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executive scheduling coordinator remote

Randstad Digital Americas

<div>
 
 Job Summary
 
 
 
 Title: Scheduling Coordinator
 
 
 Location: 100% Remote
 
 
 Shift: M-F 8AM-5 PM Pacific (if located in CST must work 10 AM-7 PM, if located in EST 11 AM-8 PM)
 
 
 Duration: Open Ended w2 contract
 
 
 Benefits: PTO, paid holidays, ability to purchase medical, dental, vision within 30 days, can enroll in 401/k after 90 days
 
 
 For immediate review please email resume to jomarie.mercado@randstaddigital.com
 
 
 location: Telecommute
 
 
 job type: Solutions
 
 
 salary: $21 - 23 per hour
 
 
 work hours: 8am to 5pm
 
 
 education: High School
 
 
 
 Responsibilities
 
 
 
 
 Job Description
 
 
 
 <ul>
 <li>
 Creating and managing meetings for up to 8 supported senior managers
 </li>
 <li>
 Proactive calendar support
 </li>
 <li>
 Responding to meeting requests
 </li>
 <li>
 Handle &amp; drive to resolve calendar &amp; scheduling conflicts
 </li>
 <li>
 Sending/responding to meeting polls
 </li>
 <li>
 Identify and resolve problems (if applicable) per documented procedures
 </li>
 <li>
 Travel: Book and manage travel arrangements through SAP Concur software
 </li>
 <li>
 Expense: Prepare and manage expense filings through SAP Concur software
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 Required Experience
 
 
 Calendar Management/Scheduling for multiple Managers/Executives (a plus if for fast paced enterprise financial/banking clients)
 
 
 Software Proficiency: Demonstrated experience using SAP Concur for travel and expense management.
 
 
 Problem Solving: Ability to identify and resolve issues independently by following documented procedures.
 
 
 Communication: Strong interpersonal skills to interface with senior leadership, external guests, and internal administrative teams. Organizational Skills: Exceptional attention to detail with the ability to manage multiple shifting priorities in a fast-paced environment
 
 
 Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.
 
 
 At Randstad Digital, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com.
 
 
 Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad Digital offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&amp;D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).
 
 
 This posting is open for thirty (30) days.
 
 
 It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
 
 
 Qualified applicants in San Francisco with criminal histories will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.
 
 
 Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
 
 
 We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
 
 
</div>

Executive Scheduling Coordinator (remote)

Brody Gapp LLP

EXECUTIVE LEGAL ASSISTANT &mdash; SENIOR LEVELLocation: Remote (West Coast hours preferred; strong candidates from all U.S. time zones considered)Type: Full-Time Employee (90-day introductory period)Reports To: Managing PartnerStart Date: ImmediatePlease read this posting in full and follow the application instructions below. Prior legal experience is required. Incomplete applications will not be reviewed.About the FirmBrody | Gapp LLP is a nationally recognized, remote-first boutique litigation and compliance firm serving the mortgage banking industry nationwide. Led by founding partners with over 50 years of combined experience as former general counsel, chief compliance officers, and litigators, the firm delivers proactive, business-focused counsel across regulatory compliance, complex litigation, and strategic advisory services. Our clients include independent mortgage banks, credit unions, depositories, fintechs, and related service providers across the country.We are also at the forefront of AI governance in financial services &mdash; advising lenders and technology vendors on emerging regulatory frameworks, publishing industry-leading analysis, and developing practical compliance tools for an industry in rapid transformation.The RoleWe are seeking a highly organized, initiative-taking Executive Legal Assistant to serve as a critical operational partner to the Managing Partner and firm attorneys and paralegals. This is not a passive support role &mdash; you will be the central point of coordination ensuring that legal deadlines, marketing initiatives, administrative operations, and client-facing deliverables run with precision and accountability.This position requires high-volume output on a daily basis. All new hires begin with a 90-day introductory period with structured performance milestones and a formal review &mdash; designed to ensure a strong mutual fit before long-term commitment. The ideal candidate brings senior-level experience in legal administration, thrives in a fast-paced, client-facing environment, exercises sound independent judgment, and is energized by working at the intersection of law, compliance, and business strategy.While this is a fully remote position built on flexibility and trust, occasional travel-related tasks will be required &mdash; including mailing client documents via USPS or FedEx and other firm-related errands as necessary.RESPONSIBILITIESLegal Operations &amp; Deadline Management- Manage and monitor all legal deadlines, court filing dates, regulatory submission timelines, and compliance calendars across multiple attorneys- Prepare, proofread, format, and file legal documents, correspondence, memoranda, and client deliverables with meticulous attention to detail- Assist with e-filings and maintaining organized case files- Open and close matters, run conflict checks, and maintain file accuracy- Track attorney calls, meetings, and daily time spent; draft corresponding time entries into the billing system on a daily basis- Scan, organize, and edit PDFs and maintain document repositories- Coordinate with courts, agencies, opposing counsel, and clients on scheduling and filingsCalendar, Communications &amp; Executive Support- Serve as the primary gatekeeper for the Managing Partner's calendar, inbox, communications, and priorities- Consistently review incoming emails &mdash; prepare draft responses and flag potentially urgent matters requiring attorney attention- Coordinate communication between the Managing Partner, attorneys, clients, and third parties- Manage incoming calls, correspondence, and document flow- Coordinate travel arrangements, meeting logistics, and event planning- Process expense reports, track invoicing timelines, and liaise with accounting and bookkeeping- Manage vendor relationships and office technology platforms- Handle confidential and sensitive information with the highest degree of discretionMarketing &amp; Business Development Support- Coordinate the production, editing, and distribution of firm publications, articles, newsletters, and industry commentary- Manage social media scheduling, website content updates, and marketing calendar deadlines- Support conference and speaking engagement logistics &mdash; including registrations, materials preparation, and travel coordination- Maintain media contact lists and coordinate with industry publications and podcast producers- Assist with CRM updates and client relationship trackingRequired Qualifications- Minimum 7 years of experience as an executive-level legal assistant, legal secretary, or senior administrative professional in a law firm or corporate legal department- Solid understanding of litigation terminology, court procedures, and legal document preparation- Strong writing, communication, and proofreading skills- High proficiency with MS Outlook, MS Word, and PDF management tools; working familiarity with Excel and PowerPoint- Ability to manage email and calendar priorities across multiple attorneys simultaneously- Typing speed of 60&ndash;80+ WPM- Exceptional organization, judgment, follow-through, and demonstrated reliability- Absolute discretion and professionalism with confidential mattersPreferred Qualifications- Experience with ShareFile, SharePoint, Microsoft Teams, Goldfinch, and LeanLaw- Experience supporting attorneys in regulatory compliance, financial services, or mortgage banking- Paralegal certificate or formal legal secretary training- Familiarity with marketing tools (e.g., Mailchimp, WordPress, LinkedIn, Canva)- Comfort working with AI-assisted tools and emerging legal technology platforms- Notary public commission (or willingness to obtain)Core Competencies- Meticulous attention to detail and exacting standards in legal document preparation- Strong problem-solving and independent decision-making- Composure under pressure and polished professionalism with clients and third parties- Ability to manage multiple competing tasks and deadlines without sacrificing accuracy- Initiative, accountability, and a positive, service-driven attitudeWhat We Offer- Competitive salary commensurate with experience- Fully remote work environment, with flexibility and trust- 90-day introductory period with clear performance benchmarks &mdash; structured so both sides can confirm the right fit- Direct partnership with firm leadership on high-visibility matters- Exposure to cutting-edge work at the intersection of law, mortgage banking, and AI governance- Opportunity to grow with a dynamic, nationally recognized firm- Supportive, collegial culture that values operational excellence, integrity, and initiativeTo ApplySubmit the following to admin@brodygapp.com:1. Resume &mdash; demonstrating relevant legal administrative experience2. Salary requirements &mdash; applications without compensation range/expectations will not be considered3. Brief cover letter addressing:- Your experience managing legal deadlines and administrative operations in a law firm or legal department- A specific example of how you improved an administrative process or workflow in a prior role- Your comfort level working in a fully remote environment with a high degree of autonomyApplications will be reviewed on a rolling basis. Position is available immediately.Pay: $30.00 - $40.00 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Flexible schedule</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li><li>Work from home</li></ul>Work Location: Hybrid remote in Irvine, CA 92603

Executive Legal Assistant

Keystone Supply

We are looking for a detail-oriented and proactive Order Management Coordinator to support our fast-growing business with major U.S. retail accounts (e.g., Walmart, Walgreens, Family Dollar).This role focuses on order management, supply chain coordination, and communication with internal teams and retail partners.Key Responsibilities<ul><li>Manage and track purchase orders (POs) from major retail accounts</li><li>Coordinate with Client, freight forwarders, and warehouses to ensure on-time delivery</li><li>Monitor order status including production, in-transit, and delivery timelines</li><li>Work with internal teams to update MABD / DNSB / shipping schedules</li><li>Assist in resolving issues related to:</li><li>Routing</li><li>Labeling (SSCC, pallet labels, etc.)</li><li>Delivery delays</li><li>Communicate with retail partners&rsquo; systems such as:</li><li>Supplier portals (e.g., Supplier One, Retail Link, etc.)</li><li>Maintain accurate records of orders, shipments, and inventory</li><li>Support logistics planning and help prevent stock-outs or delays</li><li>Prepare reports for management (order status, shipment updates, etc.)</li></ul>Qualifications<ul><li>Bachelor&rsquo;s degree preferred</li><li>1&ndash;2 years of experience in:</li><li>Order management / sales support / supply chain / logistics</li><li>Strong attention to detail and organizational skills</li><li>Ability to handle multiple tasks and deadlines</li></ul>Preferred Experience<ul><li>Experience working with major U.S. retailers (e.g., Walmart, Walgreens, Family Dollar)</li><li>Familiar with:</li><li>PO lifecycle (from order creation to delivery)</li><li>Retail compliance requirements</li><li>Experience with EDI / supplier portals is a plus</li><li>Knowledge of:</li><li>Shipping terms (FOB, Collect, etc.)</li><li>Routing and scheduling processes</li></ul>Skills<ul><li>Strong communication skills (English required; Chinese is a plus)</li><li>Proficient in Microsoft Excel (data tracking, basic analysis)</li><li>Problem-solving mindset and ability to work under pressure</li><li>Team player with a proactive attitude</li></ul>Pay: $55,000.00 - $65,000.00 per yearBenefits:<ul><li>Health insurance</li><li>Paid time off</li></ul>Work Location: Hybrid remote in Irvine, CA 92614

Order Management Coordinator

Cosmic Energy Innovation

Executive Assistant &ndash; International Operations &amp; FinancePosition OverviewWe are seeking a bilingual Executive Assistant with strong financial acumen to support our portfolio of businesses. This role combines executive-level administrative support with specialized responsibilities in bookkeeping operations and international procurement. The ideal candidate will be fluent in both Chinese and English and comfortable managing complex cross-border transactions.Key ResponsibilitiesFinancial &amp; Bookkeeping Management<ul><li>Maintain accurate accounting records and reconcile accounts across multiple business entities</li><li>Prepare financial reports, invoices, and expense documentation for executive review</li><li>Manage accounts payable and receivable processes</li><li>Process payroll documentation and ensure compliance with financial regulations</li><li>Coordinate with external accountants and auditors as needed</li><li>Monitor budgets and flag discrepancies or unusual spending patterns</li></ul>International Procurement<ul><li>Source, evaluate, and negotiate with suppliers in China and other Asian markets for equipment and materials</li><li>Prepare detailed procurement requests and manage the complete acquisition lifecycle</li><li>Conduct due diligence on overseas vendors; verify credentials, pricing, and delivery terms</li><li>Communicate directly with international suppliers in Chinese and English</li><li>Coordinate shipping, customs documentation, tariffs, and logistics for imported equipment</li><li>Manage supplier relationships and resolve issues related to quality, delivery, or pricing</li></ul>Executive Support<ul><li>Serve as a liaison between management and external partners</li><li>Manage administrative tasks such as purchasing office supplies, handling executive accounts, etc.</li></ul>Required Qualifications<ul><li>Native or near-native proficiency in both Chinese and English (written and spoken); ability to handle technical, financial, and negotiation discussions</li><li>Bookkeeping, accounting, or financial administration experience</li><li>Procurement, sourcing, or supply chain management experience, preferably with international suppliers</li><li>Demonstrated experience working with Chinese business partners or operating in cross-cultural environments |</li><li>Ability to manage multiple projects simultaneously with precision and accuracy</li><li>Excellent written and verbal communication; ability to draft professional correspondence in both languages</li></ul>Compensation &amp; Employment Details<ul><li>Salary - $2,500 per month</li><li>Employment Type - Part-time, Hybrid, this position requires 1-2 days in-office in Irvine, CA</li><li>Flexible hybrid schedule with mix of remote and on-site work</li></ul>Interested candidates, please email resumes to info@cei-solar.comPay: Up to $2,500.00 per monthWork Location: Hybrid remote in Irvine, CA 92614

Executive Assistant

Jam Jam Tea & Moments

Job Summary We are seeking a highly organized, proactive, and operation-focused Executive Assistant to support senior leadership with daily administrative, coordination, and operational responsibilities. This role goes beyond calendar management and clerical support. The Executive Assistant will help keep priorities moving, follow up across departments, monitor ongoing tasks, and support leadership in maintaining strong day-to-day execution. The ideal candidate is detail-oriented, dependable, fast-paced, and capable of handling sensitive information with professionalism and discretion.Key Responsibilities<ul><li>Manage calendars, appointments, and scheduling for senior leadership</li><li>Track operational priorities, deadlines, and follow-up items to ensure execution</li><li>Coordinate communication between leadership and store, management, or corporate teams</li><li>Assist with organizing reports, documents, trackers, and internal records</li><li>Follow up with team members, vendors, and departments on outstanding tasks and action items</li><li>Support leadership with daily operations, project coordination, and administrative needs</li><li>Prepare meeting materials, take notes, and organize post-meeting follow-up</li><li>Help monitor operational issues and ensure they are communicated and addressed in a timely manner</li><li>Assist in building structure around ongoing projects, procedures, and workflow organization</li><li>Handle confidential documents, internal communication, and sensitive business matters with discretion</li><li>Support executive requests related to operations, staffing coordination, compliance follow-up, and business organization</li><li>Assist with special projects and other duties as assigned</li></ul>Qualifications<ul><li>Minimum 3 years of food industy management experience required</li><li>Bilingual in Mandarin and English required</li><li>Bachelor&rsquo;s degree or higher required</li><li>Strong organizational skills with the ability to manage multiple moving priorities</li><li>Strong follow-up, coordination, and task management ability</li><li>Excellent verbal and written communication skills</li><li>High attention to detail and strong sense of urgency</li><li>Ability to work independently and solve problems quickly</li><li>Professionalism, discretion, and ability to handle confidential information</li><li>Proficiency in Google Workspace, Microsoft Office, and general administrative systems</li><li>Previous experience in executive support, operations support, administrative coordination, or similar roles preferred</li></ul>Preferred Traits<ul><li>Operation-minded and highly structured</li><li>Strong execution and follow-through</li><li>Able to keep leadership organized and priorities on track</li><li>Comfortable working in a fast-paced, changing environment</li><li>Able to communicate firmly, clearly, and professionally</li><li>Resourceful, dependable, and proactive</li></ul>Work Environment<ul><li>Fast-paced, high-responsibility role supporting leadership and business operations</li><li>Requires strong responsiveness, coordination, and attention to shifting priorities</li><li>May involve urgent tasks, cross-department follow-up, and time-sensitive operational support</li></ul>Pay: $5,500.00 - $8,000.00 per monthBenefits:<ul><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Senior Executive Assistant

Planet Pharma

<div>
 
 
 Role Purpose
 
 
 
 Ensure clinical trials are conducted and reported in accordance with all applicable regulatory requirements.
 
 
 
 Essential Job Functions
 
 
 
 Provide cross functional operational support throughout the study lifecycle, investigating data or documentation discrepancies and contributing to process improvements that reduce recurrence during study conduct and closeout
 
 
 Support and coordinate study start up activities, including tracking site readiness, managing essential document collection, and communicating with sites regarding planning and logistics for Site Qualification Visits (SQVs) and Site Initiation Visits (SIVs).
 
 
 Perform remote monitoring visits (qualification, initiation, interim monitoring, close-out) and complete reports as per study monitoring plan
 
 
 Support, interface, and collaborate with site personnel, IRBs/ECs, contractors/vendors, and cross-function company personnel
 
 
 Build and maintain strong working relationships with internal partners (Clinical Operations, Regulatory Affairs, Quality, R&amp;D) and site personnel (Investigators, CRCs, research nurses) to support enrollment, data quality, and site performance.
 
 
 Assist with any site remediation activities, as applicable
 
 
 Complete and maintain relevant global Medical and Clinical Affairs, BU-specific, and study-specific training
 
 
 Assist in identifying opportunities and proposing solutions to improve process efficiency within and across related functional areas
 
 
 
 Required
 
 
 
 Bachelor's Degree or Equivalent Life Sciences or Nursing
 
 
 3-4 years in clinical research (as a CRC or CRA) including quality assurance/control and regulatory compliance with experience in the healthcare industry
 
 
 Experience with electronic data capture.
 
 
 
 Preferred
 
 
 
 Licenses and Certifications: Clinical research certification (ACRP or SoCRA, clinical coordinator/ CRA certification)
 
</div>

Clinical Research Associate

Barton Integration LLC

<div><div><div>Company Overview: We are a leading provider of low-voltage security solutions, specializing in the installation, maintenance, and support of advanced security systems for commercial and industrial clients. Our mission is to deliver superior protection and service through innovative technology and exceptional customer support. We are currently seeking a skilled and dedicated Fire Alarm and Security Systems Support Coordinator to join our growing team.
Job Summary: The Fire Alarm and Security Systems Support Coordinator will be responsible for troubleshooting and diagnosing issues related to low-voltage security systems remotely, coordinating field technicians, managing service requests, and ensuring seamless communication with stakeholders. This role requires a candidate to be comfortable working in a fast-paced environment, providing support behind a computer, and delivering top-tier customer service.
Key Responsibilities:<ul><li>
Troubleshoot &amp; Diagnose: Remotely troubleshoot and diagnose issues related to low-voltage security systems, including alarm systems, CCTV, access control, and other related technologies.</li><li>
Service Coordination: Dispatch field technicians as needed to address more complex on-site issues, ensuring quick and effective resolution.</li><li>
Service Requests: Manage and respond to incoming service requests via phone, email, or ticketing system, logging and prioritizing each case.</li><li>
Stakeholder Communication: Regularly communicate with clients, field technicians, and internal teams to ensure service issues are addressed promptly and efficiently.</li><li>
Debrief &amp; Reporting: Provide detailed debriefs to stakeholders after service requests have been resolved, including next steps or preventive measures.</li><li>
Call Management: Handle all incoming service-related calls, ensuring high-quality customer service and effective issue resolution.</li><li>
Data Entry: Maintain accurate and up-to-date records of all service-related activities in the company's database.</li></ul>
Required Skills &amp; Qualifications:<ul><li>
Technical Knowledge: Solid understanding of low-voltage security systems, including alarm systems, CCTV, and access control systems.</li><li>
Problem Solver: Strong troubleshooting and diagnostic skills, with the ability to resolve issues remotely.</li><li>
Communication: Excellent verbal and written communication skills; ability to clearly explain technical concepts to non-technical stakeholders.</li><li>
Customer Service: Proven experience in customer support or service roles, with a focus on responsiveness and client satisfaction.</li><li>
Organizational Skills: Ability to manage multiple service requests simultaneously, prioritize effectively, and work well under pressure.</li><li>
Technology Savvy: Proficiency in using computers, service ticketing systems, and various communication platforms (email, phone, video conferencing).</li><li>
Team Player: Ability to work closely with field technicians and internal teams to ensure service excellence.</li><li>
Perpetual Learner: Someone innately curious who is eager to learn and looks for opportunities for self improvement at all times.</li><li>
Initiative: take actions independently to solve problems without needing to be told directly by a supervisor. Show resourcefulness by coming up with innovative solutions and ideas.</li></ul>
Preferred Qualifications:<ul><li>
Bachelor&rsquo;s Degree.</li><li>
Experience with Salesforce.</li><li>
Prior experience coordinating field technicians or similar dispatch roles.</li><li>
Prior experience handling support cases.</li><li>
Strong technical aptitude and general computer proficiency.</li><li>
Experience in the low-voltage security industry.</li><li>
Technical Experience/Certifications in security systems manufacturers and vendors such as access control, intrusion detection, fire alarms, and video monitoring systems is a plus.</li></ul>
Benefits:<ul><li>
Competitive salary</li><li>
Remote work flexibility</li><li>
Health, dental, and vision insurance</li><li>
Paid time off and holidays</li><li>
Opportunities for professional development</li><li>
Great team atmosphere</li></ul>
If you are a detail-oriented, tech-savvy individual with a passion for solving problems and delivering exceptional service, we encourage you to apply for this exciting opportunity!</div></div><div>
Job Type: Full-time</div><div>
Benefits:<ul><li>
Dental insurance</li><li>
Health insurance</li><li>
Paid time off</li><li>
Vision insurance</li></ul></div></div>

Fire Alarm and Security Systems Support Coordinator

Explore 63+ Executive scheduling coordinator remote in Irvine this April. Find roles across top companies and apply now to boost your career.