Benefits:
Bonus based on performance
Company parties
Competitive salary
Dental insurance
Free food & snacks
Health insurance
Paid time off
Who We Are We are a well-established fiduciary and care management company with over 15 years of service, experiencing rapid growth. Our team provides compassionate and professional support to elders and individuals with special needs through Trust and Estate Administration, Financial and Health Care Powers of Attorney, Conservatorships, and Care Management.
Our office environment is informal yet impeccably professional. While the work is fast-paced and demanding, we value autonomy and offer flexibility for self-directed employees to manage their workload with minimal stress. We are a HIPAA-compliant workplace committed to confidentiality and integrity.
About the Role
We’re seeking a proactive, detail-oriented Executive Assistant to keep operations running smoothly across legal, financial, and client-care services. This role requires discretion, adaptability, and strong organizational skills in a fast-paced environment.
Key Responsibilities
Executive Support:
Manage calendars (court dates, staff meetings, client appointments)
Register for and coordinate webinars, trainings, and conferences
Monitor email; prepare documents and presentations
Coordinate travel
Track licenses, certifications, and CEUs
Liaise with IT vendors; maintain technology inventory
Provide basic tech support (including on-site troubleshooting)
Update and create office protocols
Client Coordination:
Assist with deposits, account documentation, and scheduling bank and client appointments
Conduct client intake calls
Prepare contracts and service agreements
Office Administration:
Backup phones, mail, and supply management
Schedule and prepare agendas for staff meetings; take and distribute minutes
Format and proof documents accurately
Qualifications
Education: Associate’s degree required; Bachelor’s preferred or equivalent experience
Experience: 3+ years as an executive assistant or in high-level administrative support
Skills:
Exceptional organizational, verbal, and written communication skills
Proficiency in Microsoft Office Suite, Dropbox, Adobe Acrobat, LastPass, Zoom
Familiarity with VOIP phone and electronic fax
Qualities: Discreet, reliable, adaptable, and capable of handling confidential matters
Physical & Logistical Requirements
Able to sit or stand at a workstation for most of the workday
Willing to undergo a hiring background check
Occasionally lift and move boxes/packages up to 25 lbs (standard office materials)
Occasional driving as needed required. Valid CA driver’s license, auto insurance, personal vehicle, and a clean driving record are required. We will fully reimburse work-related vehicle expenses (e.g., IRS mileage rate) per California Labor Code §2802.
Soft Skills & Work Style
Meticulous attention to detail and commitment to accuracy
Ability to verify own work and review others’ work to minimize errors
Excellent phone etiquette – everyone in the office answers phones
Proactive, responsible, and punctual with high standards of integrity
Flexible and thrives in a dynamic, fast-paced small office environment
Comfortable working collaboratively in a moderate-noise setting
Preferred: Experience in fiduciary, legal, or elder-care settings
Legal & Compliance Notices
At-Will Employment: This position is at-will under California law
Equal Opportunity: We comply with FEHA and do not discriminate based on protected characteristics
Privacy: Personal data handled per CCPA/CPRA requirements
Accommodations: Reasonable accommodations available for applicants with disabilities
Why Join Us?
Be part of a compassionate, high-performing team dedicated to client care. If you thrive in a fast-paced environment and value meaningful work, we’d love to meet you.
Apply Today: Submit your resume and cover letter. Following the review of your resume, completion of the online assessment is a mandatory step in order to proceed further in the selection process.
This role also offers growth opportunities.
This is an in-office position and is full-time (30-40 hrs. per week). Hours are between 9AM and 5PM.
$28-34/hr. to start DOE (re-evaluation after 90-day introductory period). We’re Hiring Immediately – Be Part of Our Team!
Office located in Oakland. Local applicants only. No relocation assistance offered.