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.
• 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
• 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
• 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).
• 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.