Administrative Assistant

• Provide highly confidential and operational support to the Chief Human Resources Officer and People Services leadership team
• Manage and maintain the CHRO’s calendar, including meetings, travel arrangements, leadership events, and strategic planning sessions
• Coordinate meeting logistics, prepare agendas, gather supporting materials, document action items, and track follow-up activities
• Screen, prioritize, and manage communications on behalf of the CHRO
• Organize and maintain confidential files, correspondence, personnel information, and executive records
• Draft, review, edit, and format executive communications, presentations, reports, and correspondence
• Support People Services initiatives through project activities, deadline tracking, project information maintenance, and deliverable monitoring
• Facilitate communication among People Services leaders, cross-functional partners, and external stakeholders
• Prepare reports, dashboards, presentations, and meeting materials using HR and business system data
• Coordinate department meetings, leadership retreats, employee events, and organizational activities
• Assist with budget tracking, purchase requests, expense reporting, and invoice processing
• Handle sensitive employee, organizational, compensation, and workforce information with strict confidentiality
• Maintain leadership meeting records, distribute materials, and track follow-up actions
• Ensure compliance with policies, procedures, and records management requirements
• Maintain accurate documentation and retention of People Services records and executive files
• Serve as a primary point of contact for internal and external stakeholders interacting with the CHRO’s office
• Provide administrative support to additional People Services leaders as assigned
• Perform other duties and special projects as assigned

Executive Administrative Assistant – People Services

• Provide a professional, caring, and supportive outward face for the company
• Handle standard clerical front office tasks
• Ensure patients have a smooth experience along their recovery journey
• Answer phones
• Complete and file paperwork
• Conduct patient intakes
• Schedule patients
• Enter data into electronic health records
• Work with patients from across the state

• Oversee daily office operations, including maintaining supplies, managing correspondence, and ensuring a clean and organized workspace
• Serve as the primary point of contact for internal and external communications, including phone calls, emails, and visitor interactions
• Ensure efficient day-to-day operations and maintain a well-organized and fully supplied office environment
• Manage fleet maintenance and logistics
• Assist in coordinating resources and formatting project deliverables
• Organize important documents, contracts, and project files
• Assist supervisors and Department leader with new-hire onboarding
• Manage sending and receiving certified mail and track receipts
• Prepare and edit documents, reports, and presentations
• Maintain accurate records and filing systems
• Assist with planning and execution of company events, meetings, and projects
• Deliver customer service to clients, vendors, and employees and resolve inquiries promptly

Administrative Coordinator

• Provide high-level administrative and operational support to intermediary project activities
• Support the design and implementation of regranting and capacity-building programs
• Perform administrative duties supporting contract deliverables
• Manage project calendars, schedule meetings, draft agendas and minutes, and maintain action logs
• Compile, format, and file workplans, reports, timelines, and other documents
• Assist with third-party administrator documentation and invoice processing
• Create and update online application and reporting forms; track submissions and generate reports
• Track project timelines, milestones, due dates, and third-party administrator deliverables
• Manage Zoom and other digital platforms for meetings and trainings
• Communicate with participants and grantees; maintain relevant files and databases
• Coordinate virtual and in-person meetings, convenings, workshops, trainings, and events
• Liaise with intermediary staff and other departments to gather information and process payments
• Travel locally to work-related events and support event logistics and participant needs
• Provide additional contract implementation and general administrative support as assigned

Part-Time Contract Senior Administrative Assistant, Intermediary Services

• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence, memos, letters, faxes and forms
• Assist in preparing regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Support managers and employees with daily administrative and clerical needs
• Ensure efficient day-to-day office operations

Administrative Assistant – Front Office

• Provide dedicated support to executive leaders with a high degree of autonomy, discretion, and judgment
• Anticipate business needs and manage competing priorities
• Coordinate activities across senior leadership teams and multiple functions
• Manage complex calendars and coordinate meetings across multiple time zones
• Prepare executives for key interactions and serve as a primary point of contact for leadership activities and events
• Coordinate domestic and international travel
• Process and reconcile expenses
• Monitor administrative expenditures and ensure compliance with company policies and reporting requirements
• Lead logistics and operational support for executive visits, leadership meetings, town halls, customer engagements, and special events
• Coordinate facilities, technology, catering, visitor management, and related services
• Support the VP of Digital Transformation and IT, IDT General Counsel, and Chief Commercial Officer

Executive Administrative Assistant

• Provide professional-level support to leaders across the organization
• Partner with professionals across operations to achieve strategic and business targets
• Plan and arrange travel itineraries
• Process expenses and manage schedules
• Arrange external and internal events
• Organize meetings and schedule meeting facilities
• Handle follow-up activities from meetings
• Communicate with leadership, team members, and other departments
• Ensure proper, efficient, and accurate use of processes

Administrative Assistant – 1st Shift

• Support moderately complex administrative tasks
• Assist in routine timecard approval, workforce planning activities, tracking of deliverables, and reports preparation
• Perform moderately complex administrative, transactional, operational, and customer support tasks
• Receive direction from supervisors regarding routine administrative process
• Provide support in expense accounts
• Assist with open requisitions, scheduling interviews, and follow-up items related to hiring
• Support the District Branch Network in the Bay Area
• Cover the Concord and San Leandro districts

Administrative Assistant – National Branch Network

• Manage and maintain certified payroll compliance for projects with certified payroll requirements
• Review contract, agency, and project requirements at startup and identify required forms, systems, submission schedules, and supporting documentation
• Set up jobs in the internal compliance tracking system and maintain job files
• Send contractor welcome packets and collect and evaluate startup documentation
• Coordinate with Operations and project teams to ensure subcontractor setup and compliance documentation are completed before work begins
• Set up subcontractors and lower-tier subcontractors in applicable systems, including LCPtracker
• Provide support and training to subcontractors on certified payroll requirements, documentation, and reporting systems
• Review and verify certified payroll reports for accuracy and compliance, and coordinate corrections
• Maintain and track complete certified payroll compliance files, including weekly payroll reports, monthly documents, recurring requirements, and closeout documentation
• Conduct weekly and periodic reviews to identify missing, incomplete, inaccurate, or delinquent submissions and follow through on resolution
• Evaluate monthly and agency-specific compliance documentation and issue missing or delinquent item reports
• Review subcontractor compliance status with Accounting and identify requirements for payment release
• Monitor certificates of insurance, business licenses, and contractor licenses for expiration
• Track submission deadlines, escalate risks, and coordinate issue resolution with project managers and compliance personnel
• Assist with compliance documentation for audits, agency reviews, internal reporting, and client requests
• Collect and evaluate closeout documentation and close subcontractors and jobs in applicable systems
• Stay current with California prevailing wage regulations and LCPtracker enhancements
• Maintain organized digital and physical compliance records
• Perform other administrative duties supporting compliance and project management teams

• Provide support to office employees
• Answer incoming phone calls and route them appropriately
• Schedule appointments and maintain a calendar
• Organize meetings and take accurate minutes
• Write and distribute emails, memos, and letters
• Contribute to company reports
• Maintain an organized filing system
• Develop, update, and maintain relevant office procedures
• Attend community events and fulfill other on-site requirements