Executive Administrative Assistant

Job Description

Job Description

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.

oDriving 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.

All employment is contingent on candidates providing at least two positive professional references from prior managers.

We are looking for local candidates only. U.S. Citizens and those authorized to work in the U.S. are encouraged to apply. We are unable to sponsor at this time.

To apply for this position please visit our website at and click on “Looking for Work”.

Thank you for your interest. Please understand that only qualified candidates will receive a response.

PsiNapse Technology, a national, workforce augmentation and solutions firm, offers competitive compensation, professional service, and customized benefits to qualified temporary and career professionals looking for employment.

We are an Equal Opportunity Employer and do not discriminate on the basis of race, religion, color, gender, sexual-orientation, age, national origin, citizenship, disability, or any other protected category.