Job Information
Robert Half Executive Assistant in Alameda, California
Description
Job Summary:
The Executive Assistant plays a pivotal role in providing comprehensive administrative, operational, and procedural support to executive leadership. This position assists in implementing projects, events, and contracts, ensuring smooth day-to-day operations for the assigned leader(s).
Class Characteristics:
Requires significant prior experience in professional administrative support.
Responsible for coordinating executive schedules, handling sensitive information, and supporting organizational operations.
Key Responsibilities:
The below duties are illustrative and subject to modifications based on business needs:
Organize and prioritize all administrative support for the Executive Leadership Team (ELT).
Act as a central administrative liaison for key stakeholders to coordinate meetings and events.
Manage and coordinate executive calendars, meetings, and travel arrangements.
Prepare and reconcile expense reports for ELT members.
Serve as a trusted advisor, keeping executives informed of priorities, deadlines, and upcoming responsibilities.
Represent the ELT in interactions with external stakeholders, community partners, agencies, and program participants.
Provide planning and logistical support for meetings and training events, including arranging catering, equipment, and materials.
Prepare professional materials such as correspondence, meeting agendas, minutes, presentations, and reports.
Manage office supplies and coordinate purchasing with administrative associates or vendors.
Recommend process improvements to enhance administrative efficiency.
Maintain accurate records and databases, including contracts, invoices, and study data.
Update and maintain relevant website or media content as required.
Conduct special projects, research, and data analysis to support executive functions.
Maintain confidentiality while managing competing priorities in a fast-paced environment.
Perform additional duties as assigned.
Requirements
Minimum Qualifications:
Experience: Minimum of seven years in an Executive Assistant or comparable senior administrative role within a public or private organization.
Education:
An Associate degree (equivalent to two years of college or 60 semester units) may substitute for two years of required experience.
A Bachelor’s degree may substitute for an additional two years of required experience.
Knowledge, Skills, and Abilities:
Knowledge of:
Administrative practices, including records and file management.
Use of standard office equipment and audiovisual equipment.
Intermediate to advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Office 365). Some familiarity with Access and Publisher is preferred.
Financial record-keeping principles, including processing invoices and contracts.
Event and training logistics is strongly preferred.
Skills and Abilities:
Handle sensitive information with confidentiality.
Adapt flexibly to shifting priorities, maintaining composure and humor under pressure.
Communicate effectively in writing and verbally, producing clear business correspondence and meeting minutes.
Maintain political astuteness in communication with staff, stakeholders, and the public.
Organize and prioritize tasks efficiently under deadlines.
Deliver high-quality customer service in person and over the phone.
Work independently with minimal supervision and collaborate effectively as part of a team.
Pay close attention to detail and maintain accurate records.
Prepare reports, analyze situations, and develop solutions proactively.
This role offers a unique opportunity for a proactive and organized professional to contribute to a dynamic and mission-driven organization.
TalentMatch®
Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
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