132 Administrative Staff jobs in Baldwin Park

 Administrative Assistants duties are tailored to the needs of the team or individual they assist, so the roles and responsibilities of Administrative Assistants can vary.

Common duties you may include in your job description are:

• Answering phones and greeting visitors
• Scheduling appointments and maintaining calendars
• Collecting and distributing mail
• Preparing communications such as memos, emails, invoices or reports
• Writing and editing letters, reports and instructional documents
• Creating and maintaining electronic and physical filing systems
• Managing accounts and performing basic bookkeeping
• Performing data entry and analysis
• Assisting with event planning and coordination
• Ordering and maintaining office supplies
• Processing expense reports
• Managing travel arrangements
• Decision-making skills to work autonomously and manage specific tasks
• Communication and collaboration skills to support personnel, management and clients
• Organizational skills to maintain order and ensure executives attend appointments and meet deadlines
• Writing skills to ensure emails, letters, documents and social media posts uphold the brand identity
• Familiarity with data entry software, such as Excel, Sheets or Typeform
• Proficiency in office software (Microsoft Office, Google Suite)
• Calendar and schedule management skills
• Knowledge of office procedures and equipment
• Familiarity with customer service principles
• Ability to handle confidential information responsibly

One Federal Solution is seeking an Administrative Specialist (Analyst/Registrar). The Administrative Specialist will provide vital support in managing the PIV card credentialing process, ensuring compliance with security protocols, and maintaining high standards of customer service. This role requires attention to detail, strong organizational skills, and the ability to communicate professionally with government personnel.

Administrative Specialist Key Responsibilities:

• Enter data accurately into various systems related to PIV card processing.
• Activate security-compliant PIV cards following established protocols.
• Run and review reports to monitor PIV card activities and expiration dates.
• Take up-to-date photographs of PIV cardholders for identification purposes.
• Assist with tracking expiration and recertification deadlines for PIV cards.
• Order fingerprints as required for credentialing processes.
• Print PIV cards for identified individuals as part of the processing workflow.
• Review reports, emails, and other data sources for PIV card-specific information, such as expiration dates.
• Schedule appointments for PIV card issuance, fingerprinting, photography, and related services.
• Troubleshoot and resolve issues, including misrouted PIV cards and other discrepancies.
• Collaborate with local National Park Service (NPS) Building Management staff to facilitate physical building access using PIV cards.
• Communicate clearly and professionally, providing high-quality customer service when interacting with government personnel.

• Must be at least 18 years of age or older.
• Must be legally authorized to work in the United States.
• Proficient in computer applications, preferably Microsoft Office Word, Access, and PowerPoint.
• Minimum of 2 years of experience performing administrative tasks.

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. City of Hope's growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix. Our dedicated and compassionate employees are driven by a common mission: To deliver the cures of tomorrow to the people who need them today.

We have an exciting opportunity to join the Duarte team at City of Hope National Medical Center for a 12-month rotational project-based fellowship shaping future healthcare leaders. The Administrative Fellow will work with leadership and staff throughout the organization to advance our mission.

Position Summary:

Performs a variety of business support functions to support the planning, decision-making, and implementation projects for Administration.Plans and implements projects with upper management support.Participates in rotations throughout all departments as part of the educational experience of the fellowship.

City of Hope Careers Application

Please apply directly onto the City of Hope careers site, and submit the following 7 documents in one combined PDF (*Must be under 10 MB*): Please label your PDF firstname_lastname_COHAdminFellowship

• Current resume
• Personal Statement (two-page max, double spaced)
• Address why you are interested in an administrative fellowship and specifically why at City of Hope
• Short Essay (300 words max)
• Choose one of the following prompts:
• Tell us about your proudest moment. What was the situation and what did you learn about yourself?
• Describe a time you received critical feedback. How did you handle it, and how did it influence your growth?
• What is an important value to you & tell us a story about where you demonstrated that value?
• Three letters of recommendation (at least one professional and one academic)
• Graduate school transcript

As a successful candidate, you will:

• Develop financial models to assist in administrative decision-making.
• Compile and analyze data in various forms to support decision-making.
• Develop business plans to guide the process of new program development: complete market assessment, assess community need, develop financial and operations proforma.
• Develop/change policies and procedures to support changes in federal regulation guidelines, or operational processes.
• Be responsible for recruitment of Administrative Fellows.

Qualifications

Your qualifications should include:

• Master's degree (MHA, MBA, MPH, or any relevant degree)
• 1-2 years of healthcare-related experience
• Strongability to communicate in a clear, pleasant, and understandable manner with all levels of employees and outside agencies.

Selection Process

The selection process involves three phases.

• Phase One: A select group of candidates will be contacted for phone interviews.
• Phase Two: Final candidates will be invited to participate in on-site interviews with members of the executive team.
• Phase Three: Offers will be extended.

Additional Information:

• Job Status: Full time, exempt
• Salary $99,410

City of Hope employees pay is based on the following criteria: work experience, qualifications, and work location.

City of Hope is an equal opportunity employer.

To learn more about our Comprehensive Benefits, please CLICK HERE.

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.

About Us

Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients' legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world's major financial centers.

The Opportunity

We are seeking an Administrative Specialist to join our Firm in our Los Angeles office. This hybrid, non-exempt position handles diversified administrative duties and works closely with the Office Administrative Director and in collaboration with the Los Angeles Management Team department heads, Business Services Professionals, and Attorneys on a wide range of projects. Assists in designated administrative details using initiative to increase efficiencies and maximize quality of technical resources and operational matters. Handles the primary responsibilities for all office wide events and assists with the planning and coordination. Assists the Wellness Program for the Los Angeles Office and works in collaboration with the Office Administrative Director and Attorney Recruiting and Development Administrator on the annual program. The position requires advanced technological skills, which are utilized skillfully in performing assigned tasks and coordinating information. Proposes and assists with initiatives related to the evolving work environment and employee engagement.

• Electronic Communication, Publishing and Information Retrieval Skills: Effectively utilizes technology including the Microsoft Office Suite (advanced Word, PowerPoint, Excel (pivot tables, charts and calculations) and Microsoft Outlook). Skilled in various applications, including Chrome River (Accounts Payable), Aderant (Finance), SRM, Photo Editing Software, Publisher, Paint, Adobe Acrobat and advanced PDF skills. Utilizes graphics skills to assist with design and produce in-house marketing materials and brochures. Understanding and ability to create surveys utilizing the Firm's survey software tool. Screens telephone calls, incoming mail, publications, legal documents and other correspondence. Application of effective communication, publishing and electronic skills. Advanced skills regarding processing usage statistics for the intranet, as well as coordinating the oversight, updates and maintenance of the LAO intranet page. Understands database structure, access and reporting capabilities. Effectively utilizes on-line document management systems to set-up and maintain administrative files and records.
• Assists with security related aspects of the operation, including assisting the Office Administrative Director and the department heads with the Business Continuity Plan.
• Event Planning - Primary point person for researching and coordinating internal office events. Collaborates with department heads on other events and works closely with the Catering Manager on catering needs, concepts and décor.
• Primary liaison with building management team and assists with the certificate of insurance requirements. Collaborates with Office Administrative Director regarding budget and contract requirements. Coordinates all related marketing/graphics for internal office events.
• Ensures all employees complete yearly Fire and Safety Training requirements in accordance with the Fire Department and building security.
• Updates and maintains LAO intranet.
• Reviews and tracks monthly reports of the intranet page usage.
• Responsible for all Crypto.com Arena and Intuit Dome event and ticket allocation and distributes tickets to attorneys and business services professionals, along with coordinating catering requests. Creates analysis of usage data for the Office Administrative Director seasonally.
• Facilities Management Interact (FMI) - Assists with Facility Management, including reporting of facility issues and operation of FMI software. Coordinates with the Support Oversight Senior Manager and Office Services Coordinator to implement and handle on-line service requests through FMI and building work orders through Building Engines.
• Vendors - Collaborate with Office Services Coordinator to maintain relationships with facility vendors and subcontractors. Schedules and oversees maintenance issues, as needed. Tracks expiration of contracts in Contracts database and works with the Office Administrative Director and department head regarding contract preparation and updates.
• Space Planning - Assists Office Administrative Director with space planning matters, materials, and reports.
• Asset Allocation - Coordinates the asset allocation tracking in collaboration with the Office Administrative Director, and the Accounting Manager.
• Art Inventory - Develops, coordinates, and tracks the art inventory and maintains catalog of photographs of the artwork. Handles art transport, as necessary.
• Technology/Security - Assists Technology and Security by keeping up-to-date on security procedures, editing handbooks, graphics for signs and Floor Warden, CPR and First Aid duties. Collaborates with the Senior Security Manager and Building Security to maintain and track employee badges.
• Marketing - Assists Marketing Department by completing follow-through with business development sponsorship and coordination of tribute ads through the New York marketing department. Obtains attorney approval of tribute ads and completes submission to organization.
• Administrative - Prepares and maintains administrative expense reports as applicable. Coordinates arrangements for meetings, travel, conference rooms and conference calls. Understands how to effectively utilize the AV equipment in conference rooms and coordinate specific technical resources. Performs administrative functions of scanning, photocopying, proofreading, working group lists and filing associated with administrative work product. Maintains client and administrative contact requiring discretion and confidentiality.
• Responsible for quarterly carbon data collection from Building Management and Accounts Payable, maintaining sustainability tracking spreadsheet for NYO.
• Has knowledge of attorney practice areas, including basic documents, terminology, etc.
• Knowledgeable of Firm resources and shares this information with attorneys and colleagues.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operations, policies and procedures.
• Performs other related duties as assigned.

• Knowledge of Firm operations, policies and procedures
• Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
• Advanced skills in Excel, including Pivot tables, charts and calculations
• Advanced skills in Chrome River, Aderant, SRM, Publisher and Adobe Acrobat
• Advanced PDF skills, including conversion, editing and linking
• Advanced skills such as computer software application, drafting correspondence and accounting tasks
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates close attention to detail
• Ability to handle multiple projects and shifting priorities
• Ability to handle sensitive matters and maintain confidentiality
• Ability to organize and prioritize work
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

• Bachelor's degree.
• Minimum of ten years administrative related work experience.

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

We are seeking a motivated, passionate, kind, collaborative, hard-working team player who excels at multi-tasking and patient care to join our team. Our staff and clinicians are team-oriented, positive, inclusive, and collaborative. We value the contributions of every team member.

Fusion Wellness & Femina Physical Therapy is a multi-location physical therapy and integrative wellness practice focused on pelvic health and orthopedic conditions utilizing a total body approach. We are a driven team of physical therapists, trauma therapist, massage therapists, and a certified pilates instructor. Our physical therapists have a diverse background of experience including chronic pain management, pelvic health, sports medicine, lymphedema management, cancer rehabilitation, and post-operative rehabilitation.

TRAVEL BETWEEN CLINICS IS REQUIRED. THIS POSITION IS FOR OUR BEVERLY HILLS AND SHERMAN OAKS LOCATION

Prior experience is not mandatory, but an interest in human anatomy and rehabilitation is preferred. This is a part-time position.

As an administrative assistant/ rehabilitation aid in our clinic, your duties will include but are not limited to:

Greet patients

Schedule appointments, collect payment, answer phone and provide information about services available, prepare and upload new patient registration and intake information, check office voicemail, texts, and front desk emails

Clean and sanitize treatment rooms, treatment equipment, and gym equipment between patients, and assist in keeping the clinic and gym organized and tidy

Assist physical therapists with non-clinical tasks such as preparing cold-packs for patients, modality use and Normatec vasopneumatic compression recovery boots (requires physical ability to lift 50 lbs)

Provide assistance to owner and supervisor as needed

Provide in-office support for offices Sherman Oaks.

*PLEASE ATTACH AN OFFICIAL RESUME AND NOT THE INDEED AUTO-GENERATED VERSION AS WE WOULD NEED YOUR CONTACT INFORMATION. Having only an Indeed auto-generated resume may result in an automatic rejection.

Focused on employment and labor law since 1958, Jackson Lewis P.C.'s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients' goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® "Best Law Firms".

Office Administrator (OA) Job Summary

Work directly with the Office Managing Principal (OMP) to provide oversight of daily operations and administration within the office(s). Additionally, work with the Senior Managers of Office Administration, Director of Office Administration, Senior Director of Operations, and various department leaders as needed to drive firm initiatives.

This role will support the following offices: Orange County and Riverside and will be primarily based out of the Orange County office.

Reports to:

Director of Office Administration

Essential Functions

• Office Operations and Management

• Manage day-to-day office operations enabling Office Managing Principal (OMP) to focus on practice and business development. Assist with strategic and tactical initiatives.

• Work collaboratively with Office Managing Principal (OMP) oversee day to day office management

• Support and adhere to all firm policies and procedures

• Review office expense reports and office general ledgers on a monthly basis to monitor expenses and track adherence to approved budget

• Directly manage legal secretaries, paralegals, office services and other support staff. Mentor and help develop skills required of these roles.

• Closely monitor paralegal billables hours and partner with Senior Manager of Legal Operations as needed

• Coordinate the annual evaluation and compensation process for staff. Conduct midyear evaluations and interim evaluations for new support staff. Assist as needed with the attorney evaluation process.

• Administration responsibilities including:

• Recruitment of all staff positions.

• Onboarding, orientation and training of staff as well as assisting with onboarding of attorneys.

• Off-boarding of terminated employees

• Manage office workflow, assess workloads and manage staff assignments.

• Monitor staff attendance, vacations, and other absences/leaves from the office.

• Perform timely approval of timecards and monitor all office overtime.

• Coordinate leaves of absence with HR team.

• Oversee mail/supply operation for optimum efficiency.

• Identify staff training opportunities/needs and coordinate logistics of those trainings with internal department leaders

• Perform other administrative duties as assigned

• Business Services Collaboration

• Act as a liaison to IT, Facilities, HR, Marketing and other Business Services departments.

• Prepare capital and operating budgets in conjunction with relevant finance team members.

• Assist with implementation of firmwide initiatives - provide insight and feedback to project teams on strategic initiatives, contributing to successful implementations

• Partner with HR Business Partner as needed to monitor and manage employee relations issues

• Stay current with Firm technology enhancements/upgrades to act as primary office escalation point of contact.

• Partner with Facilities on office renovations, relocations, and maintenance

• Support local Marketing events and Marketing/Business Development Manager

• Minimum 8-10 years of law firm administration and/or relevant management experience.

• Strong management skills with prior direct supervisory responsibility.

• Excellent oral and written communications skills.

• Comfort communicating at all levels of an organization.

• Strong relationship management skills.

• Well-developed and professional interpersonal skills.

• Ability to travel to offices when required.

• Ability to manage staff effectively across multiple locations.

• Ability to work in a fast-paced environment and adapt to changes.

• Innovative and creative in approaching the administrative office functions.

• Highly detail oriented and ability to multi-task.

• Proficient in Microsoft Office Suite (Outlook, Work, Excel, PowerPoint).

• Basic knowledge of finances and accounting.

• Prior experience working in a law firm desired.

• Skilled in NetDocs document management a plus.

• Undergraduate degree required, advanced degree preferred