Job Description
Job DescriptionBenefits:
- Bonus based on performance
- Company parties
- Competitive salary
- Dental insurance
- Free food & snacks
- Health insurance
- Paid time off
Who We Are
We are a well-established fiduciary and care management company with over 15 years of service, experiencing rapid growth. Our team provides compassionate and professional support to elders and individuals with special needs through Trust and Estate Administration, Financial and Health Care Powers of Attorney, Conservatorships, and Care Management.
Our office environment is informal yet impeccably professional. While the work is fast-paced and demanding, we value autonomy and offer flexibility for self-directed employees to manage their workload with minimal stress. We are a HIPAA-compliant workplace committed to confidentiality and integrity.
About the Role
Were seeking a proactive, detail-oriented Executive Assistant to keep operations running smoothly across legal, financial, and client-care services. This role requires discretion, adaptability, and strong organizational skills in a fast-paced environment.
Key Responsibilities
- Executive Support:
- Manage calendars (court dates, staff meetings, client appointments)
- Register for and coordinate webinars, trainings, and conferences
- Monitor email; prepare documents and presentations
- Coordinate travel
- Track licenses, certifications, and CEUs
- Liaise with IT vendors; maintain technology inventory
- Provide basic tech support (including on-site troubleshooting)
- Update and create office protocols
- Client Coordination:
- Assist with deposits, account documentation, and scheduling bank and client appointments
- Conduct client intake calls
- Prepare contracts and service agreements
- Office Administration:
- Backup phones, mail, and supply management
- Schedule and prepare agendas for staff meetings; take and distribute minutes
- Format and proof documents accurately
Qualifications
- Education: Associates degree required; Bachelors preferred or equivalent experience
- Experience: 3+ years as an executive assistant or in high-level administrative support
- Skills:
- Exceptional organizational, verbal, and written communication skills
- Proficiency in Microsoft Office Suite, Dropbox, Adobe Acrobat, LastPass, Zoom
- Familiarity with VOIP phone and electronic fax
- Qualities: Discreet, reliable, adaptable, and capable of handling confidential matters
Physical & Logistical Requirements
- Able to sit or stand at a workstation for most of the workday
- Willing to undergo a hiring background check
- Occasionally lift and move boxes/packages up to 25 lbs (standard office materials)
- Occasional driving as needed required. Valid CA drivers license, auto insurance, personal vehicle, and a clean driving record are required. We will fully reimburse work-related vehicle expenses (e.g., IRS mileage rate) per California Labor Code 2802.
Soft Skills & Work Style
- Meticulous attention to detail and commitment to accuracy
- Ability to verify own work and review others work to minimize errors
- Excellent phone etiquette everyone in the office answers phones
- Proactive, responsible, and punctual with high standards of integrity
- Flexible and thrives in a dynamic, fast-paced small office environment
- Comfortable working collaboratively in a moderate-noise setting
- Preferred: Experience in fiduciary, legal, or elder-care settings
Legal & Compliance Notices
- At-Will Employment: This position is at-will under California law
- Equal Opportunity: We comply with FEHA and do not discriminate based on protected characteristics
- Privacy: Personal data handled per CCPA/CPRA requirements
- Accommodations: Reasonable accommodations available for applicants with disabilities
Why Join Us?
Be part of a compassionate, high-performing team dedicated to client care. If you thrive in a fast-paced environment and value meaningful work, wed love to meet you.
Apply Today: Submit your resume and cover letter. Following the review of your resume, completion of the online assessment is a mandatory step in order to proceed further in the selection process.
This role also offers growth opportunities.
This is an in-office position and is full-time (30-40 hrs. per week). Hours are between 9AM and 5PM.
$28-34/hr. to start DOE (re-evaluation after 90-day introductory period). Were Hiring Immediately Be Part of Our Team!
Office located in Oakland. Local applicants only. No relocation assistance offered.