Executive administrative assistant jobs in Sacramento, CaliforniaCreate job alerts

Job Description Position Type: Full-Time Compensation: $28–$40 per hour (DOE) Location: On-Site Reports To: CEO / Lead Attorney Role Overview We are seeking a dynamic, highly organized, and tech-savvy Executive Assistant to support the Lead Attorney/Business Owner in managing fast-paced legal and business operations. This role is designed to offload administrative, operational, and coordinator tasks, so it creates room to focus on driving the business mission and strategic initiatives. Key Responsibilities: • Call Screening & Communication Management: Screen incoming calls and manage professional correspondence with discretion and accuracy., • Calendar Management: Manage and coordinate CEO calendars across multiple platforms; schedule meetings, court appearances, and travel; anticipate and resolve conflicts., • Email & Document Management: Review, prioritize, and respond to emails; draft and edit correspondence; oversee business file organization and document control. Maintain confidentiality and discretion in all communications., • Collaboration & Coordination: Work closely with the Office Administrator and HR to maintain operational efficiency; prepare for meetings and ensure readiness of materials., • Travel Arrangements and Errands: Book and arrange travel; prepare itineraries and ensure seamless logistics. Perform off-site errands and tasks for the CEO/Lead Attorney as needed, using personal, reliable transportation. Ensure timely completion of errands while maintaining confidentiality and professionalism, • Reporting & Analysis: Generate business reports for finance, operations, and marketing; maintain dashboards and summaries of priorities., • Administrative & Operational Support: Organize and track contracts sent to Lead Attorney/Business Owner. Prepare summaries of tasks and maintain a daily dashboard of priorities. Assist in preparing materials and scheduling for business and strategy sessions., • Efficiency & Workflow Optimization: Streamline processes and systems related to Lead Attorney/Business Owner's desk and daily operations. Identify and implement tools to improve productivity and reduce manual tasks., • R&D Support: Support the creation and organization of an R&D ecosystem for the firm., • Project Management: Demonstrated project coordination or project management experience; comfortable managing timelines, tasks, and multiple stakeholders simultaneously. Strong ability to translate high-level direction into structured plans and executable tasks. Ideal Candidate Profile • Proven experience as an Executive Assistant or similar role, • Advanced proficiency in Microsoft Office, and document management systems., • Strong written and verbal communication skills, • Ability to pivot quickly and manage competing priorities, • Discreet, reliable, and service-oriented mindset Why This Role Matters This Executive Assistant will be a responsible implementer and planner to the CEO, enabling the CEO to focus on high-impact legal work, leadership, and business growth. The role offers a unique opportunity to contribute meaningfully in a supportive way to the firm's mission while working closely with a visionary leader. Qualifications • 3+ years' Executive Assistant experience; legal/professional services preferred., • Advanced Microsoft 365 and knowledge of legal platforms, cross platform calendar management., • Strong professional writing skills to be able to draft/edit business correspondence; high level of discretion and confidentiality., • Proven ability to organize, plan, and coordinate appearances, meetings, and complex travel; resolve conflicts proactively., • Business and Service-oriented, reliable, and collaborative., • Possesses strong business knowledge and the ability to anticipate operational needs, ensuring alignment with the firm's strategic goals., • Onsite in Sacramento; flexible to occasional early/late hours as needed Compensation & Benefits Competitive salary commensurate with experience. • Health, dental, and vision., • 401(k) with employer con

Job DescriptionDescription: Commercial Real Estate Assistant Property Manager Ethan Conrad Properties, Inc. is one of the largest and the fastest growing Commercial Real Estate Company in Sacramento, CA. With over 10MM square feet, over 150 properties, and over 250 buildings, valued at $1.3 billion dollars. ECP has had an Annual Growth of over 20% for the past 10 years and anticipates continued growth of 20% annually, creating more job opportunities internally and externally. ECP is a World Class Company. Responsible for assisting the Property Manager in overseeing real estate properties and tending to the needs of tenants. Portfolio size Assistant Property Manager will be assisting with will be approximately 1,000,000 (1MM) square feet of commercial real estate for Ethan Conrad Properties, Inc. Requirements: This position is responsible for: • Respond to tenant service requests, coordinate vendor work orders, place follow up calls to tenants, and send tenant notifications., • Prepare tenant/owner correspondence, create welcome letters, coordinate new tenants, and send tenant insurance & HVAC contracts., • Maintain property inspection reports, keep & track fire inspection/service reports., • Transfer and track utilities., • Assist Property Management team with day-to-day functions and urgent property issues., • Assist Property Managers with planning, organizing, and coordinating projects as well as execute other Property Management Administration duties as instructed by Director of the department., • Other duties as assigned Education/Knowledge/Experience: Required: • High School Diploma or equivalent, 4+ years of administrative experience and 2+ years Property Management and/or Real Estate experience required or equivalent combination of education and experience., • Detail oriented, self-starter, strong organizational and analytical skills, able to handle multiple projects at any given time, and comfortable working in a fast-paced environment., • Effective time management skills, ability to meet deadlines, prioritize tasks and work well under pressure., • Strong customer service orientation interpersonal skills with the ability to work independently or within a team., • Excellent written and verbal communication skills., • Exceptional problem-solving skills., • Intermediate to advanced knowledge of Microsoft Office (Outlook, Excel, Word, PowerPoint, and Project) required., • Experience in Property Management and/or Work Order Software, i.e., Yardi preferred, MRI, SAP., • Valid California driver’s license and a clean Department of Motor Vehicle record. Preferred: • Bachelor's degree preferred., • 2+ years commercial real estate experience preferred. At Ethan Conrad Properties, we pride ourselves on our collaborative culture, which can be seen throughout every step of an ECP employee's journey. Starting with our interviews and continuing through our executive open-door policy, collaboration is at the heart of working at ECP. We offer generous benefits including competitive salaries, employee 100% paid medical, dental, vision, life and disability coverages, FSA, HSA, and a 401(k) plan with employer match. And we offer some not-so-standard, extra-fun benefits, including learning & development, gym membership, and of course, fully stocked fridges! We value diversity and believe forming teams in which everyone can be their authentic self is key to our success. We encourage people from underrepresented backgrounds and different industries to apply. Come join us and find out what the best work of your career could look like here at ECP.

Job Description Family Nurse Practitioner or Physician Assistant Opportunity in Elk Grove, CA Join a well-supported outpatient primary care practice offering a true Monday-Friday schedule with no call and a manageable patient pace. This is an excellent opportunity for a Family Nurse Practitioner or Physician Assistant seeking stability, team collaboration, and long-term growth. You'll step into an established setting designed for efficiency and continuity of care. Practice Overview • You'll join a collaborative team of physicians and advanced practice providers in a fully outpatient setting, • Care for patients across the lifespan, with a mix of acute visits, chronic disease management, and preventive care, • Maintain procedural variety with minor in-office procedures (cryotherapy, I&D), • Strong support model with dedicated clinical and administrative staff, allowing you to focus on patient care Schedule • Monday-Friday schedule, 8:00 AM - 5:00 PM with no evenings or weekends required, • 100% outpatient practice with no inpatient responsibilities or call burden, • Manageable patient volume averaging ~3 patients per hour after ramp-up, • Consistent, predictable schedule designed to support work-life balance Compensation & Benefits • Competitive base salary based on experience, with additional financial incentives available, • Eligibility for federal and state loan repayment programs (high-need service area), • Comprehensive benefits including medical, dental, vision, and 401(k) with employer contribution, • Generous time off package including PTO, holidays, CME allowance, and paid CME days Candidate Requirements • Board-certified or board-eligible Family Nurse Practitioner or Physician Assistant, • Comfortable managing a broad spectrum of primary care conditions across all age groups, • Open to experienced providers and new graduates with strong training, • Ability to work effectively within a team-based care model Community & Location Highlights • Located in Elk Grove with convenient access to Sacramento and Northern California destinations, • Family-friendly area with strong schools and a range of housing options, • Easy access to outdoor recreation, including parks, lakes, and nearby mountain getaways, • Close proximity to a major airport for regional and national travel Let's connect to see if this practice aligns with what you're looking for! Company DescriptionWe are a healthcare staffing company that was founded in 2009 and focused on placing physicians and advanced practitioners in permanent, temporary, and executive-level roles. In 2020 we were purchased by the Silicon Valley tech company, Doximity. Since the acquisition, we have been moving at 200 miles an hour, combining the people side of the business with technology to do healthcare staffing in a different way. Curative finds incredible talent with less hassle using better data. We combine the heart and hard work of experienced recruiters with the intelligent technology of Doximity, the world’s largest professional medical network. The result: the commitment and ability to find people who care.We are a healthcare staffing company that was founded in 2009 and focused on placing physicians and advanced practitioners in permanent, temporary, and executive-level roles. In 2020 we were purchased by the Silicon Valley tech company, Doximity.\r\n\r\nSince the acquisition, we have been moving at 200 miles an hour, combining the people side of the business with technology to do healthcare staffing in a different way.\r\n\r\nCurative finds incredible talent with less hassle using better data. We combine the heart and hard work of experienced recruiters with the intelligent technology of Doximity, the world’s largest professional medical network. The result: the commitment and ability to find people who care.

Company Overview Capital Protection Group (CPG) is a California-based private security firm providing professional protective services across public, commercial, residential, and special-event environments. We operate in a fast-paced, compliance-driven industry and pride ourselves on professionalism, accountability, and operational excellence. We are seeking a highly capable Executive Assistant to provide direct, high-level support to the CEO and assist with executive operations, scheduling, and administrative coordination. Position Summary The Executive Assistant serves as a trusted partner to the CEO, providing high-level administrative, scheduling, and operational support. This is a permanent, full-time, in-office role requiring professionalism, discretion, adaptability, and strong independent judgment. The ideal candidate thrives in a dynamic environment, can manage ever-changing priorities and deadlines, and anticipates executive needs before they arise. This role supports both executive efficiency and broader operational effectiveness and includes limited field-related responsibilities as needed. Key Responsibilities Provide direct executive support to the CEO, including daily priorities, task tracking, and operational coordination Manage and maintain the CEO’s calendar, meetings, appointments, reminders, and frequent schedule changes Track floating tasks, evolving deadlines, and time-sensitive assignments across multiple priorities Proactively adjust schedules and workflows in response to changing business needs Serve as a professional point of contact on behalf of the CEO for internal and external communications Coordinate scheduling and logistics across leadership and administrative teams Assist with audits, reporting, and special projects in collaboration with HR and operations Perform occasional field-related tasks or operational errands to support business efficiency Maintain strict confidentiality and exercise sound judgment with sensitive information Manage multiple projects simultaneously with minimal supervision Anticipate executive needs and proactively resolve issues before escalation Maintain a consistent, professional in-office presence during designated business hours Qualifications Prior experience in an Executive Assistant, administrative, or high-level support role Proven experience with calendar management and scheduling for leadership Demonstrated ability to manage shifting priorities and multiple concurrent deadlines Strong organizational, multitasking, and time-management skills Ability to work independently with minimal supervision Excellent written and verbal communication skills High level of professionalism, discretion, and attention to detail Proficiency with Microsoft Office Ability to work closely with executive leadership and gain working knowledge of company operations Experience in security, operations, compliance-driven, or fast-paced environments is a plus Physical & Job Requirements (California-Compliant) Ability to sit for extended periods while performing administrative and computer-based work Ability to safely operate a motor vehicle for business-related purposes Valid California driver’s license and acceptable driving record required Ability to occasionally travel between office, field locations, and client sites Ability to meet eligibility requirements to obtain and maintain a California BSIS Guard Card (Training and registration required; assistance may be provided) Reasonable accommodations will be provided in accordance with the California Fair Employment and Housing Act (FEHA) and applicable state and federal laws Additional Information Work Location: On-site, Sacramento, CA (with occasional field responsibilities) Employment Type: Permanent, full-time Classification: Non-exempt or exempt, to be determined based on duties and California wage/hour requirements Equal Opportunity Employer: Capital Protection Group complies with all applicable California labor laws, including pay transparency, anti-discrimination, and workplace accommodation requirements

Job Description We are seeking an Executive Administrative to join our team! You will provide high-level administrative support for an Executive at our company. Responsibilities: • Handle administrative needs of Executive, • Arrange conference calls and meetings, • Plan work-related travel details, • Receive visitors, • Train and supervise lower-level clerical staff, • Maintain and order supplies Qualifications: • Previous experience as an executive secretary, administrative assistant, or in other related fields, • Strong organizational skills, • Ability to prioritize and multitask, • Strong attention to detailCompany DescriptionHelping people understand risk and lowering the cost of insurance up to 50% ! with over 200 insurance carriers , we train new agents with Entrepreneur spirit, advocates of Tony Robin,Tom Hopkins, Bryan tracy, Jim Rohn and many more...Helping people understand risk and lowering the cost of insurance up to 50% ! with over 200 insurance carriers , we train new agents with Entrepreneur spirit, advocates of Tony Robin,Tom Hopkins, Bryan tracy, Jim Rohn and many more...

Job Description We are seeking an experienced Executive Assistant to provide local & or remote support for a business executive. This is a demanding role supporting a high-impact team that needs someone who is highly proactive and self-motivated, flexible, and solution-oriented while demonstrating good judgment and curiosity. The ideal candidate must maintain a strong emphasis on organization, and an unwavering attention to detail while balancing fluctuating and competing priorities. An Administrative Assistant provides high level administrative support to executives in the workplace in various departments and roles such as Human Resources, Customer Service, Finance etc. You will have the opportunity to have meaningful impact, grow your skills, and have fun in this challenging and exciting role! Full Job Description Description Supervision Received and Exercised Receives direct supervision from their Supervisor. Exercises no direct supervision of Staff. Position Characteristics Incumbents at this level possess a general comprehensive understanding of business functions and professional activities and provide support to professional-level staff in the completion of their duties, in addition to completing complex administrative support assignments including taking and transcribing meeting minutes and assisting in department-related projects and programs. Adequate performance at this level requires the knowledge of office procedures and the ability to choose among alternatives in solving problems. Essential Duties • Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job., • Provides administrative support to an assigned supervisor, manager, or department head in the daily management of operations., • Prepares, types and/or processes various documents requiring professional knowledge of the business’s functions, which may include but are not limited to: meeting agendas and minutes, correspondence, periodic reports, contracts, agreements, legal, official and/or confidential documents, proposal documents, charts, graphs, etc., • Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information., • Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures. Applies business policies and procedures in determining completeness of records, reports, forms, documents and files., • Prepares, copies, collates, and distributes a variety of documents, including agendas, contracts, informational packets, and specifications. Ensures proper filing of files., • Organizes, coordinates, maintains, and updates business record systems. Enters and updates information with departmental activity, files, and report summaries. Retrieves information from systems as required., • Perform various accounting / bookkeeping work, which includes verifying or computing financial data, preparing billing invoices, processing accounts payable / receivable, preparing financial reports and statements, maintaining and balancing accounts, preparing bank deposits, processing payroll, etc., • Serves as meeting support including preparing agendas and informational packets, schedules the room, and taking and transcribing minutes for assigned boards, committees and commissions., • May perform various duties associated with personnel administration, which may include establishing and maintaining confidential employee records, coordinating required pre-employment testing, conducting new employee orientation and processing related paperwork., • Communicates with officials, staff, clients and agencies to obtain and relay information and to coordinate activities., • Receives and responds to inquiries, in oral or written form concerning business operations., • Performs other clerical / administrative work as required, which may include but is not limited to filing / retrieving files, reviewing and processing mail, faxing information, answering the telephone, scheduling appointments and meetings, maintaining calendars etc., • Organizes, coordinates, and attends various meetings and training as required or appropriate., • Assists in performance measures coordination., • Completes special projects as assigned., • Performs other duties as assigned. Qualifications Knowledge of: • Business policies and procedures., • Laws and regulations governing professional and clerical operations of the business., • Goals and purpose of the business., • Principles and practices of data collection and report preparation., • Methods of preparing and processing various records, forms and other documents., • Standard office management and clerical practices and procedures., • Record-keeping, report preparation and filing systems and methods., • Financial record-keeping and budget preparation., • Basic business arithmetic., • Modern office practices, methods, and computer equipment and applications related to the work., • English usage, grammar, spelling, vocabulary, and punctuation., • Techniques for providing a high level of customer service by effectively dealing with vendors, contractors, and staff. Ability to: • Learn, understand, interpret, analyze and apply all pertinent laws, regulations, policies and procedures, and standards., • Perform difficult and complex para-professional statistical and functional work involving the use of considerable independent judgment., • Develop and implement objectives, policies, procedures and work standards., • Schedule and coordinate projects, set priorities, adapt to changing priorities, meet critical time deadlines., • Gather and compile department / division-specific information from a variety of sources., • Prepare, review and present reports, recommendations and other correspondence and communications in a clear and concise manner., • Understand and follow complex oral and written instructions., • Maintain accurate records and files., • Type accurately at speeds necessary for successful job performance., • Compose correspondence and reports independently or from brief instructions., • Maintain records and databases., • Make accurate arithmetic computations., • Perform work effectively despite frequent interruptions and the pressure of deadlines., • Perform required mathematical computations accurately., • Operate modern office equipment including computer equipment and specialized software applications programs., • Use English effectively to communicate in person, over the telephone, and in writing., • Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines., • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Daily Tasks: • Returning phone calls and taking messages, • Interacting and engaging with Clients, • Managing and scheduling office appointments, • Organizing meetings and other events as needed, • Managing mail/fax communications, • Filing office records and managing filing systems, • Performing basic bookkeeping/clerical duties, • Setting and managing the daily schedules and calendars of company executives, • Preparing and/or editing documents, such as expense reports, memos and invoices, • Creating spreadsheets, managing databases, preparing presentations, • Negotiating with vendors, • Ordering necessary office supplies, • Managing corporate stock rooms and/or libraries, • Managing videoconferencing, fax communications and office equipment, • Reviewing incoming documents, • Conducting research on general office matters, • Training Managers Responsibilities: • Act as the point of contact between the executives and internal/external clients, • Undertake the tasks of receiving calls, take messages and routing correspondence, • Handle requests and queries appropriately, • Maintain diary, arrange meetings and appointments and provide reminders, • Make travel arrangements, • Take dictation and minutes and accurately enter data, • Monitor office supplies and research advantageous deals or suppliers, • Produce reports, presentations and briefs, • Develop and carry out an efficient documentation and filing system, • Performance Evaluations, • Data Analysis, • Phone Calls, • Reports, Reviews & Audits, • HR Support, • Managing Calendars & Meetings, • Running Payroll, • Benefits Administration, insurance Management, Employee perks etc, • Interviewing Managers, • Training Managers, • Inventory Management, • Growth & Expansion, • Risk Management & Compliance, • Marketing, • Onboarding employees, • HR Training, rapport with employees, • Offboarding employees, • Local & State Business Licensing & Registration, • Accounts Payable, • Disciplinary actions, • Internal & external business reputation Qualifications: • 3-5 years experience providing administrative support and calendar management for an executive, preferably multiple executives simultaneously, • Proficiency with Google Workspace, • Ability to prioritize and multitask a high volume of tasks, problem solve and offer creative solutions Excellent interpersonal and communication skills, • Strong problem solving skills with ability to see the big picture, • Exemplary planning and time management skills, • Ability to multitask and prioritize daily workload, • Excellent verbal and written communications skills, • Time management and ability to meet deadlines, • Problem-solving and decision making, • Discretion and confidentiality, • Must demonstrate a strong sense of urgency and ownership to drive tasks and projects from start to finish, • Approaches their role with flexibility, maturity, and common sense – must be discreet and able to maintain confidential information, • Team-player who maintains a positive and calm demeanor under pressure, • Ability to work comfortably with people at all levels of the organization, • Belief that no contribution to the team is too big or too small Education and Experience Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education background equivalent to 3 to 5 years of increasingly responsible office support experience in the field assigned. Undergraduate degree required Licenses and Certifications: None. Supplemental Information Physical Demands: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, vision to read printed materials and a computer screen, and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 30 lb. Environmental Elements: An Administrative Assistant will work from either an assigned office or home location or their own home at employer's discretion. High speed internet is required. A computer, a phone and other required accessories and resources will be provided. Working Conditions: May be required to work flexibly outside of regular work hours. Application and Selection Process: If you are interested in this opportunity, please submit your employment application. Company DescriptionAt NorCal Individual Care, we provide premier Supported Living Services and Caregiver services to support individuals with developmental disabilities and help older adults thrive with optimal independence, health, safety and happiness, all while affording them and their loved ones complete peace of mind. Our specialized approach to Supported Living and in home care, innovative spirit, unique company culture and expert team all contribute to our success in elevating the standard of support and care for every individual we service.At NorCal Individual Care, we provide premier Supported Living Services and Caregiver services to support individuals with developmental disabilities and help older adults thrive with optimal independence, health, safety and happiness, all while affording them and their loved ones complete peace of mind.\r\n\r\nOur specialized approach to Supported Living and in home care, innovative spirit, unique company culture and expert team all contribute to our success in elevating the standard of support and care for every individual we service.

Be Happy Youre Home is looking for a highly organized, proactive Creative Operations Assistant to help support the day-to-day operations of a fast-moving creative business. This role is ideal for someone who genuinely enjoys organizing information, completing tasks, improving systems, solving problems, and helping ideas move from brainstorm to reality. This is not a passive administrative role. Were looking for someone who: • thrives on getting things done, • enjoys variety and problem-solving daily, • can adapt quickly, • notices details, • follows through, • loves helping create momentum Youll help reduce mental load, organize moving pieces, and support both business and behind-the-scenes operations so projects can move faster and more efficiently. Responsibilities: • Calendar and scheduling support, • Organizing tasks, timelines, and follow-ups, • Inbox and communication assistance, • Research and information gathering, • Organizing files, systems, and workflows, • Assisting with proposals and project documents, • Vendor and client coordination, • Tracking moving pieces across projects, • Supporting content planning and operations, • Helping maintain organization across multiple priorities, • General operational and executive support Requirements: Extremely organized and detail-oriented Strong communication skills Ability to prioritize independently Comfortable in fast-paced environments Strong follow-through and accountability Tech comfortable and quick to learn systems Positive attitude and solution-oriented mindset Reliable and proactive Bonus Skills: Operations or startup experience Content or social media coordination Canva, Notion, HubSpot, or Squarespace familiarity Interior design interest Project management experience Small business support experience Growth Opportunity: This role has strong growth potential for someone interested in operations, creative business support, project coordination, and entrepreneurship. As BHYH grows, there may be opportunities to support additional creative ventures including: • in-person home projects, • furniture flipping, • community events, • creative product launches, • future lifestyle concepts Strong Level 1 team members may grow into a Level 2 Creative Operations Partner role with increased responsibility, project coordination, and founder support. We value people who take initiative, solve problems, and enjoy helping turn ideas into reality. Schedule + Pay: Part-time hybrid role Flexible scheduling with weekday availability preferred Sacramento-area preferred Starting at approximately $25/hour, depending on experience Please visit https://behappyyourehome.com/open-roles to apply. & Follow us on Instagram @behappyyourehome

Job Title/h2pLocation 3251 Beacon Blvd, West Sacramento, CA, 95691-3531, United States/ppBase Pay $21.Hour/ppEmployee Type FT Non-Exempt/ppMinimum Experience 3 Years/ppContact Information/ppName Katie M.

California State Gov - JobID: 143233 [Office Assistant / Receptionist] As an Executive Assistant at the State of California, you'll: Perform a wide variety of executive secretarial and administrative duties; Plan and organize work activities, recommend improvements in work flow, procedures, and use

California State Gov - JobID: 136727 [Office Assistant / Receptionist] As an Executive Assistant at the State of California, you'll: Perform a wide variety of executive secretarial and administrative duties; Plan and organize work activities, recommend improvements in work flow, procedures, and use

California State Gov - JobID: 143400 [Office Assistant / Receptionist] As an Executive Assistant at the State of California, you'll: Perform a wide variety of executive secretarial and administrative duties; Plan and organize work activities, recommend improvements in work flow, procedures, and use

California State Gov - JobID: 143341 [Office Assistant / Receptionist] As an Executive Assistant at the State of California, you'll: Perform a wide variety of executive secretarial and administrative duties; Plan and organize work activities, recommend improvements in work flow, procedures, and use

Job Description We are seeking an experienced Administrative Assistant to provide local & remote support for a business executive. This is a demanding role supporting a high-impact team that needs someone who is highly proactive and self-motivated, flexible, and solution-oriented while demonstrating good judgment and curiosity. The ideal candidate must maintain a strong emphasis on organization, and an unwavering attention to detail while balancing fluctuating and competing priorities. An Administrative Assistant provides high level administrative support to executives in the workplace in various departments. You will have the opportunity to have meaningful impact, grow your skills, and have fun in this challenging and exciting role! Full Job Description Description Supervision Received and Exercised • Receives direct supervision from their Supervisor. Exercises no direct supervision of Staff. Position Characteristics • Incumbents at this level possess a general comprehensive understanding of business functions and professional activities and provide support to professional-level staff in the completion of their duties, in addition to completing complex administrative support assignments including taking and transcribing meeting minutes and assisting in department-related projects and programs., • Adequate performance at this level requires the knowledge of office procedures and the ability to choose among alternatives in solving problems. Essential Duties • Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job., • Provides administrative support to an assigned supervisor, manager, or department head in the daily management of operations., • Prepares, types and/or processes various documents requiring professional knowledge of the business’s functions, which may include but are not limited to: meeting agendas and minutes, correspondence, periodic reports, contracts, agreements, legal, official and/or confidential documents, proposal documents, charts, graphs, etc., • Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information., • Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures. Applies business policies and procedures in determining completeness of records, reports, forms, documents and files., • Prepares, copies, collates, and distributes a variety of documents, including agendas, contracts, informational packets, and specifications. Ensures proper filing of files., • Organizes, coordinates, maintains, and updates business record systems. Enters and updates information with departmental activity, files, and report summaries. Retrieves information from systems as required., • Perform various accounting / bookkeeping work, which includes verifying or computing financial data, preparing billing invoices, processing accounts payable / receivable, preparing financial reports and statements, maintaining and balancing accounts, preparing bank deposits, processing payroll, etc., • Serves as meeting support including preparing agendas and informational packets, schedules the room, and taking and transcribing minutes for assigned boards, committees and commissions., • May perform various duties associated with personnel administration, which may include establishing and maintaining confidential employee records, coordinating required pre-employment testing, conducting new employee orientation and processing related paperwork., • Communicates with officials, staff, clients and agencies to obtain and relay information and to coordinate activities., • Receives and responds to inquiries, in oral or written form concerning business operations., • Performs other clerical / administrative work as required, which may include but is not limited to filing / retrieving files, reviewing and processing mail, faxing information, answering the telephone, scheduling appointments and meetings, maintaining calendars etc., • Organizes, coordinates, and attends various meetings and training as required or appropriate., • Assists in performance measures coordination., • Completes special projects as assigned., • Performs other duties as assigned. Qualifications Knowledge of: • Business policies and procedures., • Laws and regulations governing professional and clerical operations of the business., • Goals and purpose of the business., • Principles and practices of data collection and report preparation., • Methods of preparing and processing various records, forms and other documents., • Standard office management and clerical practices and procedures., • Record-keeping, report preparation and filing systems and methods., • Financial record-keeping and budget preparation., • Basic business arithmetic., • Modern office practices, methods, and computer equipment and applications related to the work., • English usage, grammar, spelling, vocabulary, and punctuation., • Techniques for providing a high level of customer service by effectively dealing with vendors, contractors, and staff. Ability to: • Learn, understand, interpret, analyze and apply all pertinent laws, regulations, policies and procedures, and standards., • Perform difficult and complex para-professional statistical and functional work involving the use of considerable independent judgment., • Develop and implement objectives, policies, procedures and work standards., • Schedule and coordinate projects, set priorities, adapt to changing priorities, meet critical time deadlines., • Gather and compile department / division-specific information from a variety of sources., • Prepare, review and present reports, recommendations and other correspondence and communications in a clear and concise manner., • Understand and follow complex oral and written instructions., • Maintain accurate records and files., • Type accurately at speeds necessary for successful job performance., • Compose correspondence and reports independently or from brief instructions., • Maintain records and databases., • Make accurate arithmetic computations., • Perform work effectively despite frequent interruptions and the pressure of deadlines., • Perform required mathematical computations accurately., • Operate modern office equipment including computer equipment and specialized software applications programs., • Use English effectively to communicate in person, over the telephone, and in writing., • Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines., • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Daily Tasks: • Returning phone calls and taking messages, • Interacting and engaging with Clients, • Managing and scheduling office appointments, • Organizing meetings and other events as needed, • Managing mail/fax communications, • Filing office records and managing filing systems, • Performing basic bookkeeping/clerical duties, • Setting and managing the daily schedules and calendars of company executives, • Preparing and/or editing documents, such as expense reports, memos and invoices, • Creating spreadsheets, managing databases, preparing presentations, • Negotiating with vendors, • Ordering necessary office supplies, • Managing corporate stock rooms and/or libraries, • Managing videoconferencing, fax communications and office equipment, • Reviewing incoming documents, • Conducting research on general office matters, • Training Managers Responsibilities: • Act as the point of contact between the executives and internal/external clients, • Undertake the tasks of receiving calls, take messages and routing correspondence, • Handle requests and queries appropriately, • Maintain diary, arrange meetings and appointments and provide reminders, • Make travel arrangements, • Take dictation and minutes and accurately enter data, • Monitor office supplies and research advantageous deals or suppliers, • Produce reports, presentations and briefs, • Develop and carry out an efficient documentation and filing system, • Performance Evaluations, • Data Analysis, • Phone Calls, • Reports, Reviews & Audits, • HR Support, • Managing Calendars & Meetings, • Running Payroll, • Benefits Administration, insurance Management, Employee perks etc, • Interviewing Managers, • Training Managers, • Inventory Management, • Growth & Expansion, • Risk Management & Compliance, • Marketing, • Onboarding employees, • HR Training, rapport with employees, • Offboarding employees, • Local & State Business Licensing & Registration, • Accounts Payable, • Disciplinary actions, • Internal & external business reputation Qualifications: • 3-5 years experience providing administrative support and calendar management for an executive, preferably multiple executives simultaneously, • Proficiency with Google Workspace, • Ability to prioritize and multitask a high volume of tasks, problem solve and offer creative solutions Excellent interpersonal and communication skills, • Strong problem solving skills with ability to see the big picture, • Exemplary planning and time management skills, • Ability to multitask and prioritize daily workload, • Excellent verbal and written communications skills, • Time management and ability to meet deadlines, • Problem-solving and decision making, • Discretion and confidentiality, • Must demonstrate a strong sense of urgency and ownership to drive tasks and projects from start to finish, • Approaches their role with flexibility, maturity, and common sense – must be discreet and able to maintain confidential information, • Team-player who maintains a positive and calm demeanor under pressure, • Ability to work comfortably with people at all levels of the organization, • Belief that no contribution to the team is too big or too small Education and Experience Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education background equivalent to 3 to 5 years of increasingly responsible office support experience in the field assigned. Licenses and Certifications: None. Supplemental Information Physical Demands: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, vision to read printed materials and a computer screen, and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 30 lb. Environmental Elements: An Administrative Assistant will work from either an assigned office or home location or their own home at employer's discretion. High speed internet is required. A computer, a phone and other required accessories and resources will be provided. Working Conditions: May be required to work flexibly outside of regular work hours. Application and Selection Process: If you are interested in this opportunity, please submit your employment application. Company DescriptionAt NorCal Individual Care, we provide premier Supported Living Services and Caregiver services to support individuals with developmental disabilities and help older adults thrive with optimal independence, health, safety and happiness, all while affording them and their loved ones complete peace of mind. Our specialized approach to Supported Living and in home care, innovative spirit, unique company culture and expert team all contribute to our success in elevating the standard of support and care for every individual we service.At NorCal Individual Care, we provide premier Supported Living Services and Caregiver services to support individuals with developmental disabilities and help older adults thrive with optimal independence, health, safety and happiness, all while affording them and their loved ones complete peace of mind.\r\n\r\nOur specialized approach to Supported Living and in home care, innovative spirit, unique company culture and expert team all contribute to our success in elevating the standard of support and care for every individual we service.

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