Job Openings Administrative Assistant - San Mateo

About the job Administrative Assistant - San Mateo

Help Us Lay the Foundation for Great Frictionless iDeaas (Integrated Document Experience as a Service) platform at

  • $17/hr - $20/hr base pay
  • Full time: 40 hours a week (OT available and welcome)
  • No benefits at the moment so BYOI (Bring Your Own Insurance!)
  • Stock options a possibility for the right candidate

We provide remote and In-person on-demand document execution, notarization, I-9 verifications, document recording and apostille services.

Dealing with documents usually has some level of difficulty and complexity. Whether someone sent you a document to sign or you need someone to sign something, it involves:

  • Locating the right version
  • Printing after avoiding paper jams
  • Preparing a digital envelope
  • Picking up from post office
  • Reviewing and understanding contents
  • Editing and proofing
  • Prepping with sign here stickers
  • Coordinating a notary meeting
  • Delivering to post office
  • Ensuring it meets receiver expectations/requirements

Since 2010, TheBestNotary has been eliminating all the headaches above and many others that would take up this whole ad for our clients in all 50 states and we are now ready for scale.

With a 5 minute online submission, an email, call or text, all our clients have to do is upload a PDF of their documents et voila! Signers are relieved and smile from ear to ear because their appointments are quick, painless, and efficient. Just a few minutes of signing documents or a few clicks on Zoom and they are done!

You will be joining a growing hybrid team of 12 global superheroes who value camaraderie, integrity, teamwork, empathy, accountability and fun!

You can see a quick video breaking down what we do and a screengrab of our entire team here!

Our multicultural crew spans four continents: USA (California and Virginia), Philippines, Kenya, Colombia, and Trinidad & Tobago). Once we close our current round of funding, we will grow to be a much bigger team as we revolutionize the world of document execution.

We are a startup (on third pivot) in a very fast-paced, pre-hyper growth phase so be prepared to change priorities quickly and learn a ton of new skills while enjoying the adrenaline rush of meeting deadlines and dealing with very detail oriented clientele in the tech and legal sector.

At this time, our company is looking to hire an administrative assistant to help us with office tasks, document execution, and providing our clients with white-glove customer service.


  • Overseeing general office operations.
  • Getting mail from the post office at least twice a week.
  • Printing, reviewing, preparing, scanning, and shipping documents.
  • Preparing FedEx Labels, picking up and dropping off documents at FedEx.
  • Updating clients and remote team about the documents received and being sent
  • Creating Loom videos of assembled binders and updates to clients.
  • Purchasing office supplies and equipment when needed.
  • More exciting opportunities as we grow!


  • Current driver's license, a functioning vehicle and a clean driving record.
  • Computer skills: Adobe Acrobat, Google Docs, Windows Folders, Slack, Zoom, Loom, etc.
  • Be proactive and capable of multitasking.
  • Be excited to work within a growing, dynamic team.
  • Detail oriented and organized.
  • Strong communication skills.

Ideal Candidate Preferences:

  • Background working with legal documents.
  • Trauma informed.
  • BIPOC & LGBTQIA+ to the front.
  • Customer service experience.
  • Previous experience in the financial industry/ wealth management.
  • Training as a paralegal or interest in becoming a paralegal.
  • Some college experience or a bachelors degree.
  • A desire to grow professionally.

To help us determine fit please complete this quick video assessment - ** ** so we can get to know what moves you before we meet. If we like your video responses and our entire team votes you into our island, we will reach out to you for an additional conversation.

If you dont hear from us after submitting your responses, please dont be alarmed nor feel sad. It just means that there isnt a fit with us at this time AND you are still amazing. We appreciate that you took the time to read this long AF job description and took the time to apply. We know we are a little verbose but we also really want to make sure youll be happy joining our tribe of trusty, fun-loving spell-weavers. :-)

To assure us that you read this love letter all the way to the end, please mention the word meow during the question that asks about your lifes biggest passion in your best cat voice. (Occasionally we encourage our team members to use cute animal avatars in our frequent Zoom all-hands huddles: once daily and once weekly). We are also building a team Spotify playlist so bring your favorite tunes to your interview to see how they compare to ours!

We cant wait to bring you on board!!

Job Type: Full-time

Pay: $18.00 - $25.00 per hour

COVID-19 considerations:
We strongly prefer that our employees be vaccinated and boosted.