Eastridge Workforce Solutions is a leading provider of workforce management solutions, committed to connecting skilled professionals with meaningful career opportunities. We are hiring an Executive Administrative Assistant to be responsible for organizing and coordinating office administration, managing legal, tax, and insurance duties, and ensuring organizational efficiency. This role provides comprehensive administrative and executive support across various functions.

Key Responsibilities

Legal & Compliance

• Manage city, county, and state form filings, including Statements of Information for corporate and LLC entities.
• Coordinate legal, partnership, and corporate documents with Corporate Legal Counsel.
• Oversee annual renewals for business licenses, permits, and certifications.
• Maintain compliance with property management and asset agreements.
• Review and manage corporate filings, including fictitious business name registrations and Arizona Corporation Commission filings.
• Handle escrow, property purchase, and loan documentation, collaborating with lenders, legal teams, and escrow officers.
• Perform notary public duties as needed.

Tax Management

• Review, approve, and record property tax payments.
• Manage tax appeals and address miscellaneous tax-related issues.
• Organize tax and accounting documents for year-end filing.
• Handle property W-9 form and EIN requests.

Insurance Administration

• Manage renewals for property, liability, auto, umbrella, and Workers' Compensation insurance policies.
• Maintain tenant general liability insurance records.
• Oversee general liability property insurance claims.

Office Operations & Administration

• Lead overall office administration, ensuring smooth day-to-day operations.
• Manage office maintenance, repairs, equipment, services, and purchasing.
• Maintain authorized purchasing accounts (e.g., Home Depot, Wells Fargo, gas cards).
• Oversee office supply and inventory management.
• Research and compare office equipment and service providers.
• Build and maintain vendor relationships, including contract negotiation and issue resolution.
• Approve invoices related to office services and purchasing.
• Supervise office appearance, organization, and cleanliness.

Communications & IT Coordination

• Act as a backup phone system operator and respond to inquiries.
• Develop and maintain office systems, record-keeping, and filing structures.
• Maintain company vehicle registrations and insurance records.
• Operate the corporate database, handling data input, document uploads, and reporting.
• Coordinate company communications, notices, and letters to clients, vendors, and tenants.
• Serve as a liaison between tenants, vendors, government agencies, and company executives.
• Manage IT-related issues and vendor coordination for corporate office equipment.

Board & Executive Support

• Handle logistics, documentation, and requirements for board meetings.
• Serve as a primary point of contact in the CEO’s absence.
• Provide backup support to other office staff as needed.

Other Duties

• Assist with marketing coordination and advertisement creation.
• Prepare and process financial documents, including check stuffing.
• Perform additional tasks as assigned.

Qualifications

Education & Certifications

• Minimum: High School Diploma or GED
• Preferred: Associate or Bachelor’s degree
• Valid driver’s license required

Experience

• 5–10 years of experience in office management, legal documentation, and insurance renewals
• Preferred: Experience as a legal secretary

Skills & Competencies

• Strong analytical and problem-solving abilities
• Excellent communication (oral and written) and interpersonal skills
• Ability to handle confidential information with discretion
• Effective planning, organization, and time management
• Proficiency in Microsoft Office Suite and office management software
• Ability to adapt to changing work environments and prioritize tasks efficiently
• Strong customer service and teamwork orientation

Physical & Work Environment Requirements

• Standard office setting with moderate noise levels
• Ability to sit, use hands, reach, and talk/hear regularly
• Occasionally lift/move up to 25 pounds
• Use of computers, phones, photocopiers, filing cabinets, and fax machines

Benefits

• Medical, Dental & 401K

Eastridge Workforce Solutions is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We celebrate diversity and are committed to creating an inclusive environment for all employees. Please note that Eastridge is unable to provide visa sponsorship to applicants.

Certain clients require Eastridge to perform background checks and Eastridge will consider qualified applicants with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

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