25 results for Virtual Assistant in Sunnyvale, CA

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 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 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!

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.

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.

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**

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!

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.

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.

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>

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>

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>

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 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 motivated and detail-oriented Administrative Assistant to join our team in Salinas, California. This is a Contract to Permanent position offering an excellent opportunity to grow within a dynamic office environment. The ideal candidate will provide vital support to daily office operations and ensure smooth communication with clients and team members. Responsibilities:• Interact with customers in a courteous and friendly manner to address inquiries and requests.• Enter orders accurately into the company software system, ensuring data integrity.• Handle light filing tasks to maintain organized and easily accessible records.• Prepare and send invoices to customers in a timely manner.• Perform general office duties, such as answering calls and managing correspondence.• Utilize Office Suite for various administrative tasks, including data entry and scheduling.• Schedule and confirm appointments while coordinating with team members.• Ensure the office environment remains organized and functional by addressing basic operational needs.• Provide additional support to the team as required to meet business objectives.

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>

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.

Administrative Coordinator We are looking for an organized and approachable Administrative Coordinator to support daily operations at an affordable senior housing community in South San Francisco, California. In this contract role, you will serve as the primary point of contact for residents, visitors, and staff, ensuring smooth communication and efficient administrative processes. Ideal candidates will thrive in a service-oriented environment and excel in maintaining confidentiality and attention to detail. Responsibilities: • Welcome residents, visitors, vendors, and staff with a friendly and attentive demeanor. • Coordinate and distribute work orders to appropriate maintenance or management personnel. • Manage the intake and processing of housing applications, ensuring all required information is complete and accurate. • Oversee building access, including monitoring guest and service personnel entry. • Maintain a clean, organized, and welcoming front desk environment. • Provide administrative support to property management, including scheduling and document handling. • Uphold confidentiality and adhere to fair housing regulations in all interactions. • Assist with general communication tasks, including answering inbound calls and managing calendars. • Monitor budgets and financial processes to ensure compliance. • Utilize tools such as CRM platforms and scheduling software to streamline operations.

Chief of Staff and Board Affairs We are inviting applications for the role of Chief of Staff and Board Affairs, based in Berkeley, California. This role operates within the non-profit sector, offering a contract to permanent employment opportunity. The chosen candidate will be tasked with a variety of responsibilities, including handling administrative tasks and managing communication systems. Responsibilities: • Efficiently process and handle administrative tasks using ADP - Financial Services. • Supervise and maintain the CRM system to ensure smooth operations. • Operate the Kronos Timekeeping System efficiently. • Manage calendars and schedule meetings using Cisco Webex Meetings. • Ensure clear and effective communication both within and outside the organization. • Handle correspondence and manage conference calls effectively. • Utilize the 'About Time' tool for efficient time tracking and management. • Assist in administrative duties and tasks as required. • Use Concur for managing expenses and reports. • Ensure efficient customer service by resolving inquiries and maintaining accurate customer records.

Office Specialist I We are looking for a skilled Office Specialist I to join our team in Oakland, California. In this role, you will provide essential administrative and clerical support under the guidance of a Department Director or executive-level supervisor. This is a long-term contract position offering an excellent opportunity to contribute to organizational efficiency and success. Responsibilities: • Provide administrative assistance to relieve executives of routine tasks, ensuring efficient operations. • Conduct specialized studies, compile findings, and prepare detailed administrative reports. • Communicate procedural information related to established agency programs, serving as a reliable resource. • Support department leaders in addressing administrative challenges and implementing solutions. • Analyze and evaluate operational programs and assist in the development of new procedures. • Prepare budgets, compose correspondence, and draft procedural memoranda as required. • Monitor attendance records, process industrial claims, and handle payroll-related tasks. • Maintain confidential files and administrative records with accuracy and discretion. • Coordinate schedules and appointments, ensuring seamless organization. • Utilize Yardi software and other tools to manage data and support administrative processes.

Office Administrator Robert Half is working with one of our top clients in South San Francisco. They are looking for an Office Administrator to help support their busy office. The ideal candidate will have experience working as a Workplace Coordinator (or a similar position). You must be able to work independently. Please find the details below and if interested, apply now. We are looking to submit profiles this week. Do not wait. Apply now! Job Description<ul><li>Communication for new hire onboarding and employee lunches</li><li>Maintaining Office Calendar</li><li>Greeting Candidates and providing tours</li><li>Spreadsheet tracking for new employees</li><li>Tracking catering order responses</li><li>Assist with submitting tickets for maintenance requests</li><li>Assist with conference role scheduling</li><li>Office Inventory</li><li>Snack/Beverages stocking</li><li>Receiving and sending out packages</li><li>Event Coordination</li></ul>

Administrative Coordinator We are seeking a friendly, professional, and highly organized Front Desk Receptionist to join our team at an affordable senior housing community. This essential, front-facing role requires someone who is warm, dependable, and comfortable working directly with residents, staff, and visitors in a supportive and service-oriented environment.Key Responsibilities:<ul><li>Greet residents, visitors, vendors, and staff with professionalism and warmth</li><li>Answer and direct incoming phone calls in a courteous and efficient manner</li><li>Accept and distribute work orders to the appropriate maintenance or management staff</li><li>Hand out and receive housing applications, ensuring accuracy and completeness</li><li>Monitor and manage building access, including letting in scheduled guests and service personnel</li><li>Maintain the front desk area in an organized and welcoming manner</li><li>Provide general administrative support to property management as needed</li><li>Ensure confidentiality and compliance with HUD and fair housing regulations</li></ul>

Office Clerk Key Responsibilities: Email and Calendar Management:<ul><li>Use Microsoft Outlook to manage emails and schedule appointments.</li><li>Coordinate meetings and maintain the office calendar.</li></ul>Administrative Support:<ul><li>Perform general office duties, including filing, data entry, and photocopying.</li><li>Prepare and edit correspondence, reports, and other documents.</li></ul>Customer Service:<ul><li>Answer and direct phone calls and emails to the appropriate departments.</li><li>Greet and assist visitors, ensuring a professional and welcoming environment.</li></ul>Records Management:<ul><li>Maintain and update electronic and physical records.</li><li>Ensure accurate and organized filing systems.</li></ul>Supply Management:<ul><li>Monitor and order office supplies as needed.</li><li>Manage inventory and ensure the office is well-stocked.</li></ul>Team Support:<ul><li>Assist other staff members with various tasks and projects as needed.</li><li>Collaborate with team members to ensure smooth office operations.</li></ul>

Office Services Associate Position summary The Senior Office Services Associate is responsible for adding value in providing front of house Reception support and daily back office services for our client and teams. Services include but are not limited to Reception litigation printing reprographics copy and mail services in both physical and digital environments with support for services in hospitality facilities audio/visual and other service lines as needed. Job qualifications - High school diploma or equivalent. - Minimum 1 year office services experience preferably in a legal banking or large corporate environment. - Reception Desk background Skilled in the use of mail phone email digital reprographics and mail equipment. - Familiar with general back office procedures to meet and maintain client satisfaction. - Proven customer service skills are required in order to create maintain and enhance customer relationships. - Good written and verbal communication skills including professional telephone and email etiquette. - Attention to detail with good organizational skills. - Must be able to meet deadlines and complete all projects in a timely manner. - Ability to handle sensitive and/or confidential documents and information. - Able to make independent decisions that conform to business needs and policy. - Good problem-solving skills with the ability and understanding of when to escalate a problem to a supervisory level. - Must work well in a team environment. - Must be able to interact effectively with multi-functional and diverse backgrounds. - Ability to work in a fast-paced environment. - Must be self-motivated with positive can-do attitude.