What are the responsibilities and job description for the Executive Assistant position at 21st Century Care Solutions?
Who We AreWe 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 RoleWe’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 ResponsibilitiesExecutive Support:Manage calendars (court dates, staff meetings, client appointments)Register for and coordinate webinars, trainings, and conferences Monitor email; prepare documents and presentationsCoordinate travelTrack licenses, certifications, and CEUsLiaise with IT vendors; maintain technology inventoryProvide basic tech support (including on-site troubleshooting)Update and create office protocolsClient Coordination:Assist with deposits, account documentation, and scheduling bank and client appointmentsConduct client intake callsPrepare contracts and service agreementsOffice Administration:Backup phones, mail, and supply managementSchedule and prepare agendas for staff meetings; take and distribute minutesFormat and proof documents accuratelyQualificationsEducation: Associate’s degree required; Bachelor’s preferred or equivalent experienceExperience: 3 years as an executive assistant or in high-level administrative supportSkills: Exceptional organizational, verbal, and written communication skillsProficiency in Microsoft Office Suite, Dropbox, Adobe Acrobat, LastPass, ZoomFamiliarity with VOIP phone and electronic faxQualities: Discreet, reliable, adaptable, and capable of handling confidential mattersPhysical & Logistical RequirementsAble to sit or stand at a workstation for most of the workdayWilling to undergo a hiring background checkOccasionally 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 StyleMeticulous attention to detail and commitment to accuracyAbility to verify own work and review others’ work to minimize errorsExcellent phone etiquette – everyone in the office answers phonesProactive, responsible, and punctual with high standards of integrityFlexible and thrives in a dynamic, fast-paced small office environmentComfortable working collaboratively in a moderate-noise settingPreferred: Experience in fiduciary, legal, or elder-care settingsLegal & Compliance NoticesAt-Will Employment: This position is at-will under California lawEqual Opportunity: We comply with FEHA and do not discriminate based on protected characteristicsPrivacy: Personal data handled per CCPA/CPRA requirementsAccommodations: Reasonable accommodations available for applicants with disabilitiesWhy 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.
Salary : $28 - $34