84 Administrative Staff jobs in Sacramento

Job Description

Description:

Westamerica is among the largest commercial banks headquartered in California. We are looking for outstanding people to join our winning team. We reached our current strength because our employees, customers, and shareholders believe in the same fundamental goals: Delivering a wide variety of financial services with a superior customer service guarantee.

Weekly Working Hours: 40

As Trust Administrative Assistant, under general managerial supervision, will assist the Trust Officer & Manager in the administration of assigned accounts and in communications with outside professionals and other contacts.

Duties would include (but are not limited to):

• Provide customer service to the Trust & Investment Department clients, answers phone calls, respond to direct requests for information and/or forward messages to appropriate staff
• Daily processing of disbursements, receipts and other ledger / fiduciary activity.
• Sort & distribute incoming & outgoing mail
• Prepare, maintain and update client files, records and/ or other documents in accordance to Department’s policy & procedure
• Assist with preparation for monthly review meetings and annual audits.
• Participate in special projects including yearly tax season and performs other job related duties as requested.

Experience & Qualification:

• General computer skills to include Microsoft Word, Excel & Outlook
• Strong time management skills and ability to multi-task and prioritize work
• Strong organizational/ planning skills with attention to detail
• Motivated self-starter with a willingness to learn
• Work well independently but also a team player
• Bilingual/ Spanish preferred

Qualifications:

• 2+ years work experience as a receptionist, administrative assistant, or great work longevity in customer service.
• Familiarity with Word, Excel, and Outlook.
• Bonus: If you have work experience at a bank or financial services

EOE

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Job Description

BROKERAGE ADMINISTRATOR  

Location: Roseville, Sacramento, CA

Full-Time / Non-Exempt 

Reports To: Operations Manager 

Direct Reporting Relationships: None 

Salary Range: $28.50 per hour

About the Company:  

Founded in 1971, Marcus & Millichap (NYSE: MMI) is a leading commercial real estate brokerage firm focusing exclusively on investment sales, financing, research, and advisory services, with nearly 1,700 investment sales and financing professionals in 80+ offices throughout the United States and Canada. 

Our mission is to help our clients create and preserve wealth by providing the best real estate investment sales, financing, research, and advisory services available. 

Marcus & Millichap closes more transactions than any other real estate investment brokerage firm in the nation. In 2024, the firm closed 7,836 transactions with a sales volume of approximately $9 billion. 

General Summary:  

The Brokerage Administrator provides a broad range of administrative assistance to Sales Agents and the Operations Manager.  This role is responsible for expediting all transactional work relating to the listing and sales of commercial real estate, training of new Agents and other personnel on company applications and software programs, as well as the performing of various administrative and marketing tasks related to the commercial real estate brokerage.  

• Process new listings, including proofing and editing marketing packages for superior quality and use of grammar.  
• Assist the Operations Manager in the processing of sold and closed transactions when necessary.   
• Keep up to date with the various software, company applications, and policies or procedures that pertain specifically to Agents and Assistants, while continuing to identify opportunities to conduct training sessions when necessary. 
• Create high quality marketing materials for agents, such as postcards and flyers. 
• Copy, scan, and create proposal bindings and print jobs for agents. 
• Share the telephone and front desk responsibilities with the other support staff. 
• Assist with the stocking of supplies, maintaining copiers and other office machines in working condition, and general problem solving. 

• Two (2) years of administrative experience. 
• High School diploma. 
• Strong knowledge of Microsoft (MS) Office required: Word, Excel, PowerPoint, and Outlook.   
• Candidates with marketing experience would be preferred, but not required.
• Strong editing and proofreading skills. 
• Typing skills of forty-five (45) words per minute (WPM). 
• A polished, professional appearance and demeanor 
• Top-notch phone manner. 
• Reliable, punctual, and professional.   
• Friendly, upbeat personality with a can-do attitude. 
• A strong desire to learn and progress within the company 
• Eagerness to learn new software applications and technical remedies for keeping office computer systems updated. 
• Previous real estate experience is helpful. 
• Background in a banking, finance, or legal office environment preferred. 
• Knowledge of Adobe InDesign is a strong plus. 

The anticipated salary for candidates who will work in Sacramento, CA is $28.50 per hour. The final salary o fered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the industry, education, etc.  Marcus & Millichap is a multi-state employer, and this salary range may not reflect positions that work in other states. 

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. 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.

• Manage and maintain complex and dynamic calendars for multiple executives, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and arrange domestic and international travel, including flights, accommodations, and ground transportation.
• Prepare and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Screen and prioritize incoming communications, including emails and phone calls, directing them appropriately.
• Organize and manage logistics for meetings, conferences, and events, including venue booking, catering, and material preparation.
• Maintain confidential files and records with utmost discretion.
• Conduct research and gather information as needed for special projects and reports.
• Serve as a primary point of contact for internal and external stakeholders, building positive relationships.
• Assist with expense reporting and budget tracking for executive-related activities.
• Anticipate the needs of the executives and proactively address potential issues.
• Handle ad-hoc administrative tasks and special projects as assigned.

• Bachelor's degree in Business Administration, Communications, or a related field, or equivalent experience.
• Minimum of 5 years of experience providing high-level administrative support to senior executives, preferably in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills, with a keen eye for grammar and detail.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Experience with travel coordination and expense management systems.
• Professional demeanor and strong interpersonal skills.
• Proactive and resourceful problem-solver with a positive attitude.
• Ability to adapt to changing priorities and work effectively in a hybrid office environment.
• Must be based in or able to commute to the Sacramento, California, US area for required in-office days.

• Manage and coordinate executive calendars, ensuring efficient scheduling.
• Arrange complex domestic and international travel logistics.
• Prepare, edit, and proofread correspondence, reports, and presentations.
• Screen and direct phone calls and emails, acting as a liaison for executives.
• Coordinate meeting logistics, including room bookings, catering, and material preparation.
• Take accurate minutes during meetings and track action items.
• Manage expense reports and process reimbursements.
• Maintain confidential files and records.
• Assist with special projects as needed.
• Order and manage office supplies.

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience as an Executive Assistant or in a similar administrative role supporting senior-level management.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent organizational, time-management, and multitasking abilities.
• Strong written and verbal communication skills.
• Discretion and experience handling confidential information.
• Ability to work independently and proactively identify needs.
• Experience with travel arrangements and expense reporting.
• Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Professional demeanor and strong interpersonal skills.

• Manage and maintain complex executive calendars, scheduling meetings and appointments.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Screen and prioritize incoming communications, responding independently when appropriate.
• Handle confidential information with the highest level of discretion and professionalism.
• Organize and prepare materials for meetings, take minutes, and track action items.
• Serve as a primary point of contact for internal and external stakeholders.
• Assist with event planning and coordination for executive-level activities.
• Manage office supplies and maintain an organized and efficient office environment.
• Provide general administrative support and other duties as assigned.

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• 3+ years of experience supporting C-level executives or senior management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to multitask, prioritize, and manage competing demands effectively.
• Discretion and a high level of confidentiality are essential.
• Proactive problem-solving abilities and resourcefulness.
• Experience with travel booking and expense reporting.
• Adaptable to a hybrid work environment.