Executive Assistant

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 RoleWe’re 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: Associate’s degree required; Bachelor’s 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)
• This role requires occasional driving as needed. Valid CA driver’s license, auto insurance, personal vehicle, and a clean driving record are required. Work-related mileage will be appropriately reimbursed.

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, we’d love to meet you.

Apply Today: Submit your resume and cover letter.

This role also offers growth opportunities.

This is an in-person position and is full-time (30-40 hrs. per week). Hours are between 8:30AM and 5:30PM.

$28-34/hr. to start DOE (re-evaluation after 90-day introductory period). We’re Hiring Immediately – Be Part of Our Team!

• Office located in Oakland. Local applicants only. No relocation assistance offered.

Pay: $28.00 - $34.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you proficient with Microsoft Excel and Outlook?

Education:

• Associate (Required)

Experience:

• Executive Assistant: 3 years (Required)

Work Location: In person