions and post-discharge services, documenting all interactions in the financial system.<br>• Work with referral sources to monitor bed availability and maintain a current database of referral options.<br>• Facilitate effective communication between patients, payors, and healthcare providers to ensure seamless transitions of care.<br>• Create and maintain detailed records and reports using electronic health record systems and case management applications.<br>• Support the team in maintaining compliance with organizational policies and procedures.<br>• Coordinate with the Revenue Cycle team to ensure the accuracy of inpatient encounter documentation.<br>• Provide exceptional customer service while managing multiple inquiries and tasks simultaneously.
