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administrative assistant

Career Group

<div>
 <p>
  Our client, a leading global financial services group, is seeking a detail-oriented, highly organized Administrative Assistant to support a busy Executive Assistant team at their private equity arm of the company. This role is ideal for someone who thrives in a collaborative environment, has a knack for scheduling, and is eager to grow within a high-performing executive support team.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   <em>
    **Please note this is an onsite, temp-to-perm role based in San Francisco, CA. Pay will be $48-$50/hr.**
   </em>
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Key Responsibilities:
  </strong>
 </p>
 <ul>
  <li>
   Support the Executive Assistant with high-volume calendar management (approx. 70% of role), including scheduling meetings across multiple time zones
  </li>
  <li>
   Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries
  </li>
  <li>
   Assist with expense reporting using Concur, ensuring timely submission and accuracy
  </li>
  <li>
   Help prepare meeting materials, track deadlines, and assist with ad-hoc administrative tasks as needed
  </li>
  <li>
   Liaise with internal teams and external stakeholders to ensure seamless communication and meeting execution
  </li>
  <li>
   Provide support with overflow work, general office tasks, or special projects as needed by the Executive Assistant or broader team
  </li>
  <li>
   Provide backup coverage during Executive Assistant absences or peak periods
  </li>
  <li>
   Assist with any overflow of work the team would need help with
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Qualifications:
  </strong>
 </p>
 <ul>
  <li>
   3+ years of administrative experience in a professional office environment
  </li>
  <li>
   Strong proficiency in Outlook and calendar management tools
  </li>
  <li>
   Hands-on experience with Concur for expense and/or travel management
  </li>
  <li>
   Exceptional attention to detail, time management, and multitasking skills
  </li>
  <li>
   Excellent communication and interpersonal skills
  </li>
  <li>
   Ability to work proactively and maintain a high degree of confidentiality
  </li>
  <li>
   Experience in the financial industry is a strong plus
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Please submit your resume for consideration!
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   You can use www.workgrades.com to collect and manage your references for free and share them with us or anyone else you choose.
  </strong>
 </p>
 <p>
  <strong>
   We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.
  </strong>
 </p>
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  <br/>
 </p>
 <p>
  <em>
   We will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.
  </em>
 </p>
 <p>
 </p>
</div>


Administrative Assistant

Tata Consultancy Services

<div>
 <strong>
  Job Description
  <br/>
  <br/>
 </strong>
 <strong>
  Must Have Technical/Functional Skills
  <br/>
  <br/>
 </strong>
 3+ years&rsquo; experience as an Administrative Assistant or comparable level of experience and demonstrated ability in either current or prior positions to interact with business executives
 <br/>
 <br/>
 <ul>
  <li>
   Ability to work independently, multi-task, manage time wisely, handle confidential and sensitive material with highest degree of integrity, a self-starter
  </li>
  <li>
   Strong executive presence; superior interpersonal communications skills
  </li>
  <li>
   Communicates with executives and front line management to gather or convey relevant information
  </li>
  <li>
   Must use considerable tact, diplomacy and judgment
  </li>
  <li>
   Interacts with people from a variety of departments and business coverage areas across the Enterprise
  </li>
  <li>
   Proficiency/knowledge of Microsoft Outlook, Word, Excel, PowerPoint. Excellent attention to detail and organizational skills
  </li>
  <li>
   Pro-active attitude with ability to stay focused and maximize time efficiently
  </li>
  <li>
   Event coordination experience (e.g., associate meetings /recognition events, etc.) Schedules, manages, prepares agenda and presentations/materials for team meetings
  </li>
  <li>
   Experience managing executive calendars and booking travel for team/executives
  </li>
  <li>
   Teamwork - must foster collaboration and trust among team members and business partners
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Roles &amp; Responsibilities
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Executes calendar management, expense reporting, and travel arrangements
  </li>
  <li>
   Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine and sometimes complex correspondence
  </li>
  <li>
   Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive
  </li>
  <li>
   Manages different and conflicting objectives, projects or activities at once
  </li>
  <li>
   Coordinates schedules proactively, effectively resolving conflicts that arise in a professional manner
  </li>
  <li>
   Has the responsibility of assisting with the planning for EDLT employee engagement and volunteer events
  </li>
  <li>
   Supports occasional requests from the broader team &ndash; supplies, floor access, onboarding support, etc.
  </li>
  <li>
   Communicates with executives and line management to gather or convey relevant information. May be exposed to sensitive information and must use considerable tact, diplomacy and judgment
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  TCS Employee Benefits Summary
  <br/>
  <br/>
 </strong>
 Discretionary Annual Incentive.
 <br/>
 <br/>
 Comprehensive Medical Coverage: Medical &amp; Health, Dental &amp; Vision, Disability Planning &amp; Insurance, Pet Insurance Plans.
 <br/>
 <br/>
 Family Support: Maternal &amp; Parental Leaves.
 <br/>
 <br/>
 Insurance Options: Auto &amp; Home Insurance, Identity Theft Protection.
 <br/>
 <br/>
 Convenience &amp; Professional Growth: Commuter Benefits &amp; Certification &amp; Training Reimbursement.
 <br/>
 <br/>
 Time Off: Vacation, Time Off, Sick Leave &amp; Holidays.
 <br/>
 <br/>
 Legal &amp; Financial Assistance: Legal Assistance, 401K Plan, Performance Bonus, College Fund, Student Loan Refinancing.
 <br/>
 <br/>
 Salary Range: $60,000 - $75,000 a year
 <br/>
 <br/>
 <strong>
  Qualifications:
 </strong>
 BACHELOR OF COMPUTER SCIENCE
</div>


University of California - San Francisco

<p></p><div><div><div><div><p><b>Please note: 4 days/week remote; on-site 1 da/week at UCSF Mission Bay campus. Duration: through June 30, 2026.</b><br>
<br>
<b>The UCSF Department of Family &amp; Community Medicine</b> is seeking a highly organized and detail-oriented <b>Temporary Administrative Support Professional</b> to support the <b>Pacific AIDS Education &amp; Training Center (PAETC) NorCAL</b> team.</p><p>
PAETC NorCAL delivers regional workforce development, clinical education, and training programs across Northern California to advance HIV care and health equity. This role provides essential administrative coordination to support a distributed training team working across multiple counties and community-based partner sites.</p><p>
This position will coordinate day-to-day office and programmatic support functions to ensure smooth execution of trainings, meetings, and regional initiatives.</p><p>
Key Responsibilities</p><p>
Training &amp; Meeting Coordination</p><ul><li><p>
Schedule meetings and coordinate calendars for regional training staff</p></li><li><p>
Arrange Zoom meetings and provide technical/logistical support as needed</p></li><li><p>
Reserve campus meeting spaces (Mission Hall and other UCSF sites)</p></li><li><p>
Coordinate external venue bookings for regional trainings</p></li><li><p>
Support preparation of training materials and packets</p></li></ul><p>
Financial &amp; Administrative Processing</p><ul><li><p>
Process reimbursement requests (travel, meals, training expenses)</p></li><li><p>
Support purchasing and ordering of program supplies</p></li><li><p>
Track invoices and maintain organized financial documentation</p></li><li><p>
Liaise with departmental finance and procurement staff as needed</p></li></ul><p>
Data &amp; Evaluation Support</p><ul><li><p>
Manage training attendee records and sign-in documentation</p></li><li><p>
Enter and track evaluation data (e.g., Qualtrics/REDCap or similar platforms)</p></li><li><p>
Maintain organized databases of training participants</p></li><li><p>
Assist with generating summary reports from evaluation data</p></li></ul><p>
Office &amp; Program Support</p><ul><li><p>
Order office and training supplies</p></li><li><p>
Maintain organized shared drives and documentation systems</p></li><li><p>
Support onboarding logistics for new team members or trainers</p></li><li><p>
Provide general administrative support as assigned</p></li></ul><p>
The final salary and offer components are subject to additional approvals based on UC policy.</p><p>
To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles)</p><p>
Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.</p><p>
For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.</p><p>
To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html</p></div><br>
</div><div><p><b>Department Description</b></p>
<div>UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.</div>
</div><div><p><b>Required Qualifications</b></p>
<div><ul><li><p>Demonstrated administrative support experience in a professional setting</p></li><li><p>
Strong organizational skills and attention to detail</p></li><li><p>
Experience with Microsoft Office Suite (Word, Excel, Outlook)</p></li><li><p>
Comfort working with databases or survey platforms</p></li><li><p>
Ability to manage multiple tasks in a deadline-driven environment</p></li><li><p>
Strong written and verbal communication skills</p></li></ul></div>
</div><div><p><b>Preferred Qualifications</b></p>
<div><ul><li><p>Experience in higher education, healthcare, or workforce development settings</p></li><li><p>
Familiarity with UCSF systems (BearBuy, MyExpense, Qualtrics, etc.)</p></li><li><p>
Experience supporting remote and hybrid teams</p></li></ul></div>
</div><div><p><b>About UCSF</b></p>
<div>The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world&rsquo;s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.</div>
</div><div><p><b>Pride Values</b></p>
<div>UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence &ndash; also known as our PRIDE values.
<br>
<br>
In addition to our PRIDE values, UCSF is committed to equity &ndash; both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu
<br>
<br>
Join us to find a rewarding career contributing to improving healthcare worldwide.</div>
</div><div><p><b>Equal Employment Opportunity</b></p>
<div>The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.<p>
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/ppsm-20
</p><p>For the University of California's Anti Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination</p></div>
</div><div><p><b>Organization</b></p>
<div>TEP</div>
</div><div><p><b>Job Code and Payroll Title</b></p>
<div>004722 BLANK AST 3
</div></div><div><p><b>Job Category</b></p>
<div>Administrative Support, Professional (Non-Clinical), Temporary Employment</div>
</div><div><p><b>Bargaining Unit</b></p>
<div>Teamsters Local 2010 - Clerical and Allied Services Unit (CX)
</div></div><div><p><b>Employee Class</b></p>
<div>Temporary Employment</div>
</div><div><p><b>Percentage</b></p>
<div>100%</div>
</div><div><p><b>Location</b></p>
<div>San Francisco, CA
</div></div><div><p><b>Campus</b></p>
<div>Mission Bay (SF)
</div></div><div><p><b>Work Style</b></p>
<div>Flexible</div>
</div><div><p><b>Shift</b></p>
<div>Days</div>
</div><div><p><b>Shift Length</b></p>
<div>8 Hours</div></div></div></div><div></div>

Lick Wilmerding high school

<div><p><b>Reports to: </b>Head of School</p><p><b>
Status: </b>Full-time, exempt</p><p><b>
Start Date:</b> July 1, 2026</p><p>
</p><p>** Priority deadline for the first review of applications is March 20, 2026. If you would like your application to be considered in the first review please submit all materials by this date.
</p><h5 class="jobSectionHeader"><b>ABOUT LICK-WILMERDING HIGH SCHOOL</b></h5><p>
Lick-Wilmerding High School is a private school with public purpose, serving 560 students in grades 9-12 in San Francisco. Since its founding in 1895 as a vocational school, Lick-Wilmerding High School has built upon a long tradition of valuing and integrating the liberal arts, sciences, technical arts, visual arts and performing arts to offer a robust college-prep curriculum. LWHS has a rich and distinctive academic program, with thriving departments, vibrant student life, and signature initiatives like the Center for Civic Engagement and the Public Purpose Program. Faculty and students are passionate, engaged, and driven by values that reach far beyond the classroom.</p><h5 class="jobSectionHeader"><b>
POSITION SUMMARY</b></h5><p>
The Executive Assistant to the Head of School is a highly experienced and proactive administrative leader, responsible for managing sensitive, complex administrative functions and serving as a strategic partner to the Head of School and the school&rsquo;s leadership team. This position manages the flow of information with the highest degree of discretion and independence, supports organizational initiatives, ensures seamless operations, and directly contributes to cross-departmental collaboration.
</p><p>The Executive Assistant serves as a primary point of contact for staff, parents, and external stakeholders, reflecting the school&rsquo;s values and standards in all interactions. Exceptional interpersonal, organizational, technical, and leadership skills are required, as well as trusted handling of confidential information and decision-making in a multifaceted environment. The Executive Assistant is expected to work independently, anticipate needs, and respond effectively to a wide range of situations across all areas of the school. This is a full-time, year-round, exempt staff position reporting directly to the Head of School.</p><h5 class="jobSectionHeader"><b>
ESSENTIAL FUNCTIONS</b></h5><p><b><i>
Executive Support &amp; Communications</i></b></p><ul><li>
Lead comprehensive calendar management for the HoS, including proactively prioritizing requests from internal and external stakeholders, minimizing scheduling conflicts, and ensuring the HoS's time is well-protected; exercise judgment to reprioritize or decline meetings as necessary based on urgency and importance.</li><li>
Manage the HoS's email inbox: triage messages, flag time-sensitive priorities, draft responses as needed, and maintain ongoing communication on behalf of the HoS.</li><li>
Prepare the Head for meetings by organizing agendas, briefing materials, presentations, and follow-up tracking</li><li>
Act as the gatekeeper to the HoS, managing communications, screening visitors and calls, and serving as an informed liaison among executives, faculty, parents, board members, and the wider community.</li><li>
Address and escalate complex and sensitive inquiries as appropriate, using sound judgment and discretion.</li></ul><p><b>
Meeting &amp; Event Preparation</b></p><ul><li>
Help plan and support leadership team meetings, all-faculty and all-staff meetings, and other school events led by the Head.
</li><li>Prepare, review, and edit presentations, meeting agendas, board packets, and other high-level materials, ensuring accuracy and professionalism.</li><li>
Coordinate and manage travel, event logistics, and special projects for the HoS; coordinate meetings both internally and externally, and provide high-touch support for events and organizational initiatives.
</li></ul><p><b>Administrative &amp; Operational Support</b></p><ul><li>
Coordinate and support cross-departmental collaboration: work closely with department leaders and teams to advance key projects, share information, and facilitate organization-wide initiatives.</li><li>
Provide ongoing administrative support to other school administrators as directed, including scheduling, document preparation, and event coordination.
</li><li>Maintain the highest standards of confidential record-keeping, document management, and fiscal processes in collaboration with the Business Office.</li><li>
Leverage technology tools and platforms&mdash;including AI-assisted tools, automation, and school information systems&mdash;to streamline administrative processes and proactively identify and recommend improvements to workflows and systems to create scalable efficiencies.</li><li>
Proactively identify and recommend improvements to administrative workflows and systems to enhance efficiency across areas of responsibility.
</li></ul><p><b>Values &amp; Community</b></p><ul><li>
Embodies LWHS's values of belonging, excellence, craft, and optimism; brings a calm, solutions-oriented presence, strong relationship skills, and a service mindset to daily work.</li><li>
Actively support LWHS's commitment to fostering a diverse community rooted in belonging, in which students and adults feel seen, valued, and included.</li><li>
Provide other duties as assigned in support of the Head of School and school community.</li></ul><ul><li>
Bachelor&rsquo;s degree required.</li><li>
Minimum of five years of administrative experience, preferably in a small office or educational setting supporting senior leadership.</li><li>
High proficiency with Google Workspace, with demonstrated ability to work effectively on a Mac platform; strong overall organizational and technical skills required.</li><li>
Exceptional written and verbal communication skills, with a high level of professionalism, accuracy, and attention to detail in drafting, proofreading, and preparing correspondence, reports, and presentations.</li><li>
Demonstrated ability to maintain strict confidentiality, serving as a trusted steward of sensitive information and a confidential sounding board for the Head of School.</li><li>
Proven ability to work effectively with a diverse range of constituencies, exercising flexibility, discretion, and cultural sensitivity, and demonstrating a broad understanding of the school&rsquo;s organizational structure, including parents, faculty, staff, the Board of Trustees, and the wider school community.</li><li>
Exemplary time-management and organizational skills, with the ability to remain effective amid frequent interruptions, work independently with minimal supervision, anticipate needs, and solve problems resourcefully.</li><li>
Ability to manage multiple priorities in a fast-paced environment with a calm and grounded demeanor</li><li>
Strong project management skills, with the ability to support and coordinate school-wide initiatives, ensuring accountability, follow-through, and timely completion.</li></ul><h5 class="jobSectionHeader">
IDEAL CANDIDATE WILL BRING</h5><ul><li>
A commitment to creating a welcoming, inclusive, and student-centered school environment.</li><li>
A proactive, flexible, and team-oriented mindset with a dedication to supporting school community needs.</li><li>
A collaborative spirit and a deep sense of responsibility for maintaining a professional and collegial relationships with all constituents.</li></ul><h5 class="jobSectionHeader">
TO APPLY</h5><p>
Interested candidates should submit an application, along with resume and cover letter through Paycom here. Please note that only online applications will be accepted. No phone calls regarding this position, please.</p></div><p></p>

Executive Assistant to the Head of School

Insight Global

<div>
 <p>
  <strong>
   Required Skills &amp; Experience
  </strong>
 </p>
 <p>
  ● 8+ years in an EA role
 </p>
 <p>
  ● Experience as EA for founder or CEO in tech or tech adjacent company
 </p>
 <p>
  ● Experience working in a corporate environment in an office of 50+ employees
 </p>
 <p>
  ● Extremely organized, accountable, and skilled at managing multiple competing priorities
 </p>
 <p>
  ● Proactive in identifying and addressing potential issues before they escalate
 </p>
 <p>
  ● Highly responsive and communicative&mdash;comfortable with regular text communication and quick turnarounds
 </p>
 <p>
  ● Detail-oriented with exceptional attention to accuracy and follow-through
 </p>
 <p>
  ● Tech-savvy with proficiency in Slack, Notion, Ramp, and other productivity tools
 </p>
 <p>
  ● A confident communicator who can represent leadership with professionalism and discretion
 </p>
 <p>
  ● Naturally flexible with working hours to support business needs and executive schedules
 </p>
 <p>
  ● Comfortable with ambiguity, autonomy, and wearing multiple hats in a startup environment
 </p>
 <p>
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Nice to Have Skills &amp; Experience
  </strong>
 </p>
 <p>
  ●Startup, tech, or AI industry exposure
 </p>
 <p>
  ● Experience with Series B or growth-stage companies
 </p>
 <p>
  ● Familiarity with investor relations and fundraising processes
 </p>
 <p>
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Job Description
  </strong>
 </p>
 <p>
  An AI-driven company for agentic software development, is seeking a highly organized, proactive, and entrepreneurial Executive Assistant to serve as the strategic right-hand to their CEO, with occasional support for our CTO. This individual will play a crucial role in managing complex
 </p>
 <p>
  operations, supporting the company&rsquo;s rapid growth, and ensuring seamless execution across both internal
 </p>
 <p>
  and external priorities.
 </p>
 <p>
  <br/>
 </p>
 <p>
  This is a dynamic, high-impact position for someone who thrives in fast-paced, entrepreneurial
 </p>
 <p>
  environments. The ideal candidate is detail-oriented, adaptable, proactive, collaborative, and driven to
 </p>
 <p>
  excel alongside our growing team of 45 professionals, which is scaling to 100+ this year.
 </p>
 <p>
  <br/>
 </p>
 <p>
  Day-to-day
 </p>
 <p>
  Internal Operations
 </p>
 <p>
  ● Support office setup, move-ins, and space changes with office manager
 </p>
 <p>
  ● Coordinate company offsites, team events, and internal communications
 </p>
 <p>
  ● Maintain and update organization-wide documentation, including contact directories, team
 </p>
 <p>
  birthdays, and employee bios
 </p>
 <p>
  ● Own and manage updates to the CEO&rsquo;s Notion workspace and company knowledge systems
 </p>
 <p>
  ● Support operational coordination with team members, including the Ops Lead and VP of
 </p>
 <p>
  Operations
 </p>
 <p>
  Executive Support
 </p>
 <p>
  ● Manage calendars and travel coordination for the CEO and occasionally CTO, for internal
 </p>
 <p>
  meetings, conferences, events, speaking engagements, and investor meetings, protecting
 </p>
 <p>
  focused work blocks
 </p>
 <p>
  ● Prioritize scheduling requests and resolve conflicts proactively with strategic thinking, with the
 </p>
 <p>
  CEO&rsquo;s priorities top of mind
 </p>
 <p>
  ● Prepare detailed materials and briefing documents for internal and external meetings
 </p>
 <p>
  ● Record meeting notes and action items, and track follow-ups, using tools like Gong and Fireflies
 </p>
 <p>
  for automated notetaking
 </p>
 <p>
  ● Serve as a trusted gatekeeper and communication liaison for executive priorities
 </p>
 <p>
  ● Track and process expense reports and reimbursements efficiently
 </p>
 <p>
  ● Take ownership of ad-hoc strategic projects and initiatives
 </p>
 <p>
  ● Support event planning, including business dinners, conferences, and fundraising events
 </p>
 <p>
  ● Provide occasional light personal administrative support, such as gift purchasing and personal
 </p>
 <p>
  errands
 </p>
 <p>
  ● Handle comprehensive inbox triage and draft/coordinate email responses when appropriate
 </p>
 <p>
  ● Coordinate and assist with board meeting logistics
 </p>
 <p>
  ● Maintain CRM hygiene and relationship management for executive networks
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Compensation
  </strong>
 </p>
 <ul>
  <li>
   $140,000 to $160,000 per year annual salary.
  </li>
  <li>
   Exact compensation may vary based on several factors, including skills, experience, and education.
  </li>
  <li>
   Benefit packages for this role may include healthcare insurance offerings and paid leave as provided by applicable law.
  </li>
 </ul>
 <p>
 </p>
</div>


Executive Assistant

Wilson Sonsini Goodrich & Rosati

<div><div><div><div><div>Opening Type:</div>
<div><div>Business Professionals</div>
</div></div><div><div>Location:</div>
<div><div>San Francisco</div>
</div></div></div><div><div>One Market Plaza</div>
<div>Spear Tower, Suite 3300</div>
<div>San Francisco</div>
<div>CA</div>
<div>94105-1126</div>
<div>US</div>
</div><ul><li>415-947-2000</li></ul><br>
</div><div><p>Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,100 attorneys in 17 offices: 13 in the U.S., two in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow exceptional opportunities for professional achievement and career growth.</p>
<p>The Practice Support Specialist operates with a high level of autonomy providing senior level administrative and practice support to a partner and clients. This role is essential in the success of the partner&rsquo;s practice and provides substantial business development support. In addition to handling core responsibilities essential in client service, workflow coordination, and operations, the Practice Support Specialist also manages complex client and matter maintenance and onboarding, tracks time-sensitive projects, and facilitates enhanced communication with high-profile clients and stakeholders. At all times, the individual represents the firm and the partner in a highly polished and professional manner.</p>
<p>This position is eligible for a hybrid work schedule (three days per week onsite).</p>
<h2 class="jobSectionHeader"><b>Client and Matter Management</b></h2>
<ul><li>Serve as a primary support contact for clients and external parties.</li>
<li>Facilitate new business intake processes, including opening new clients and matters and managing conflict checks.</li>
<li>Prepare and finalize engagement letters.</li>
<li>Work with pricing team on setting up and tracking client matter budgets.</li>
<li>Perform client-related research and coordinate follow-up with attorneys; respond to requests for audit letters and basic corporate documentation.</li>
<li>Support workflow management and team communication by updating task lists.</li>
<li>Draft and prepare complex waiver and disclosure letters for client matters and transactions.</li>
<li>Utilize digital automation tools (e.g. Neuron) to assist with drafting board minutes.</li>
<li>Provide documents for closing client deals when requested.</li>
<li>Build relationships crucial to the success of onboarding clients; focusing on the wants, needs and interests of the clients.</li>
<li>Provide assistance in drafting board minutes when attorney attends board meetings.</li>
<li>May provide assistance in updating minute books.</li>
</ul><h2 class="jobSectionHeader"><b>Business Development and Marketing Support</b></h2>
<ul><li>Proactively prepare attorney for client pitches, networking meetings, client-facing presentations and industry events.</li>
<li>Provide research on prospective clients in preparation for client meetings in coordination with the Competitive Intelligence Team.</li>
<li>Prepare pitch decks in coordination with Business Development.</li>
<li>Work with Business Development to identify potential contacts with clients and prospects (&ldquo;who-knows-who&rdquo; research).</li>
<li>Communicate with Business Development on attorney travel schedule to facilitate suggested meetings with clients, prospects and networking contacts.</li>
<li>Enter and track all business development activity in Salesforce to support client tracking and marketing initiatives. Maintain and update client contact records, track engagement activity, and ensure data accuracy and integrity within Salesforce.</li>
<li>Categorize contacts, adding contacts to relevant communication lists and monitoring outreach efforts to said contacts, helping the partner stay in touch with priority contacts.</li>
<li>Suggest and manage client communications on relevant industry/legal developments and prepare client alerts.</li>
<li>At partner&rsquo;s request, make introductions between clients and VCs on behalf of partner.</li>
<li>Ensure clients and prospects are invited to firm events and trainings.</li>
<li>Assist with social media and marketing initiatives by managing social media content, drafting messages and posts.</li>
<li>Maintain partner&rsquo;s bio and social media profile(s) with relevant new information such as new key clients, and significant experience.</li>
</ul><h2 class="jobSectionHeader"><b>Practice Group Support</b></h2>
<ul><li>Organize and plan practice group summits, meetings, trainings, and events, including preparing agendas and coordinating catering, room reservations, and technology needs.</li>
<li>Work with Professional Development to facilitate attorney training needs.</li>
<li>Work with Career Development to arrange associate staffing on clients when necessary.</li>
<li>Ensure Career Development is conducting regular meetings with associates and serve as the conduit for information between CD and partner.</li>
<li>Work closely with Attorney Recruiting to manage the practice group&rsquo;s recruiting and hiring needs.</li>
<li>Provide backup support to other partners or team members as necessary, demonstrating flexibility and adaptability with a positive demeanor.</li>
<li>Review lawyer productivity reports, flag low productivity for partner, and address as directed by partner.</li>
<li>Project management of key practice administration initiatives.</li>
</ul><h2 class="jobSectionHeader"><b>Email and Calendar Management; Meeting Coordination</b></h2>
<ul><li>Manage a high volume of emails and calendar appointments and scheduling internal and client meetings.</li>
<li>Keep partner well informed of upcoming commitments and responsibilities, follow up appropriately and proactively and provide solutions to calendar conflicts/jams.</li>
<li>Monitor and triage high-volume attorney inboxes, identifying and addressing priority action items.</li>
<li>Oversee and manage partner calendar, ensuring partner remains aligned with priorities, on schedule, and fully equipped for upcoming meetings and commitments.</li>
<li>Arrange conference calls and manage logistics for meetings and events, including catering, room reservations, and technology coordination.</li>
<li>Coordinate and manage logistics for client board meetings, including catering, room reservations, and technology coordination.</li>
<li>Screen calls and in-person requests while using excellent judgment when responding to various requests for time in a &ldquo;gatekeeper&rdquo; role to ensure the partner&rsquo;s schedule is followed.</li>
</ul><h2 class="jobSectionHeader"><b>Timekeeping, Billing and Expense Management</b></h2>
<ul><li>Work with Pricing on new client and matter fee arrangements and discounts and facilitate necessary approvals.</li>
<li>Facilitate entering attorney time into the firm&rsquo;s timekeeping system with accuracy and attention to deadlines.</li>
<li>Generate time entries for attorney based on documented meetings, calls, and other known activities.</li>
<li>Manage the prebill editing process within the firm&rsquo;s paperless billing system by incorporating attorney revisions and ensuring attorneys complete their reviews promptly, helping to keep the billing process on track and running efficiently. Check prebills for conformity to special billing engagement arrangements.</li>
<li>Assist in monitoring A/R and collections and identifying issues, working closely with account manager.</li>
<li>Facilitate processing expense reimbursements and vendor invoices, ensuring timely handling and accurate submission of documentation<b>.</b></li>
</ul><h2 class="jobSectionHeader"><b>Travel Coordination</b></h2>
<ul><li>Arrange detailed and complex travel arrangements in collaboration with the travel team, providing all necessary details to attorney, accounting for time zones and attorney preferences.</li>
<li>Add detailed travel itinerary information to attorney calendar and proactively keep attorney on track while traveling.</li>
<li>Reserve hoteling offices via the firm&rsquo;s booking system and ensure building security access in other firm offices.</li>
</ul><h2 class="jobSectionHeader"><b>Document Management and Production</b></h2>
<ul><li>Utilize applications supported by the team and firm (e.g., Litera Transact, Contract Express, FTP).</li>
<li>Prepare, proofread, and edit correspondence and legal documents, ensuring accuracy and adherence to firm standards.</li>
<li>Assist with document processing including formatting and PDF conversions.</li>
<li>Organize and save files and emails using the firm&rsquo;s document management systems (e.g., NetDocs) in accordance with records management guidelines and assist with file maintenance, clean-up, and records processing; ensure timely closing of client files.</li>
<li>Coordinate DocuSign requests, courier services, and mailings.</li>
<li>Prepare signature packets, assist with client audit letters, and respond to document requests.</li>
<li>Create and manage Box data rooms as needed.</li>
</ul><h2 class="jobSectionHeader"><b>Knowledge Management and Practice Support</b></h2>
<ul><li>Oversee KM deal tracking submissions made by assigned attorney and follow up to ensure data accuracy and timely updates.
</li><li>Ensure KM materials relevant to the practice group are current and complete.</li>
</ul><h2 class="jobSectionHeader"><b>Administrative, Operational, and Compliance Support</b></h2>
<ul><li>Liaise with internal departments (IT, Finance, Distribution, Records, KM, etc.) for issue resolution and support.</li>
<li>Utilizes firm resources for administrative tasks, effectively delegating basic tasks to Document Services, Administrative Resource Team and Executive Assistants.</li>
<li>Actively looks for ways to apply new methods of working, create efficiencies and improvements in work processes.</li>
<li>Support internal processes related to supply requests, mail handling, and coordination of compliance-related tasks.</li>
<li>Maintain and update attorney memberships and MCLE tracking.</li>
<li>Manage seminar and training registrations for attorney, including coordinating the internal approval process.</li>
<li>Support special projects as assigned (e.g. press reviews or internet research for client matters) and perform additional duties as a natural extension of the role.</li>
</ul><h2 class="jobSectionHeader"><b>Education and/or Work Experience Requirements:</b></h2>
<ul><li>Bachelor&rsquo;s degree preferred.</li>
<li>5+ years of experience providing administrative support to attorneys, with a strong track record of managing complex workflows, client matters, and competing priorities in a professional services environment.</li>
<li>Advanced proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel), PDF editing tools, and proficient with AI tools and platforms used for drafting, scheduling, research, and workflow optimization.</li>
<li>Demonstrated expertise in legal administrative systems and firm tools such as document management systems, CRM platforms (e.g., Salesforce), timekeeping software, and project tracking tools (e.g., Asana).</li>
<li>Exceptional organizational skills, attention to detail, and ability to communicate clearly and professionally, both verbally and in writing.</li>
<li>Proactive and collaborative work style with the ability to manage multiple assignments, meet tight deadlines, and adapt to shifting priorities.</li>
<li>Strong client service orientation with a high degree of professionalism, discretion, and confidentiality in all interactions.</li>
<li>Ability to mentor colleagues, take ownership of processes end-to-end, and act as a trusted partner to attorneys and internal teams.</li>
<li>Experience supporting fast-paced, high-volume practices and demonstrated project management capabilities.</li>
<li>Team-oriented mindset, with a willingness to provide back-up coverage and contribute to group success.</li>
<li>Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.</li>
<li>Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.</li>
<li>Hybrid in-office schedule required, with flexibility to work overtime or adjust hours on short notice based on business needs.</li>
</ul>
<p>The primary location for this job posting is in San Francisco. The actual base pay offered will depend upon a variety of factors, including but not limited to the selected candidate&rsquo;s qualifications, years of relevant experience, level of education, professional certifications and licenses, and work location. The anticipated pay range for this position is as follows: $49.04 &ndash; $66.35 per hour.</p>
<p>The compensation for this position may include overtime and a discretionary year-end merit bonus based on performance. We offer a highly competitive salary and benefits package.</p>
<p> Equal Opportunity Employer (EOE).</p></div></div>

Practice Support Specialist

OpenAI

<div>
 <strong>
  About The Team
  <br/>
  <br/>
 </strong>
 Our Executive Operations team includes Executive Business Partners and Administrative Business Partners, who serve as trusted advisors and collaborators to OpenAI's executives and leaders, focused on strong communication and operational excellence across teams. With a focus on elevating the impact and efficiency of leadership, we anticipate needs, streamline processes, and provide comprehensive support to ensure our executives can focus on high-impact initiatives. We are pivotal in driving success and achieving key milestones by cultivating strong relationships and leveraging our deep understanding of business objectives. With a commitment to excellence and a proactive approach, we are dedicated to empowering our executives and contributing to the overall growth and success of the company.
 <br/>
 <br/>
 Our leadership team reflects OpenAI&rsquo;s culture and core values and is a mission-driven, kind, and thoughtful group. We take pride in creating a work environment that fosters collaboration, open communication, and authenticity, making OpenAI an excellent place to work for highly accomplished professionals.
 <br/>
 <br/>
 <strong>
  About The Role
  <br/>
  <br/>
 </strong>
 This role is part of a
 <strong>
  shared hiring pathway for ABPs at OpenA
 </strong>
 I. Rather than hiring directly for a single team, we evaluate candidates holistically and identify the best fit across the organization as you advance. This ensures alignment between your skills, interests, and where our needs are greatest.
 <br/>
 <br/>
 We seek a proactive, friendly, and meticulous Administrative Business Partners to join our Executive Operations team. You will support complex calendar/schedule management for leaders and key team members across departments, handle expenses, organize team offsites or meetings, and manage travel arrangements. This role demands a high level of coordination for both internal and external meetings, working closely under the guidance of our Executive Business Partners.
 <br/>
 <br/>
 <strong>
  In This Role, You Will
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Efficiently manage and organize calendars for multiple leaders, ensuring an optimal schedule that accommodates internal and external commitments.
  </li>
  <li>
   Take charge of coordinating internal meetings, including scheduling, forecasting, and resolving scheduling conflicts.
  </li>
  <li>
   Plan and organize comprehensive travel itineraries, ensuring smooth and efficient travel experiences for leaders.
  </li>
  <li>
   Process and manage expense reports, ensuring timely submission and adherence to company policies.
  </li>
  <li>
   Assist in the planning and executing team offsites and other events, contributing to team building and strategic planning initiatives.
  </li>
  <li>
   Work closely with the broader executive operations team, facilitating effective communication and collaboration within the team and with external partners.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  You Might Thrive In This Role If You
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   3-5 years of administrative experience in a fast-paced environment.
  </li>
  <li>
   Proven track record of managing internal meetings, scheduling, and conflict resolution.
  </li>
  <li>
   Experience in managing travel arrangements, including flight/transportation and lodging.
  </li>
  <li>
   Proficient in Google Suite for calendaring and communication.
  </li>
  <li>
   Exceptional organizational skills and attention to detail.
  </li>
  <li>
   Strong communication and interpersonal skills.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Workplace and Location:
  <br/>
  <br/>
 </strong>
 This role is based in San Francisco, CA. We use a hybrid work model of 3 days in the office per week and offer relocation assistance to new employees. We are not able to consider remote applicants at this time.
 <br/>
 <br/>
 <strong>
  About OpenAI
  <br/>
  <br/>
 </strong>
 OpenAI is an AI research and deployment company dedicated to ensuring that general-purpose artificial intelligence benefits all of humanity. We push the boundaries of the capabilities of AI systems and seek to safely deploy them to the world through our products. AI is an extremely powerful tool that must be created with safety and human needs at its core, and to achieve our mission, we must encompass and value the many different perspectives, voices, and experiences that form the full spectrum of humanity.
 <br/>
 <br/>
 We are an equal opportunity employer, and we do not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability, genetic information, or other applicable legally protected characteristic.
 <br/>
 <br/>
 For additional information, please see OpenAI&rsquo;s Affirmative Action and Equal Employment Opportunity Policy Statement.
 <br/>
 <br/>
 Background checks for applicants will be administered in accordance with applicable law, and qualified applicants with arrest or conviction records will be considered for employment consistent with those laws, including the San Francisco Fair Chance Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, for US-based candidates. For unincorporated Los Angeles County workers: we reasonably believe that criminal history may have a direct, adverse and negative relationship with the following job duties, potentially resulting in the withdrawal of a conditional offer of employment: protect computer hardware entrusted to you from theft, loss or damage; return all computer hardware in your possession (including the data contained therein) upon termination of employment or end of assignment; and maintain the confidentiality of proprietary, confidential, and non-public information. In addition, job duties require access to secure and protected information technology systems and related data security obligations.
 <br/>
 <br/>
 To notify OpenAI that you believe this job posting is non-compliant, please submit a report through this form. No response will be provided to inquiries unrelated to job posting compliance.
 <br/>
 <br/>
 We are committed to providing reasonable accommodations to applicants with disabilities, and requests can be made via this link.
 <br/>
 <br/>
 OpenAI Global Applicant Privacy Policy
 <br/>
 <br/>
 At OpenAI, we believe artificial intelligence has the potential to help people solve immense global challenges, and we want the upside of AI to be widely shared. Join us in shaping the future of technology.
</div>


Administrative Business Partner

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