21 results for Project Assistant in San Jose, CA

Project Assistant We are looking for a detail-oriented Project Assistant to join our team on a contract basis in Pleasanton, California. In this role, you will provide essential administrative and operational support to ensure the smooth execution of projects and daily tasks. This position requires strong organizational skills, proficiency in Microsoft Office tools, and a proactive attitude to meet deadlines effectively. Responsibilities: • Perform accurate data entry and maintain organized records. • Provide excellent customer service while responding to inquiries and resolving issues. • Manage project timelines and ensure tasks are completed within set deadlines. • Utilize Microsoft Excel to create spreadsheets, track progress, and analyze data. • Coordinate communications using Microsoft Outlook, including scheduling and email management. • Prepare presentations and documentation using Microsoft PowerPoint and Microsoft Word. • Organize physical and digital files to streamline information access. • Scan documents and ensure proper filing for easy retrieval. • Handle shipping and logistics functions, including labeling and tracking packages.

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>

Assistant Controller - VC Firm with GREAT Benefits Please reach out to Ren Friedman via Linkedin with your updated resume to be considered for the opportunity below. Or email ren.friedman at roberthalf with your updated resume. Our client is a leading VC firm in San Francisco. They are seeking a strong and hands on Assistant Fund Controller to be based in the SF Bay area and available to go into the office once or twice a week. The ideal candidate will have a proven track record of success and advancement in prior roles and will be a person who has demonstrated strong technical fund and problem solving skills and is also someone who has a great appetite for knowledge and professional growth.Responsibilities:<ul><li>Perform fund accounting work in our accounting systems</li><li>Responsible for detailed equity accounting and analysis, including complex partnership equity accounting analysis and management fee / carried interest computations</li><li>Active role in fund reporting including preparation of quarterly financial statements, performance returns, and LP-specific statements. Also prepare annual GAAP financial statements and coordination of audits with external auditors</li><li>Involvement with operational duties including capital calls, capital distributions, and liquidity management</li><li>Assist with ad-hoc requests, investor questions, and frequent interaction with our marketing / client management and legal departments</li><li>Frequent project coordination work</li><li>Assist in driving accounting, reporting and business process simplification and efficiency initiatives</li></ul>

Assistant Controller for VC Firm Role: Assistant Controller Location: San Francisco; hybrid (3 days in office)Salary: $215-300k DOE + bonus + benefits Robert Half is proud to partner with a thriving San Francisco-based Venture Capital firm (currently managing $3B AUM) in search of a sharp, entrepreneurial Assistant Controller to join their high-growth finance and operations team in a hybrid role—perfect for a detail-oriented, adaptable professional ready to make an impact in a dynamic environment. Responsibilities:<ul><li>Own quarterly financial reviews, ensuring precision and compliance and regulations.</li><li>Drive valuation updates by partnering with key teams and maintaining real-time data.</li><li>Manage and organize all investment documents with a focus on accuracy and completeness.</li><li>Collaborate with tax and audit teams, delivering critical information and support.</li><li>Handle HR and compliance tasks, including filings, insurance renewals, and vendor oversight.</li><li>Streamline investor reporting to ensure fast, accurate delivery.</li><li>Support distributions, investment operations, and cross-team coordination.</li><li>Manage cash flow activities — forecasting, budgeting, capital calls, and credit lines.</li><li>Help build and refine policies and procedures to align with best practices.</li><li>Jump into special projects and company initiatives with creativity and drive.</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.

Operations Assistant We are offering a permanent employment opportunity for an Operations Assistant in Santa Clara, California. This role is pivotal in ensuring the smooth functioning of the organization by managing vital operational, administrative, and logistical tasks. Responsibilities • Assist in maintaining a smooth workflow across all departments • Facilitate the setup of conference rooms for meetings • Oversee vendor management, including contracts, agreements, and renewals • Support staff with the preparation of quarterly reports • Manage local office facilities, ensuring cleanliness and presentability • Organize and maintain the CEO’s calendar, including scheduling meetings and travel bookings • Prepare and submit accurate expense reports for the CEO • Assist with general administrative tasks such as filing, data entry, and document management • Coordinate and facilitate weekly sync meetings • Collaborate with team members in creating and maintaining company presentations • Assist in setting up and managing internal events, including logistics and hospitality • Coordinate accommodations for visiting team members and guests, including overseas visitors • Provide support for high-level visitors, including board executives • Update company LinkedIn profiles or pages as needed • Utilize Salesforce to support various internal workflows • Use Microsoft Office Suite, particularly Excel and PowerPoint, to manage data and presentations • Handle and prioritize ad hoc operational projects, working closely with the Director of Finance and other leadership team members.

Legal Assistant A 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 Francisco, CA. The ideal candidate will be a recent college graduate with demonstrated office experience or have 1–2+ years of experience working in the legal field. Key Responsibilities:<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 on current events, advanced topics, and client relationship-building skills</li><li>Support additional projects as assigned</li></ul>

Assistant Controller We are offering an exciting opportunity in the accounting industry, based in SAN FRANCISCO, California. We are in need of an Assistant Controller who will be involved in a variety of accounting functions, including handling Accounting Software Systems, ADP - Financial Services, Concur, Crystal Reports, and DCAA. For immediate consideration, please contact Tra Nguyen directly via Linked-In. Responsibilities:<ul><li>Support the senior controller in preparing monthly financial statements and maintaining internal controls</li><li>Research accounting standards and tax issues for compliance and accuracy</li><li>Reconcile and analyze specific general ledger accounts as assigned</li><li>Monitor aging and transactions of designated balance sheet accounts</li><li>Handle invoicing and tracking of agency-wide expenses</li><li>Contribute to financial forecasting and projections</li><li>Work with CFO, senior controller, and affiliate accounting manager to manage affiliate financial reports</li><li>Prepare audit documentation for annual external reviews</li><li>Conduct petty cash counts and resolve discrepancies across the agency</li><li>Assist with weekly bank deposits and monitor monthly insurance and benefit payments</li><li>Lead and support ad hoc projects as assigned by leadership</li><li>Aid in training and development of finance staff</li><li>Partner with the senior controller to develop departmental strategies and performance benchmarks</li><li>Collaborate with HR on payroll and union-related processes</li><li>Supervise and mentor the affiliate accounting manager and senior accountant</li></ul>

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.

Accounting Assistant Robert Half's real estate client is looking for a reliable and organized Accounting Assistant to provide essential support to their accounting department. In this role, you will assist with various day-to-day accounting tasks, ensuring the smooth and efficient operation of the financial processes. This is a fantastic opportunity for someone with strong attention to detail and a desire to learn and grow within the accounting field. Responsibilities:<ul><li>Assist with accounts payable (A/P) processes, including processing invoices, matching purchase orders, and preparing payments.</li><li>Assist with accounts receivable (A/R) processes, including generating invoices, processing payments, and following up on outstanding balances.</li><li>Perform data entry and maintain accurate financial records and spreadsheets.</li><li>Assist with bank reconciliations and ensure accuracy of cash balances.</li><li>Prepare and file various financial documents and reports.</li><li>Assist with month-end closing procedures by preparing supporting documentation.</li><li>Respond to vendor and customer inquiries in a professional and timely manner.</li><li>Assist with general ledger maintenance and data verification.</li><li>Provide administrative support to the accounting team, including filing, photocopying, and organizing documents.</li><li>Perform other related duties and ad-hoc projects as assigned.</li></ul>

Website Editorial Assistant Our nonprofit client is looking for a Website Editorial Assistant to join their team through June, 35hr/wk, on site in Burlingame, CA. In this role, you will updating/maintaining their website, graphics design, social media, and some other digital projects. They are looking for someone who has strong technical skills in MS Suite, Adobe Suite, Canva, and Word Press including Gravity Forms. Responsibilities:<ul><li>Assist with day-to-day website management by maintaining timelines for posted items, handling routine updates, and revising content as necessary.</li><li>Edit original website copy from various departments and team contributors.</li><li>Perform tasks involving the collection, dissemination, and posting of sensitive materials related to members, leaders, and services, exercising discretion when forwarding documents or content for publishing.</li><li>Manage all webmaster and editor email inquiries, including responding, routing requests to appropriate personnel, and following up to ensure completion.</li><li>Assist with maintenance and redesign of website content and functionality, answer user questions, and offer suggestions for improving usability.</li><li>Research information and verify facts for website content as needed.</li><li>Maintain, update, and support online systems used for advocacy or content management.</li><li>Provide general administrative support to the Communications Department manager and team.</li></ul>

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.

Property Administrator We are a property management company overseeing a diverse portfolio of residential and commercial properties in the Bay Area. We are seeking a highly organized, proactive, and detail-oriented Property Manager / Executive Assistant to manage day-to-day operations and support executive leadership. This unique hybrid role is ideal for someone who thrives in a fast-paced environment and is skilled in both property management and executive-level administrative support.Property Management Duties:<ul><li>Oversee daily operations of assigned residential and/or commercial properties</li><li>Coordinate maintenance requests, repairs, and vendor relationships</li><li>Manage lease agreements, renewals, and tenant move-ins/move-outs</li><li>Conduct regular property inspections and ensure compliance with local regulations</li><li>Track rent payments, manage property budgets, and collaborate with the accounting team</li><li>Respond promptly and professionally to tenant inquiries and concerns</li></ul>Executive Assistant / Chief of Staff Support:<ul><li>Manage CEO’s schedule, meetings, travel, and action items</li><li>Provide research support on technical and non-technical topics to inform executive decisions</li><li>Assist with business-related events, errands, and coordination tasks</li><li>Handle confidential documents and maintain organized administrative records</li><li>Prepare reports, manage expenses, and assist with ad hoc projects as needed</li><li>Be available for occasional on-call situations, including after-hours emergencies or urgent tenant needs</li></ul>

Assistant Controller PLEASE CONTACT CHRISTINA TRAN AT ROBERT HALF FOR MORE DETAILS ASSISTANT CONTROLLER/CONTROLLER155K-175K+BONUS Well established real estate development company is seeking an Assistant Controller/Controller to join their expanding team. The position will be managing all aspects of financial reporting and compliance and will play a key role in preparing financial statements, analyzing financial data, and ensuring accuracy and completeness in the company's financial records. The Assistant Controller may also collaborate with auditors, support budgeting and forecasting activities, and help implement internal controls to safeguard the organization's financial integrity. Provide Controller support in managing the financial operations of the accounting department. Responsibilities:-Manage all aspects of financial reporting for construction projects, ensuring accuracy and adherence to deadlines.-Prepare and analyze financial statements (income statements and balance sheets)-Review/manage work-in-progress quarterly, working closely with project managers.-Manage cash flow with line of credit-Oversee accounts payable and accounts receivable processes.-Ensure timely and accurate processing of invoices, payments, and collections.-Manage payroll functions and compliance with payroll tax requirements.-Ensure compliance with local, state, and federal regulatory requirements.-Coordinate audits and financial reviews, providing necessary documentation and explanations.-Communicate financial information effectively to non-financial stakeholders.

Legal Assistant Growing San Francisco law firm is seeking a dedicated and detail-oriented Legal Assistant to join their litigation team. This role involves providing comprehensive legal and administrative support to attorneys and paralegals in a dynamic and fast-paced environment. The ideal candidate will have excellent organizational skills, a proactive attitude, and the ability to maintain a high level of care while handling confidential information. Responsibilities:• Provide administrative and legal support to attorneys in managing a high-volume litigation practice.• Prepare, edit, and finalize a variety of legal documents, including pleadings, motions, correspondence, and memoranda, ensuring accuracy and proper formatting.• Conduct internet-based legal research as needed to support case preparation and strategy.• Collaborate with other practice groups to ensure seamless support for attorneys and clients.• Maintain and organize electronic files in compliance with firm policies using the document management system.• Assist team members by sharing workload and contributing to a collaborative team environment to meet client and firm objectives.• Handle sensitive and confidential information with discretion and care.• Build and maintain positive, thoughtful relationships with colleagues, supervisors, and clients.• Perform general administrative tasks and participate in special projects as assigned.

Director, Investment Operations Michelle Espejo with Robert Half Finance & Accounting is recruiting for a Director of Investment Operations at a top-tier investment management firm. This full-time, permanent role is based in San Francisco with a hybrid schedule. Join a leading firm specializing in responsible, sustainable investing. The firm fosters a collaborative environment prioritizing long-term growth and team development. Enjoy competitive compensation, comprehensive benefits, 100% healthcare coverage for employees and families, commuter subsidies, and more. Responsibilities:<ul><li>Oversee investment product operations, including reporting, accounting, fund expenses, performance calculations, trade settlement, and SEC disclosures.</li><li>Serve as the primary liaison for audits, SOX testing, and compliance reviews.</li><li>Manage relationships with external administrators, custodian banks, and third-party providers.</li><li>Prepare investor communications and ensure timely month-end reporting.</li><li>Contribute to strategic planning, new product launches, and special projects.</li><li>Assist with board-related matters as Assistant Treasurer for the Mutual Funds Board.</li></ul>*Please contact Michelle Espejo via LinkedIn or email for additional info and immediate consideration.

Sr. Executive Assistant We are looking for a skilled Senior Executive Assistant to join our team in Stockton, California. In this Contract-to-permanent position, you will provide high-level administrative support to executives, ensuring seamless coordination of schedules, communication, and operational activities. This role is an excellent opportunity for someone with a strong background in financial services and advanced organizational skills. Responsibilities: • Manage executive calendars, including scheduling meetings, conference calls, and appointments, while prioritizing conflicting demands. • Coordinate and prepare materials for meetings, presentations, and other events, ensuring all details are handled efficiently. • Oversee communication on behalf of executives, including drafting correspondence and managing email inquiries. • Utilize systems such as ADP, Concur, and CRM tools to support administrative and financial processes. • Organize travel arrangements, including booking flights, accommodations, and preparing detailed itineraries. • Monitor and manage timekeeping systems like Kronos and About Time to ensure accurate tracking of employee hours. • Facilitate virtual meetings using Cisco Webex, ensuring technical setup and smooth operation. • Collaborate with internal teams to streamline administrative workflows and enhance operational efficiency. • Maintain confidentiality and handle sensitive information with the utmost professionalism. • Assist in project coordination and follow-ups to ensure deadlines and deliverables are met.

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.

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*

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.

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>