Executive Administrative Assistant

Executive Assistant

Our client, a healthcare support organization, is looking for a talented Executive Assistant to join their Financial Services team on a full-time basis in Oakland, CA. This position provides hands-on administrative and fiduciary support to an executive who works closely with individuals, families and professional advisors, navigating complex financial, legal, estate, medical and care-related matters. The ideal candidate is highly organized, dependable, detail-oriented and compassionate, with the ability to handle sensitive information with professionalism, discretion, sound judgment and consistent follow-through in a human-services-focused environment. The pay is $35.00 - $40.00 per hour.

Responsibilities:

Provide hands-on and detail-oriented Executive administrative support across fiduciary, operational and client-related matters

Serve as a trusted administrative partner by managing a complex calendar that includes court appearances, banking appointments, client meetings, vendor coordination, and property visits.

Prepare, submit, track, and resolve fiduciary and asset-related documentation, ensuring accuracy, completeness, and timely confirmation from financial institutions.

Maintain compliance calendars and records for fiduciary licensing, liability insurance, certifications, and professional memberships.

Proactively track, monitor and follow up on pending tasks, deadlines and action items to ensure timely completion

Consistently and accurately track client billable time on a daily basis

Track banking transfer requests and coordinate execution with the executive, ensuring proper documentation and timeliness

Draft professional correspondence, reports and administrative documents as needed

Track case and probate court deadlines for accountings, status reports, and other required filings

Maintain contact databases, templates, forms, checklists and support updates to SOPs and internal administrative processes

Maintain accurate, organized and up-to-date records, calendars, documentation and task management systems

Ensure all administrative responsibilities are completed thoroughly, accurately and within established timelines

Manage emails, phone calls and communications with professionalism, discretion and appropriate prioritization

Handle sensitive client, financial, legal, medical and care-related information with a high level of confidentiality and professionalism

Perform additional administrative and operational duties as assigned in support of the Executive and overall organization

Maintain and update the executive's and company's professional social media presence to support credibility and brand visibility

Qualifications:

Associate's or Bachelor's degree in Finance, Business Management, Paralegal Studies, Legal Administration, or a related field

5 plus years' experience supporting senior leaders in high-level Administrative roles

Experience working in the legal, accounting, compliance, fiduciary support, care management, financial services, or wealth management industry is highly desired

Experience working with Microsoft Office 365, including SharePoint, Outlook, Word, Excel and PowerPoint

Comfortable managing a high volume of administrative responsibilities in a structured, detail-oriented environment

Trusted to handle confidential and sensitive information with professionalism and discretion

Reliable in tracking billable time and following established procedures and processes

Strong verbal and written communication skills with excellent proofreading and organizational abilities

Ability to interpret written information, present numerical data accurately and maintain attention to detail

Self-motivated, dependable, highly organized, and able to work both independently and collaboratively

Skilled at multitasking, prioritizing competing responsibilities and meeting deadlines with minimal supervision

Demonstrates sound judgment, professionalism and practical problem-solving abilities

Maintains positive and professional relationships with clients, staff and leadership

Punctual and reliable with the ability to work consistently in-office during scheduled business hours

Special Requirements:

Must have a clean CA Driver's License and evidence of insurance coverage. o Driving your personal vehicle for business purposes is occasionally required for the position.

Notary Public preferred, or willing to get commissioned following 3 months of hire (paid by the company).

Physical Requirements:

May be tasked with lifting, carrying, pushing or pulling up to 25 lbs., if able to do so.

Must be able to sit for prolonged periods of time and walk/stand for moderate periods of time.

Must be able to bend at the knees and waist frequently

Must be able to repetitively use a telephone and a computer mouse and keyboard.