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administrative assistant iii

administrative coordinator

Opensity solutions

<div><p>Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.</p><p><br>
Join a prestigious Am Law 100 firm as a Legal<b> Workplace Experience Coordinator, </b>where you will play a key role in delivering exceptional administrative and operational support in a high-touch, client-focused environment. This position requires a proactive professional who thrives working independently while ensuring seamless day-to-day office operations and elevated client experience.</p><p><b>
Position Overview</b></p><p>
In this role, you will provide comprehensive front-of-house and administrative support, including reception, office services, hospitality coordination, and facilities assistance. You will serve as a critical point of contact for clients, visitors, and internal staff, ensuring professionalism and efficiency at every interaction.</p><p>
This is a single-person site requiring a professional with a proactive, &ldquo;can-do&rdquo; attitude and strong problem-solving skills who can independently manage the day-to-day office operations. The ideal candidate will have prior experience working within a law firm or corporate office environment and demonstrate the ability to adapt quickly in a client-facing setting.</p><p><b>
Additional responsibilities</b> include assisting with new site setup, supporting office organization and operational readiness, and ensuring a seamless workplace experience for both employees and guests.</p><ul><li><b>
Position:</b> <b>Legal Workplace Experience Coordinator</b></li><li><b>
Location:</b> San Francisco, CA 94105</li><li><b>
Shift:</b> Monday &ndash; Friday, 8 am &ndash; 5 pm</li><li><b>
Pay rate:</b> $35/hr</li></ul><p><b>
Key Responsibilities</b></p><ul><li>
Serve as the first point of contact by managing front desk operations and greeting visitors with professionalism and discretion</li><li>
Deliver a high-end client experience, ensuring all interactions reflect the firm&rsquo;s standards of excellence</li><li>
Collaborate closely with firm staff to support front office operations and daily workflow</li><li>
Answer and direct incoming calls promptly; take accurate, detailed messages when necessary</li><li>
Provide administrative support including invoice processing, credit card reconciliation, and special projects</li><li>
Manage multiple priorities independently while maintaining a high level of accuracy and attention to detail</li><li>
Monitor and maintain office supply inventory; coordinate timely ordering of supplies</li><li>
Utilize Microsoft Office (Word, Excel, Outlook) to create, edit, and manage documents and communications</li><li>
Maintain a clean, organized, and professional reception and lobby area</li><li>
Coordinate hospitality services, including catering orders, meeting room setup/breakdown, and room reservations</li><li>
Troubleshoot issues proactively and implement effective solutions</li><li>
Communicate clearly and professionally, both verbally and in writing</li><li>
Organize and maintain files, records, and document management systems</li><li>
Foster a positive, collaborative work environment through strong interpersonal skills</li><li>
Perform additional administrative and operational duties as needed</li></ul><p><b>
Qualifications &amp; Requirements</b></p><ul><li>
High school diploma or GED required</li><li>
Minimum of 1 year of experience in a law firm or professional services environment.</li><li>
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)</li><li>
Strong communication and relationship-building skills</li><li>
Exceptional organizational skills with the ability to multitask effectively</li><li>
Demonstrated professionalism, discretion, and problem-solving ability</li><li>
Ability to lift and move up to 40 lbs. and transport materials using a wheeled cart (up to 75 lbs.)</li><li>
Ability to stand, sit, walk, bend, or kneel for extended periods as required</li><li>
Regular and sustained attendance in office 8-5</li><li>
Business Professional</li></ul><p>
Opensity Solutions, provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.</p><p>
#LI-SS1</p><p>
Opensity is an Equal Opportunity Employer.</p><p>
We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.</p><p>
Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination.</p><p>
Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.</p></div><p></p>

Legal Workplace Experience Coordinator

Stifel

<div>Why Stifel:
<div>
Stifel strives for a culture that puts its clients and associates first: a culture where everyone belongs, everyone is welcome, and everyone contributes to the success of our clients, their careers, and the firm as a whole.</div><div></div><div><br>
Let&rsquo;s talk about how you can find your place here at Stifel, <b>where success meets success</b>.</div>
What You'll Be Doing:
<div>
The Operations Coordinator performs the daily cashiering and operational functions for the branch office. The Coordinator is also responsible for liaising between the branch and home office on operational matters as well as providing overflow support to other branch associates.</div>
What We're Looking For:
<ul><li>Perform daily cashiering functions for the branch related to incoming deposits of checks and securities, outgoing wires and checks.</li><li>
Execute routine operational functions including margin notifications and resolution, processing corporate reorganization (reorg) selections, and handling account transfer requests.</li><li>
Liaise between the branch and home office for all operational matters that arise and communicate the impact to branch personnel.</li><li>
Provide overflow support for the daily operation of the Financial Advisors� businesses not limited to opening client accounts, preparing and processing investment documentation, facilitating outgoing check requests and other disbursements, and maintaining current client information.</li><li>
Maintain accurate and complete account and trade records/files as required by Firm policy and industry regulation.</li><li>
Identify matters that require escalation including suspicious activity, customer complaints, trading errors, and violation of industry regulation or Firm policy.</li></ul>
What You'll Bring:
<ul><li>Effectively collaborate and work as a team with a diverse group of individuals.</li><li>
Ability to organize large amounts of information and prioritize workload to meet deadlines.</li><li>
Basic understanding of the Financial Services industry.</li><li>
Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to practical problem solving</li></ul>
Education &amp; Experience:
<ul><li>Minimum Required: High School Diploma or equivalent experience</li><li>
Minimum Required: 1+ years� Administrative experience</li></ul>
Licenses &amp; Credentials:
<ul><li>Minimum Required: None</li></ul>
Systems &amp; Technology:
<ul><li>Proficient in Microsoft Excel, Word, PowerPoint, Outlook</li></ul>
Compensation Range: Salary: USD $51,300.00/Yr. - USD $68,400.00/Yr.
<br>
<br>
Actual salaries may vary, and may be based on several factors, including but not limited to each candidate&rsquo;s qualifications, skills, and overall competencies for the position. The base salary is one component of Stifel&rsquo;s overall compensation package for each individual employee. Other benefits and offerings include, but not limited to, discretionary bonuses, health / dental / vision / prescription insurance offerings, Stifel Total Health Connect, flexible spending accounts, tuition &amp; certification assistance programs, paid time off, and much, much more! To view a more comprehensive list of Stifel&rsquo;s current offerings, please visit https://www.stifel.com/careers/benefits. Applications are accepted until the position is filled. About Stifel:
<div>
Stifel is more than 130 years old and still thinking like a start-up. We are a global wealth management and investment banking firm serious about innovation and fresh ideas. Built on a simple premise of safeguarding our clients&rsquo; money as if it were our own, coined by our namesake, Herman Stifel, our success is intimately tied to our commitment to helping families, companies, and municipalities find their own success.</div><div></div><div><br>
While our headquarters is in St. Louis, we have offices in New York, San Francisco, Baltimore, London, Frankfurt, Toronto, and more than 400 other locations. Stifel is home to approximately 9,000 individuals who are currently building their careers as financial advisors, research analysts, project managers, marketing specialists, developers, bankers, operations associates, among hundreds more. Let&rsquo;s talk about how you can find your place here at Stifel, where success meets success.</div><div></div><div><br>
At Stifel we offer an entrepreneurial environment, comprehensive benefits package to include health, dental and vision care, 401k, wellness initiatives, life insurance, and paid time off.</div><div></div><div><br>
Stifel is an Equal Opportunity Employer.</div></div>

Operations Coordinator

Bank of America

<div><p><b>Job Description:</b></p><p></p><p>
At Bank of America, we are guided by a common purpose to help make financial lives better through the power of every connection. We do this by driving Responsible Growth and delivering for our clients, teammates, communities and shareholders every day.<br>
<br>
Being a Great Place to Work and providing a culture of caring is core to how we drive Responsible Growth. We are intentional about fostering an inclusive workplace where every teammate has the opportunity to succeed, build a career and contribute to our shared success. This includes attracting and developing exceptional talent, recognizing and rewarding performance, and supporting our teammates&rsquo; physical, emotional, and financial wellness through affordable, competitive and flexible benefits.<br>
<br>
We value the unique perspectives individuals bring from all backgrounds and career paths - whether shaped by military service, community college education, or a wide range of work and life experiences. These journeys foster resilience, leadership and innovation, strengthening our workforce and positively impact the communities we serve.<br>
<br>
Bank of America is committed to an in-office culture that supports collaboration, engagement, and career development. Our approach includes clear in-office expectations, while providing an appropriate level of flexibility based on role-specific responsibilities and business needs.<br>
<br>
At Bank of America, you can build a successful career with opportunities to learn, grow, and make an impact. Join us!</p><p></p><p><b>
Job Description:</b><br>
This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.</p><p></p><p><b>
Responsibilities:
 </b></p><ul><li><p>Support 6-8 Bands 2&amp;3 employees with minimal indirect support for their direct reports</p></li><li><p>
Communicate and interact with all levels of the Bank of America including senior executives across other business lines and support partners</p></li><li><p>
May be involved in high-level client contact and exposure to sensitive information, and must use considerable tact, diplomacy and Judgment.</p></li><li><p>
Manage multiple objectives, projects or activities all at once</p></li><li><p>
Perform diverse, advanced and confidential administrative support functions including composing, signing and releasing routine but somewhat complex correspondence</p></li><li><p>
Proactively manage executive calendar, key deadlines, delivery commitments, routines</p></li><li><p>
Coordinate schedule for executive to maximize time and create efficiencies; proactively anticipate issues/challenges</p></li><li><p>
Phone coverage, travel scheduling for both domestic and international travel and expense processing, invoice processing where needed</p></li><li><p>
Assist in organizing and executing All Hands/Staff Meetings</p></li><li><p>
Maintain email distribution groups / Update orientation slides and org chart monthly</p></li><li><p>
Assists with on-boarding of employees and contractors as well as coordinating employee events</p></li><li><p>
Communicates with executives and line management to gather and convey relevant information</p></li><li><p>
Answers manager's phone line, documenting accurate messages, and handling calls with appropriate judgment</p></li><li><p>
Manages the calendar of multiple executives proactively, effectively resolving conflicts that arise in a professional manner</p></li><li><p>
Arranges and handles details related to travel arrangements, expense reports, meetings, and appointments</p></li><li><p>
Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills</p></li><li><p>
Prepares correspondence, reports, and forms for leaders, following interaction with internal and/or external customers to answer questions, research, and resolve problems</p></li></ul><p></p><p><b>
Required Qualifications:</b></p><ul><li><p>
3-5 years of experience providing administrative support at the senior management level</p></li><li><p>
Significant time management, multi-tasking and prioritization skills</p></li><li><p>
Highly organized with strong attention to detail</p></li><li><p>
Ability to work effectively under pressure and time constraints</p></li><li><p>
Strong written and verbal communication skills, ability to interface with Senior Executives</p></li><li><p>
Advanced skills in Outlook and other MS Office programs (Teams, Excel, Word, PowerPoint, OneNote, Visio)</p></li><li><p>
Knowledge of Bank of America systems including: Workday, Concur, GEP Smart, TechDirect, Flagscape, ACR, ARM, etc.</p></li><li><p>
Concur or similar experience processing travel and expenses</p></li></ul><p><b>
Skills:</b></p><ul><li><p>
Administrative Services</p></li><li><p>
Attention to Detail</p></li><li><p>
Customer and Client Focus</p></li><li><p>
Planning</p></li><li><p>
Prioritization</p></li><li><p>
Adaptability</p></li><li><p>
Collaboration</p></li><li><p>
Event Planning</p></li><li><p>
Office Administration</p></li><li><p>
Problem Solving</p></li><li><p>
Facilities Management</p></li><li><p>
Oral Communications</p></li><li><p>
Recording/Organizing Information</p></li><li><p>
Research</p></li><li><p>
Written Communications</p></li></ul><p>
The following laws or regulations restrict or prohibit the hiring of individuals with certain specified criminal history for the position Credit Solutions Advisor II: FDIC, Safe Act/Loan Originators</p><p></p><p><b>
Shift:</b></p>
1st shift (United States of America)<p></p><p><b>
Hours Per Week:</b></p>
40</div><p></p>

Administrative Assistant III

Harvey

<div>
 <strong>
  Why Harvey
  <br/>
  <br/>
 </strong>
 At Harvey, we&rsquo;re transforming how legal and professional services operate. By combining frontier agentic AI, an enterprise-grade platform, and deep domain expertise, we&rsquo;re reshaping how critical knowledge work gets done for decades to come.
 <br/>
 <br/>
 This is a rare chance to help build a generational company at a true inflection point. With 1500+ customers in 60+ countries, strong product-market fit, and world-class investor support, we&rsquo;re scaling fast and defining a new category in real time. The work is ambitious, the bar is high, and the opportunity for growth &mdash; personal, professional, and financial &mdash; is unmatched.
 <br/>
 <br/>
 Our team moves fast, takes ownership, and is deeply committed to the mission &mdash; operating with intensity, staying close to our customers, and pushing each other for excellence. We live by three values: Decisiveness, Simplicity, and Job's Not Finished. We act quickly on clear judgment over perfect information, we believe simplicity is what scales, and we're never satisfied with where we are. If you want to do the best work of your career alongside people who share that drive, we'd love to build with you.
 <br/>
 <br/>
 At Harvey, the future of professional services is being written today &mdash; and we&rsquo;re just getting started.
 <br/>
 <br/>
 <strong>
  Role Overview
  <br/>
  <br/>
 </strong>
 Harvey is seeking highly strategic, proactive, and polished Executive Assistants to support senior leaders across the organization. This role goes beyond traditional administrative support. It requires a partner who can help maximize executive leverage, operate as a force multiplier, and bring structure to a fast-moving, high-stakes environment.
 <br/>
 <br/>
 The ideal candidate has experience supporting senior, externally-facing executives and is comfortable navigating complex stakeholder landscapes across internal teams, customers, and partners. This person exercises strong judgment, is highly discerning about priorities, and plays an active role in ensuring the executive&rsquo;s time is deployed against the highest-impact opportunities. They bring a track record of owning executive time, acting as an opinionated partner, and helping drive meaningful business outcomes.
 <br/>
 <br/>
 <strong>
  What You&rsquo;ll Do
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Drive executive leverage by owning and optimizing complex calendars, ensuring time is allocated to the highest-priority internal and external engagements
  </li>
  <li>
   Act as a strategic gatekeeper for the executive&rsquo;s time, triaging inbound requests, prioritizing effectively, and making clear, confident recommendations on where attention is needed
  </li>
  <li>
   Operate and scale the executive request flow, bringing structure and clarity across a wide set of stakeholders and ensuring efficient intake, prioritization, and follow-through
  </li>
  <li>
   Serve as a central point of coordination across internal teams and external stakeholders, ensuring communication is seamless, proactive, and high quality while maintaining strong relationships
  </li>
  <li>
   Own meeting preparation end to end, including agenda setting, materials development, and driving follow-ups to ensure strong execution and momentum
  </li>
  <li>
   Manage complex inboxes and communications, helping synthesize information, draft responses, and ensure the executive is consistently well-prepared and ahead by surfacing key decisions and recommending actions
  </li>
  <li>
   Plan and execute high-impact travel and logistics with a focus on efficiency, foresight, and minimizing friction
  </li>
  <li>
   Support strategic projects and initiatives, bringing organization, follow-through, and a bias for action
  </li>
  <li>
   Contribute to presentations and materials, ensuring executive communications are clear, polished, and aligned to priorities
  </li>
  <li>
   Act as a steady, calm, and positive presence across a broad set of relationships, helping maintain alignment and trust
  </li>
  <li>
   Handle highly sensitive and confidential information with discretion and sound judgment
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  What You Have
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   3+ years of experience supporting senior executives, ideally in a high-growth, externally-facing environment, with a strong preference for experience supporting C-level or equivalent leaders
  </li>
  <li>
   Proven ability to manage complex stakeholder ecosystems, including senior external partners and cross-functional internal teams
  </li>
  <li>
   Strong judgment and prioritization skills, with the ability to triage competing demands and make clear, confident decisions on behalf of the executive
  </li>
  <li>
   Experience managing high-volume, complex inboxes and communications, with a focus on creating leverage and clarity while proactively driving decision-making
  </li>
  <li>
   Track record of building and operating scalable systems for managing requests, workflows, and executive engagement
  </li>
  <li>
   Exceptional communication skills, with the ability to draft executive-level messaging and engage credibly with senior stakeholders
  </li>
  <li>
   High degree of professionalism and executive presence, with the ability to influence and build trust across all levels of an organization
  </li>
  <li>
   Calm, steady, and solutions-oriented under pressure, with the ability to bring structure to ambiguous situations
  </li>
  <li>
   Highly proactive and resourceful, with a strong ownership mindset and bias for action
  </li>
  <li>
   Discreet and trustworthy when handling sensitive information
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Compensation Range
  <br/>
  <br/>
 </strong>
 $119,000 - $140,000 USD
 <br/>
 <br/>
 <strong>
  Depending on your location, an Applicant Privacy Notice may apply to you. You can find all of our Applicant Privacy Notices [
 </strong>
 <strong>
  here
 </strong>
 <strong>
  ].
  <br/>
  <br/>
 </strong>
 <em>
  Harvey is an equal opportunity employer and does not discriminate on the basis of race, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related condition, or any other basis protected by law.
  <br/>
  <br/>
 </em>
 We are committed to providing reasonable accommodations to applicants with disabilities, and requests can be made by emailing accommodations@harvey.ai
 <br/>
 <br/>
</div>


Executive Assistant

HealthRIGHT 360

HealthRIGHT 360 gives hope, builds health, and changes lives for people in need by providing comprehensive, integrated, compassionate care that includes primary medical care, mental health services, and substance use disorder treatment.
<br><br>
<b>Benefits and perks:</b><br>
<ul>
<li>HR360 offers a robust benefits package, including PTO, 15 paid holidays, commuter benefits, retirement plans, and more!</li>
<li>Employees qualify for public loan forgiveness programs</li>
<li>Training and professional development opportunities</li>
<li>Work with mission driven, compassionate colleagues and make a difference every day in the work that you do.</li>
</ul>
The Executive Assistant (EA) provides a wide range of functions to ensure the effectiveness of the President & CEO and the Managing Director of Strategic Initiatives (MDSI) of a mission-driven nonprofit organization dedicated to providing healthcare to those who can least afford it. The CEO sets the strategic direction for the organization. The MDSI sets the final deliverables. The EA implements and follows the MDSI’s decisions and direction and ensures completion of assigned actions. This role is ideal for a hyper organized, tech savvy person who thrives on moving complex work forward across teams and stakeholders.
<br><br>
This position requires excellent judgement and decision-making, the ability to manage confidential and non-routine information, a proactive mindset, and an action-oriented approach. The ideal candidate has precise attention to detail, the ability to function with minimal supervision, excellent written and verbal communication skills, and very high customer-service orientation, including a willingness to help with a diverse set of tasks and needs that come up throughout their daily work.
<br><br>
<b>Key Duties and Responsibilities:</b><br>
Executive Assistance to the CEO and MDSI
<br><ul>
<li>Proactively manage the CEO’s schedule in coordination with the MDSI including heavy calendaring and meeting and travel coordination</li>
<li>Manage and triage CEO’s internal and external communication including emails, mail, signature requests, and other critical items</li>
<li>Organize and file important agency mail, emails, records, and other important paperwork</li>
<li>Track and submit expense reports</li>
<li>Track projects and other initiatives and provide timely updates</li>
<li>Coordinate internal and external meetings, including scheduling, preparing meeting agenda and materials, recording and sharing meeting minutes, and following up on action items and deliverables</li>
<li>Coordinate logistics for meetings, retreats, donor/funder visits, conference presentations, speaking engagements, and other events</li>
<li>Organize catering for in person meetings/retreats and special events</li>
</ul>
Administrative Headquarters Facility Coordination
<br><ul>
<li>Maintain consistent presence at the facility and take ownership of the space</li>
<li>Monitor supply levels and reorder supplies and equipment as needed (office supplies, hygiene supplies, printer materials, meeting supplies, kitchen items, etc.)</li>
<li>Maintain organized supply storage areas and ensure supplies are neat and accessible</li>
<li>Ensure common areas (conference rooms, reception, kitchen, shared workspaces) are tidy, functional, and ready for use</li>
<li>Coordinate with Facilities/Operations Department on building wide initiatives, repairs, cleaning needs, or space configuration requests (submit IT/Facilities tickets when issues arise and track completion)</li>
<li>Maintain an organized system for reserving rooms and equipment</li>
<li>Answer and triage telephone calls, mail, and in-person visits by staff, clients, and other guests</li>
<li>Greet and support visitors and guests and ensure all visitors adhere to safety protocols and have a smooth experience visiting the space</li>
<li>Oversee incoming and outgoing mail and packages for 986 Mission and ensure timely routing to appropriate departments or individuals</li>
<li>Prepare meeting spaces with materials, refreshments, signage, or technical setup as directed</li>
<li>Support departments with events on site (e.g. new staff orientation, graduation ceremonies, donor/funder visits, etc.)</li>
<li>Maintain an updated HQ procedures guide and communicate relevant updates to staff</li>
<li>Serve as a point of contact for day to day HQ logistical and administrative questions</li>
</ul>
Administrative Support for the Executive Team for MDSI Led Work
<br><ul>
<li>Translate decisions and strategic direction into organized workplans, calendars, and task lists and manage follow up with executive team in coordination with the MDSI</li>
<li>Attend and schedule internal/external meetings and in-person retreats, and coordinate all pre and post meeting logistics including preparing agendas, ensuring attendance, taking minutes, ordering supplies and catering, and following up on tasks</li>
<li>Prepare, proof, and format documents, slide decks, and other important executive documents and ensure version control and timely distribution</li>
<li>Handle sensitive information with discretion and maintain organized digital files and records</li>
</ul>
Board of Directors Liaison and Management for MDSI Led Work
<br><ul>
<li>Serve as the liaison between the CEO and MDSI and the Board of Directors</li>
<li>Provide administrative and logistical support to the Board of Directors and the committees such as take minutes, file important documents, ensure compliance with by-laws, etc.</li>
<li>Prepare agendas, board packets, formal written reports, and other relative documents</li>
<li>Take and archive meeting minutes and keep organized for distribution to relative departments as needed</li>
<li>Provide support with board stewardship such as board recruitment and recognition</li>
<li>Schedule and attend board meetings, committee meetings, retreats, and special events</li>
<li>Order supplies and catering for meetings and events</li>
</ul>
Committee and Project Coordinating for MDSI Led Work
<br><ul>
<li>Participate as an active member of organization’s Employee Engagement Committee and serve as the secretary and project coordinator for the iDARE (DEIB) Steering Committee, Project Management Committee (PMC), and the Modernization Team.</li>
<li>Schedule meetings, track projects, monitor milestones, flag delays, and surface risks to the MDSI</li>
<li>Attend committee meetings, take structured notes and track follow-ups and ensure committee members complete assigned tasks on time</li>
<li>Coordinate input from multiple departments and stakeholders (collecting updates, documents, data, etc.) and ensure effective cross team communication</li>
<li>Assist with drafting, formatting, and assembling project deliverables such as reports, presentations, timelines, and summaries</li>
<li>Schedule recurring and ad hoc committee meetings, secure meeting spaces or virtual links, and ensure all logistics are in place</li>
<li>Prepare agendas, drafts, and supporting documents and ensure materials are distributed in advance and accessible to all participants</li>
<li>Maintain organized archives of agendas, minutes, and decision logs.</li>
<li>Send reminders, status updates, and follow-up communications consistent with MDSI expectations</li>
<li>Support the onboarding and orientation of new committee members (e.g., sharing materials, charter documents, norms)</li>
</ul>
<b>Required Knowledge, Skills and Abilities:</b><br>
<ul>
<li>Bachelor's degree and at least 2-4 years of related professional experience, including experience with project management, complex calendaring and scheduling, and external stakeholder communication</li>
<li>Must be able to commute and work out of the administrative headquarters 4-5 days per week</li>
<li>Must be able to travel to programs throughout California as needed</li>
<li>Must be able to work evenings and some weekends for events as needed</li>
<li>Collaborative spirit; willingness to support colleagues and constituents, ability to remain calm and maintain a sense of humor in high- pressure situations</li>
<li>Ability to thrive under pressure; diplomatically multi-task and cope with uncertainty</li>
<li>Excellent written, oral, and interpersonal skills; ability to maintain a professional demeanor while interacting with all types of stakeholders and consumers</li>
<li>Ability to exercise common sense in routine and non-routine situations, willingness to manage up as necessary and appropriate</li>
<li>Excellent organizational skills; keen appreciation for accurate filing and recordkeeping systems</li>
<li>Ability to maintain the confidentiality of sensitive and non-routine information</li>
<li>Excellent computer skills including Microsoft Office Suite and Internet including Microsoft Teams</li>
<li>Experience working in healthcare, social services or non-profit settings</li>
<li>Experience with board management, project management, and committee management</li>
<li>We will consider for employment qualified applicants with arrest and conviction records.</li>
<li>Must complete a background check and livescan.</li>
</ul>


Arine

<div><div><p>Based in San Francisco, Arine is a rapidly growing healthcare technology and clinical services company with a mission to ensure individuals receive the safest and most effective treatments for their unique and evolving healthcare needs.</p>
<p>
Frequently, medications cause more harm than good. Incorrect drugs and doses costs the US healthcare system over $528 billion in waste, avoidable harm, and hospitalizations each year. Arine is redefining what excellent healthcare looks like by solving these issues through our software platform (SaaS). We combine cutting edge data science, machine learning, AI, and deep clinical expertise to introduce a patient-centric view to medication management, and develop and deliver personalized care plans on a massive scale for patients and their care teams.</p>
<p>
Arine is committed to improving the lives and health of complex patients that have an outsized impact on healthcare costs and have traditionally been difficult to identify and address. These patients face numerous challenges including complicated prescribing issues across multiple medications and providers, medication challenges with many chronic diseases, and patient issues with access to care. Backed by leading healthcare investors and collaborating with top healthcare organizations and providers, we deliver recommendations and facilitate clinical interventions that lead to significant, measurable health improvements for patients and cost savings for customers.</p>
<p><b>
Why is Arine a Great Place to Work?:</b></p>
<p></p>
<p><b>Outstanding Team and Culture -</b> Our shared mission unites and motivates us to do our best work. We have a relentless passion and commitment to the innovation required to be the market leader in medication intelligence.
</p><p><b>Making a Proven Difference in Healthcare -</b> We are saving patient lives, and enabling individuals to experience improved health outcomes, including significant reductions in hospitalizations and cost of care.</p>
<p><b>
Market Opportunity -</b> Arine is backed by leading healthcare investors and was founded to tackle one of the largest healthcare problems today. Non-optimized medications therapies which cost the US 275,000 lives and $528 billion annually.</p>
<p><b>
Dramatic Growth -</b> Arine is managing more than 18 million lives across prominent health plans after only 4 years in the market, and was ranked 236 on the 2024 Inc. 5000 list and was named the 5th fastest-growing company in the AI category.</p></div><p><b>
The Role:</b></p>
<p>
We are looking for a detail-oriented and people-first Recruiting Coordinator to join our People team in a temporary capacity, reporting to the Senior Recruiting Manager. As Recruiting Coordinator, you will be the operational engine behind a high-volume clinical hiring program, ensuring every candidate moves through the process with speed, accuracy, and care. You will work closely with the Senior Recruiting Manager to support logistics across scheduling, offer letters, compliance administration, and candidate communications for our Clinical Care team.</p>
<p>
The Clinical Care team delivers clinical services directly to our customers, and the Recruiting Coordinator plays an essential role in keeping that team staffed and supported. Every interaction you have with a candidate reflects Arine's values and shapes their experience with our brand.</p>
<p><b>
What You'll Be Doing:</b></p>
<p><i>
Scheduling &amp; Interview Coordination</i></p>
<ul>
<li>Coordinate and schedule interviews between candidates and hiring managers in a timely, professional manner</li>
<li>Manage scheduling across multiple active requisitions simultaneously, keeping each organized and on track in our ATS</li>
<li>Proactively communicate with candidates to confirm logistics and keep them informed throughout the process</li>
</ul>
<p><i>Offer Letters</i></p>
<ul>
<li>Prepare and send accurate offer letters in coordination with the recruiting team</li>
<li>Ensure offer details are thoroughly reviewed and error-free before delivery to candidates</li>
</ul>
<p><i>Compliance &amp; Pre-Employment Administration</i></p>
<ul>
<li>Initiate and track background checks and drug screenings for all incoming hires via Checkr</li>
<li>Monitor compliance status and follow up proactively to prevent delays in the onboarding pipeline</li>
<li>Maintain accurate records to support compliance tracking and audit requirements</li>
</ul>
<p><i>Candidate Communications &amp; Experience</i></p>
<ul>
<li>Serve as a responsive and empathetic point of contact for candidates throughout the hiring process</li>
<li>Deliver clear, warm, and professional communications that reflect Arine's employer brand</li>
<li>Ensure every candidate, regardless of outcome, feels respected, informed, and valued</li>
</ul>
<p><b>Our Ideal Candidate Possesses:</b></p>
<ul>
<li>1&ndash;3+ years of experience in recruiting coordination, HR operations, or a similar role in a fast-paced environment</li>
<li>Exceptional attention to detail and a track record of accuracy in high-volume administrative work</li>
<li>Strong written communication skills, with the ability to craft professional and warm candidate-facing messages</li>
<li>Demonstrated ability to independently manage multiple priorities and meet tight deadlines without sacrificing quality</li>
<li>A genuine sense of empathy and a candidate-first mindset - you understand that every touchpoint shapes someone's perception of Arine</li>
<li>Comfort operating autonomously with minimal oversight, while knowing when to escalate</li>
<li>Familiarity with an Applicant Tracking System (ATS); experience with Rippling preferred (Greenhouse also accepted)</li>
<li>Experience with pre-employment compliance processes (background checks, drug screenings); familiarity with Checkr is a strong plus</li>
<li>Experience supporting clinical or healthcare hiring is a plus, but not required</li>
</ul>
<p><b>Remote Work Requirements:</b></p>
<ul>
<li>An established private work area that ensures information privacy</li>
<li>Reliable internet capable of low latency with the ability to carry video and voice calls without breaking up</li>
<li>This role is remote, but you will be required to come to on-site meetings multiple times per year. This may be in the interview process, onboarding, and team meetings</li>
</ul>
<p><b>Perks:</b></p>
<p>
Joining Arine offers you a dynamic role and the opportunity to contribute to the company's growth and shape its future. You'll have unparalleled learning and growth prospects, collaborating closely with experienced Clinicians, Engineers, Software Architects, and Digital Health Entrepreneurs.</p>
<p>
This is a temporary employee role with an anticipated duration of 3 months.</p>
<p>
The posted range represents the expected hourly rate for this position and does not include any other potential components of the compensation package, benefits, and perks. Ultimately, the final pay decision will consider factors such as your experience, job level, location, and other relevant job-related criteria. The hourly pay rate for this position is: $20-25/hour.</p><div><p><b>
Job Requirements:</b></p>
<ul>
<li>Ability to pass a background check</li>
<li>Must live in and be eligible to work in the United States</li>
</ul>
<p><b>Information Security Roles and Responsibilities:</b></p>
<p>
All staff at Arine are expected to be part of its Information Security Management Program and undergo periodic training on Information Security Awareness and HIPAA guidelines. Each user is responsible to maintain a secure working environment and follow all policies and procedures. Upon hire, each person is assigned and must complete trainings before access is granted for their specific role within Arine.</p>
<p><i>
Arine is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace where all employees are treated with fairness and respect. We do not discriminate on the basis of race, ethnicity, color, religion, gender, sexual orientation, age, disability, or any other legally protected status. Our hiring decisions and employment practices are based solely on qualifications, merit, and business needs. We encourage individuals from all backgrounds to apply and join us in our mission.</i></p>
<p>
Check our website at <b><i>https://www.arine.io</i></b>. This is a unique opportunity to join a growing start-up revolutionizing the healthcare industry!</p>
<p><b><i>
Job Offers: Arine uses the arine.io domain and email addresses for all official communications. If you received communication from any other domain, please consider it spam.</i></b></p>
<p><b><i>
Note to Recruitment Agencies: We appreciate your interest in finding talent for Arine, but please be advised that we do not accept unsolicited resumes from recruitment agencies. All resumes submitted to Arine without a prior written agreement in place will be considered property of Arine, and no fee will be paid in the event of a hire. Thank you for your understanding.</i></b></p></div></div>

Recruiting Coordinator (Temporary)

Dialog

<div><div><div>Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share.</div>
<div></div>
<div>We are a multi-disciplinary practice of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what&rsquo;s next. We&rsquo;re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be a Certified B Corporation and Canada's Greenest Employers, committed to using our design practice as a force for good in the world.</div><div></div><div><p><br>
We are seeking an organized and detail-oriented <b>Marketing &amp; Administration Coordinator</b> to join our team. Working closely with architects, urban designers, interior designer, and firm leadership, you will play a key role in researching, coordinating and producing proposals, qualifications packages, presentations, and other pursuit materials that showcase our expertise and vision. In addition to supporting marketing and business development efforts, you will contribute to the day-to-day administration of our studio, helping ensure a professional, organized, and collaborative environment. The ideal candidate is an exceptional writer, strong communicator, and proactive problem solver with an interest in architecture, engineering, and construction industry.</p>
</div></div>
<div><div><h3 class="jobSectionHeader"><b>How you'll make a difference:</b></h3><div><div><h3 class="jobSectionHeader"><b>
Marketing &amp; Proposal Support</b></h3>
<ul><li>Support pursuit planning, strategy development, and proposal production through research, coordination, content development, and collaboration with project teams across the firm.</li>
<li>Draft, edit, and proofread proposal content including cover letters, executive summaries, project descriptions, team qualifications, resumes, interview materials, and other pursuit-related content.</li>
<li>Coordinate and produce proposals, qualifications packages, and presentation materials in collaboration with project teams across the firm.</li>
<li>Maintain our customer relationship management database for contact information, opportunity tracking, and proposal production.</li>
<li>Collaborate with and support marketing team members across the larger marketing team on practice-wide marketing projects and campaigns.</li>
<li>Assist with industry/client/market sector research.</li>
<li>Coordinate pursuit schedules, deadlines, and submission requirements.</li>
<li>Review RFQs/RFPs and develop compliance matrices and submission checklists.</li>
<li>Develop resumes, project sheets, references, and other proposal content.</li>
<li>Support interview preparation, presentation development, and pursuit logistics.</li>
<li>Maintain proposal templates, boilerplate content, and marketing collateral.</li>
</ul><h3 class="jobSectionHeader"><b>Administration Support</b></h3>
<div><ul><li>Support meeting and event coordination.</li>
<li>Assist with office supply ordering and vendor coordination.</li>
<li>Coordinate shipping, deliveries, and administrative logistics.</li>
<li>Assist studio leadership with general administrative support as needed.</li>
</ul></div></div></div></div></div><div><div><h3 class="jobSectionHeader"><b>Who you are:</b></h3><div><div><div>
<ul><li>3-5 years of experience in marketing, proposals, business development, or communications within a professional services environment.</li>
<li>Strong business writing, editing, and proofreading skills with exceptional attention to detail.</li>
<li>Highly organized with strong project management and time management abilities.</li>
<li>Demonstrated ability to manage multiple concurrent pursuits and deadlines in a fast-paced, deadline-driven environment with minimal supervision.</li>
<li>Strong visual communication skills and proficiency in Adobe InDesign.</li>
<li>Proficiency in Microsoft Office, including Word, PowerPoint, and Excel.</li>
<li>Professional and confident communicator with strong interpersonal skills.</li>
<li>Experience with CRM platforms such as Unanet or similar systems is an asset.</li>
<li>Experience in architecture, engineering, planning, landscape architecture, construction, real estate, or a related professional services environment is strongly preferred.</li>
<li>A self-starter, who is willing to roll up your sleeves and get stuff done!</li>
</ul></div></div></div></div></div><div><div>$75,000 - $85,000 a year</div><div><i>
At DIALOG, we believe compensation should reflect the unique talent each person brings to our team. We look at annual market data to understand how different roles are compensated in our industry, but we also recognize that your experience, skills, location, and the impact you make all play a part in shaping your total rewards. Because of this, final offers may differ from the ranges listed - we want to make sure everyone is recognized in a manner that is fair, competitive, and true to the value they bring.</i></div></div>
<div><div><b>Don&rsquo;t meet every single requirement? We still encourage you to apply! We&rsquo;re looking for future DIALOGers who are eager to learn, bring unique perspectives, and want to make a real difference in the world&mdash;even if your experience doesn&rsquo;t align perfectly with every qualification.</b></div>
<div></div>
<div><b>Perks &amp; Benefits</b></div>
<div>401k matching, opportunities for full-time employees to participate and select from a range of comprehensive health, dental, and insurance benefits, encouraged work/life balance with gifted time off during the holiday season, and reimbursement for professional memberships and dues are just a few of the benefits that DIALOGers enjoy.</div>
<div></div>
<div><b>Professional Development</b></div>
<div>DIALOG offers continued professional growth through leadership development opportunities specifically designed for our collaborative culture. Among others, some of our programs include: CoachDIALOG which equips our coaches with essential communication and feedback strategies for building great teams; Integrateducation&trade; supports DIALOGers in accredited continuing education opportunities; technical skills development via e-learning pathways; and financial support for relevant external learning opportunities.</div>
<div></div>
<div><b>Equal Opportunity</b></div>
<div>DIALOG celebrates diversity and is an equal opportunity employer. We are committed to an inclusive environment for all, free of discrimination and harassment. Employment-related decisions are made without regard to sex, religion, ethnicity, sexual orientation, disability, age and race. In accordance with DIALOG&rsquo;s Accommodation Policy, accommodations for people with disabilities are available upon request for candidates throughout the selection process.</div></div>
<div><div>We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.</div></div></div>

Marketing & Administration Coordinator

Explore 28+ Administrative coordinator in San Francisco this July. Find roles across top companies and apply now to boost your career.

28 administrative coordinator jobs In San Francisco

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Marketing & Administration Coordinator