Overview
Executive Administrative Assistant Jobs in Livermore, CA at SMW 104 Federal Credit Union
Position Overview:
As a Virtual Assistant for Fortress and Flourish, you will play a vital behind-the-scenes role in supporting our HR consulting team and ensuring smooth daily operations. You’ll be responsible for providing high-quality administrative, scheduling, document management, and communication support. This role requires strong organizational skills, discretion with confidential information, and the ability to manage multiple tasks in a virtual environment with minimal supervision. Your work will help our consultants focus on delivering outstanding results for our clients.
Key Responsibilities:
Administrative Support
Manage calendars, schedule meetings, and coordinate logistics for internal and client-facing calls.
Prepare, proofread, and format documents, presentations, and reports.
Organize digital files, templates, and records in shared systems (e.g., Google Workspace, Sharepoint, etc.), both our systems and client’s systems.
Track action items from meetings as needed.
Client & Team Communication
Support communication with clients and team members via email and project management tools (e.g., Asana).
Draft and send routine client communications, following templates and brand voice guidelines.
With the Operations Manager, maintain an organized system for tracking client deliverables and internal deadlines.
HR Support Tasks
Assist with onboarding/offboarding processes, form creation, and policy formatting.
Conduct light research for HR projects or training topics as directed.
Support document preparation for job descriptions, policies, and handbooks based on provided content.
Process & Systems Coordination
Keep internal systems and templates up to date (e.g., CRM, Asana, Google Drive).
Assist with time tracking, invoice prep, and coordination with finance tools as needed.
Identify opportunities to improve internal workflows and document processes for team use.
Qualifications:
2+ years of experience as a Virtual Assistant or in a similar administrative role.
Highly organized, detail-oriented, and proactive in managing tasks and solving problems.
Strong written and verbal communication skills.
Tech-savvy and comfortable with tools like Google Workspace, Zoom, Dropbox, Slack, Sharepoint, and Asana (or willing to learn).
Familiarity with clerical tasks such as filing, organizing documents, and basic proofreading is essential.
Ability to maintain confidentiality and use discretion with sensitive information.
Availability during standard business hours in the Pacific Time Zone.
Experience working in or with HR, consulting, or client service environments is a plus
Bilingual candidates are highly desirable to assist with diverse clientele.
Ability to work independently while managing time effectively in a remote setting.
Work Environment & Physical Requirements:
Must have a reliable internet connection and home office setup.
Ability to sit and work at a computer for extended periods.
Comfort participating in video meetings and communicating virtually throughout the day.
Job Type: Contract
Pay: $30.00 – $45.00 per hour
Expected hours: 5 – 15 per week
Schedule:
Monday to Friday
No weekends
Work Location: Remote
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Title: Executive Administrative Assistant
Company: SMW 104 Federal Credit Union
Location: Livermore, CA
