We are looking for a proactive and organized Administrative Assistant to join our team in Irvine, California. This is a Contract-to-permanent position, offering an excellent opportunity to join a growing office environment. The ideal candidate will support daily operations, manage office tasks, and assist with event coordination and vendor relations.<br><br>Responsibilities:<br>• Manage office operations, including ordering supplies and maintaining an organized workspace.<br>• Provide administrative support to other team members, including HR and other departments as needed.<br>• Coordinate vendor relationships to ensure smooth office operations and timely deliveries.<br>• Assist in planning and executing office events and meetings.<br>• Support the team with tasks related to an office relocation, ensuring a seamless transition.<br>• Handle facilities-related tasks, such as addressing maintenance requests and liaising with the facilities manager.<br>• Answer and direct inbound calls professionally and efficiently.<br>• Perform data entry and maintain accurate records to support administrative processes.<br>• Uphold a business-casual office environment and contribute to a positive workplace culture.
<p>Our client, a reputable leader in property management, is seeking a skilled Administrative Assistant to support their team. This position offers the opportunity to work in a fast-paced environment and contribute to the success of residential and commercial property operations.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide administrative support, including calendar management, meeting coordination, and document preparation.</li><li>Serve as a primary point of contact for tenants, vendors, and staff, ensuring timely and professional communication.</li><li>Assist with lease administration, property documentation, and maintenance scheduling.</li><li>Support office procedures such as invoice processing, supply ordering, and record-keeping.</li><li>Maintain accurate files and handle sensitive information with discretion.</li><li>Contribute to special projects and assist management as needed.</li></ul><p><br></p>
<p>Our client, a respected organization in the nonprofit sector, is seeking a detail-oriented Administrative Assistant to join their team. This role presents an excellent opportunity for candidates passionate about contributing to a mission-driven environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide administrative support including calendar management, meeting coordination, and document preparation.</li><li>Serve as the first point of contact for internal and external inquiries, demonstrating professionalism and tact.</li><li>Assist with donor communications, event logistics, and tracking volunteer information.</li><li>Maintain confidential files and handle sensitive information with discretion.</li><li>Support general office operations such as supply ordering, mail distribution, and data entry.</li><li>Contribute to special projects as assigned by leadership, ensuring deadlines and quality standards are met.</li></ul><p><br></p>
<p>Our client in San Diego is seeking a skilled Administrative Assistant to join their busy office environment. This is an excellent opportunity to leverage your organizational strengths and make a real impact on daily business operations.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage calendars, schedule meetings, and coordinate logistics</li><li>Prepare and edit correspondence, reports, and presentations</li><li>Handle incoming calls and emails with professionalism and efficiency</li><li>Maintain filing systems and manage office supplies</li><li>Support team members and leadership with special projects as needed</li><li>Accurately enter data and ensure confidentiality of documents</li><li>Perform general office duties to ensure smooth workflow</li></ul><p><br></p>
We are looking for an organized and detail-oriented Administrative Assistant to join our team on a contract basis in San Diego, California. This role involves supporting daily office operations and ensuring tasks are completed efficiently and accurately. The ideal candidate will excel in multitasking and thrive in a fast-paced environment.<br><br>Responsibilities:<br>• Assist with assembling and organizing office equipment, including mail carts, to support operational needs.<br>• Manage incoming and outgoing calls, providing attentive and courteous communication.<br>• Perform accurate data entry tasks to maintain organized and up-to-date records.<br>• Respond to emails promptly and ensure effective correspondence with clients and colleagues.<br>• Schedule appointments and maintain calendars to optimize workflow.<br>• Utilize Microsoft Office Suite, including Excel, Outlook, PowerPoint, and Word, to complete various administrative tasks.<br>• Deliver excellent customer service to both internal teams and external contacts.<br>• Collaborate with team members to ensure deadlines are met and objectives are achieved.
<p>Our client, a leader in the property management sector, is seeking an experienced Senior Administrative Assistant to support their dynamic team. This position offers the opportunity to work alongside industry professionals and showcase your organizational expertise in a fast-paced environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide executive-level support, including complex calendar management, meeting preparation, and travel coordination.</li><li>Act as a liaison between management, tenants, vendors, and stakeholders with professionalism and confidentiality.</li><li>Prepare and maintain reports, contracts, lease documents, and property records.</li><li>Assist with property-related communications, scheduling inspections, and coordinating maintenance requests.</li><li>Oversee general office operations, including supply management, invoice processing, and correspondence.</li><li>Support special projects and events as directed by leadership.</li></ul><p><br></p>
<p>An established <strong>engineering and construction company</strong> in <strong>San Marcos</strong> is seeking a professional <strong>Administrative Assistant</strong> to provide day-to-day office and project support. This position is ideal for someone who enjoys working in a structured, team-oriented environment and takes pride in maintaining accuracy and efficiency.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Support multiple managers with scheduling, correspondence, and document preparation.</li><li>Draft and edit reports, letters, and meeting notes.</li><li>Answer incoming calls and greet office visitors with professionalism.</li><li>Manage vendor invoices, purchase orders, and basic data entry in accounting systems.</li><li>Maintain filing systems for contracts, project plans, and compliance records.</li><li>Order office supplies and coordinate maintenance of office equipment.</li><li>Assist with onboarding new employees and coordinating internal meetings.</li><li>Track project deadlines and prepare materials for team presentations.</li></ul><p><br></p>
<p>Robert Half is partnering with an innovative client in the biotech industry to find a highly organized and dynamic Administrative Assistant to support their team. If you thrive in a fast-paced environment, excel at multitasking, and enjoy helping teams run smoothly, this could be the perfect opportunity for you!</p><p><br></p><p><strong>Responsibilities</strong></p><ul><li>Coordinate and manage daily office operations, including scheduling meetings, maintaining calendars, and arranging travel logistics.</li><li>Prepare reports, presentations, and other documents with a high level of accuracy.</li><li>Act as the central communication hub for staff at all levels, ensuring clear and efficient internal and external correspondence.</li><li>Manage and maintain filing systems, both physical and digital.</li><li>Assist with project tracking and providing support to cross-functional teams as needed.</li><li>Provide logistical and administrative support for events or departmental initiatives.</li></ul><p><br></p>
Robert Half is currently hiring a Senior Administrative Assistant to provide advanced administrative support to senior executives or managers within a fast-paced and dynamic organization. This professional will play a critical role in managing schedules, coordinating projects, and ensuring seamless communication across multiple departments, while handling confidential information with utmost discretion. The ideal candidate will be experienced, highly organized, and adaptable to a variety of tasks and challenges. <br> Key Responsibilities Provide high-level administrative support to senior executives or department heads, including calendar management, travel arrangements, and meeting coordination. Prepare and edit documents, presentations, and reports that align with organizational standards. Handle incoming communication (email, phone calls, etc.), acting as a liaison between executives and key stakeholders. Track and prioritize tasks, monitor deadlines, and follow up on action items to ensure projects are completed on time. Organize and manage documents, files, and data systems to ensure access to accurate and up-to-date information. Plan and execute company events, team meetings, or special projects as requested. Conduct research and compile data to support planning, decision-making, and project initiatives. Mentor entry level administrative staff or coordinate teamwork across the administrative team.
<p>Our client is seeking a highly professional Senior Administrative Assistant to support executives and senior leadership with advanced administrative tasks, organization, and operations management. The ideal candidate has extensive experience in high-level administrative work, possesses exceptional organizational and time-management skills, and is comfortable handling sensitive and confidential information. This role offers a unique opportunity to work closely with decision-makers and play an integral part in the success of the organization.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide executive-level administrative support, including managing complex calendars, coordinating meetings, and arranging travel logistics.</li><li>Serve as the primary contact for internal and external communications on behalf of executives, ensuring professionalism and accuracy.</li><li>Prepare, organize, and manage high-level reports, presentations, correspondence, and other documents with precision.</li><li>Act as a gatekeeper for executives, prioritizing tasks and scheduling to ensure efficient operations.</li><li>Organize and support company meetings and events, including handling logistics, materials preparation, and follow-ups.</li><li>Manage deadlines and assist with project coordination to ensure deliverables are met in a timely manner.</li><li>Handle confidential and high-priority information with discretion and integrity.</li><li>Maintain office efficiency by keeping records, filing systems, and communication channels organized.</li><li>Collaborate with other administrative staff to provide seamless operational support.</li><li>Proactively identify efficiencies and improvements in administrative processes.</li></ul><p><br></p>
<p>Our client in San Diego, CA is seeking a talented Sr. Administrative Assistant to support executive leaders and ensure daily business operations run smoothly. This is an excellent opportunity to leverage your advanced organizational, communication, and problem-solving skills in a dynamic and collaborative environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide executive-level administrative support, including managing complex calendars, coordinating travel arrangements, and preparing detailed reports and presentations.</li><li>Serve as a liaison between executives, internal teams, and external contacts.</li><li>Organize meetings, create agendas, record and distribute meeting minutes, and follow up on action items.</li><li>Maintain discretion when handling confidential information.</li><li>Assist in the management of special projects, events, and other assignments as needed.</li><li>Oversee office processes and recommend improvements for greater efficiency.</li><li>Conduct research, prepare documents, and monitor deadlines to ensure objectives are met.</li></ul>
<p>Are you an organized, personable multitasker who thrives in a busy office environment? Do you enjoy being the “go-to” person who keeps things running smoothly behind the scenes? Our client, a well-respected <strong>property management and real estate services company</strong> located in Oceanside, is seeking an <strong>Administrative Assistant</strong> to join their growing team. This company manages a diverse portfolio of residential and commercial properties across North County San Diego and prides itself on providing exceptional service to both tenants and property owners. The Administrative Assistant will serve as the backbone of the office—handling day-to-day operations, supporting property managers, and ensuring communication flows seamlessly between clients, </p><p>vendors, and maintenance teams.</p><p><br></p><p>This is a great opportunity for someone who enjoys variety in their day and takes pride in organization, efficiency, and customer service. You’ll be part of a friendly, close-knit office that values teamwork, professional growth, and work-life balance.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Serve as the first point of contact for tenants, owners, and vendors—answering phones, emails, and walk-ins with a professional and positive attitude.</li><li>Prepare and process lease agreements, renewals, vendor contracts, and maintenance requests.</li><li>Maintain accurate records of property information, rent payments, and correspondence using <strong>Yardi Voyager</strong>.</li><li>Coordinate property inspections, schedule maintenance, and track service requests.</li><li>Support the property management team with document filing, invoice processing, and tenant communication.</li><li>Organize office supplies, maintain records, and assist with monthly reporting.</li><li>Handle special administrative projects assigned by management to improve office efficiency and tenant experience.</li></ul>
<p>*** This role can sit in LOS ANGELES (DOWNTOWN) or ORANGE COUNTY (IRVINE) or SAN DIEGO (DOWNTOWN) ***</p><p><br></p><p>A state-wide law firm with over 100 attorneys and offices in San Francisco, San Diego, Ventura County, and Costa Mesa is seeking a Legal Administrative Assistant (Legal Secretary).</p><p> </p><p>The San Diego office has 8 attorneys, 2 legal assistants, 1 paralegal, 1 receptionists/admin, 1 office services clerk/IT clerk, and 1 part time file clerk. This firm is like a boutique firm within a regional firm: great resources but intimate team.</p><p> </p><p><strong><u>Responsibilities of Role</u>: </strong></p><p>Very busy desk: civil litigation, including labor & employment and business law. Must be familiar with:</p><ul><li>trial prep</li><li>litigation calendaring (no docket clerk)</li><li>TOA/TOCs</li><li>eFiling (60% state, 40% federal, occasional appellate – but the latter is not a deal breaker)</li><li>discovery shells (from macros)</li><li>redlining legal documents</li></ul><p>Fluency in the following software is helpful: CompuLaw for calendaring, Best Authority for TOA/TOCs, iManage for document management, and Adobe for bate stamping.</p><p> </p><p><strong><u>Perks of Firm</u></strong>:</p><p>· Firm has an in-house trainer who helps get people set up</p><p>· Laid back environment</p><p>· Longevity of staff</p><p>· Strong benefits – besides standard benefits, the firm covers EAP counseling, travel allowance, and supplemental insurance</p><p>· Staff appreciation lunches, birthday celebrations, holiday gifts, raffles, prizes</p><p>· LA and SD team work very closely/collaboratively with each other and share work. Thus, there is never trouble hitting paralegals. </p>
<p>If you are a proactive, detail-oriented professional who enjoys supporting leadership teams and coordinating complex schedules, this role is for you. Our client, a prestigious <strong>private higher education institution</strong> in the heart of Encinitas, is seeking an <strong>Administrative Assistant</strong> to provide exceptional support to their Executive Vice President and campus administration.</p><p>This position is perfect for someone who thrives in a professional, mission-driven environment where no two days are the same. The school is known for its forward-thinking academic programs, collaborative culture, and commitment to both students and staff. As the Administrative Assistant, you will serve as the organizational hub for the executive office—managing communications, coordinating meetings and events, and helping ensure daily operations run smoothly.</p><p>You’ll have the chance to work closely with academic leaders, faculty, and community partners, contributing directly to the success of educational initiatives and campus projects. This is a fast-paced, highly visible role that requires initiative, discretion, and exceptional organizational skills.</p><p><strong>Responsibilities:</strong></p><ul><li>Provide direct administrative support to the Executive Vice President and senior leadership team.</li><li>Manage complex calendars, coordinate appointments, and handle meeting logistics and travel arrangements.</li><li>Prepare meeting materials, agendas, and presentations for executive and board-level discussions.</li><li>Process purchase orders, expense reimbursements, and assist with department budget tracking.</li><li>Serve as a liaison between departments, faculty, students, and external stakeholders.</li><li>Assist with planning campus events, workshops, and leadership meetings.</li><li>Maintain filing systems, both electronic and physical, and ensure confidential records are organized and secure.</li><li>Draft correspondence, proofread reports, and support ongoing communications for the EVP’s office.</li></ul>
<p>A respected <strong>higher education institution</strong> in San Marcos is seeking a dedicated <strong>Administrative Assistant</strong> to support faculty, students, and leadership across multiple academic departments. This position is ideal for someone who enjoys working in a mission-driven environment where collaboration, integrity, and learning are at the heart of the workday.</p><p>The Administrative Assistant will play a critical role in managing departmental communications, organizing events, maintaining records, and ensuring the smooth operation of daily activities.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide administrative support to department heads, faculty, and staff.</li><li>Manage calendars, schedule meetings, and coordinate logistics for academic events.</li><li>Draft correspondence, prepare reports, and handle document filing (electronic and physical).</li><li>Support student inquiries, appointments, and program information requests.</li><li>Track budgets and expenses, process purchase orders, and assist with invoice approvals.</li><li>Maintain confidentiality of student and institutional records.</li><li>Coordinate communications between departments, faculty, and external partners.</li><li>Assist with onboarding new staff and updating procedural documentation.</li></ul>
<p>A growing <strong>professional services firm</strong> in Vista is seeking a professional, highly organized <strong>Executive Assistant</strong> to support the company’s <strong>Vice President of Human Resources</strong>. This is an exciting opportunity for someone who thrives in a people-focused environment and enjoys working in the intersection of HR operations, executive support, and organizational development. This role requires strong discretion, polished communication, and a keen ability to anticipate needs in a fast-paced corporate setting. You’ll be an integral partner to HR leadership, helping streamline administrative processes, maintain compliance documentation, and drive strategic initiatives.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide direct administrative and scheduling support to the VP of HR and HR leadership team.</li><li>Coordinate internal meetings, prepare agendas, and draft executive correspondence.</li><li>Manage confidential HR files, employee records, and policy documentation.</li><li>Assist with onboarding, performance review tracking, and employee engagement initiatives.</li><li>Help prepare HR metrics and reports for executive presentations.</li><li>Coordinate travel, meeting logistics, and companywide HR communications.</li><li>Serve as a liaison between the HR department and other executives across departments.</li><li>Maintain professionalism and confidentiality at all times.</li></ul>
<p>Are you an organized, detail-driven professional who loves keeping busy and thrives in a creative, team-oriented environment? A reputable <strong>construction and architectural design firm based in Carlsbad</strong> is seeking a <strong>stellar Administrative Assistant</strong> to join their growing office. This role is perfect for someone who enjoys wearing multiple hats, providing exceptional support to project managers, designers, and clients, and being the go-to problem solver for the team. Their Carlsbad office blends a professional yet relaxed environment—with team lunches, milestone celebrations, and leadership that values open communication and growth. As the <strong>Administrative Assistant</strong>, you’ll be the heartbeat of daily office operations—coordinating schedules, preparing project documentation, maintaining records, and ensuring that everything runs seamlessly behind the scenes.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Serve as the first point of contact for clients, vendors, and visitors; manage calls and emails professionally.</li><li>Provide administrative support to executives, project managers, and the design team.</li><li>Coordinate schedules, prepare meeting agendas, and record meeting minutes.</li><li>Draft correspondence, edit documents, and manage project filing systems.</li><li>Maintain office supplies, organize vendor information, and assist with expense tracking.</li><li>Prepare client proposals, contracts, and change order documentation.</li><li>Support HR with onboarding paperwork, timecards, and employee file updates.</li><li>Assist in coordinating company events and community outreach activities.</li></ul>
<p>Our client in San Diego is seeking an experienced Executive Assistant to provide high-level support to senior leadership. This is an excellent opportunity for a skilled professional to streamline office operations and play a critical role in driving success across the organization.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage complex calendars, schedule meetings, coordinate travel, and organize events for executives</li><li>Prepare and edit correspondence, reports, and presentations</li><li>Serve as the primary point of contact between executives and internal/external stakeholders</li><li>Handle confidential information with utmost discretion and professionalism</li><li>Assist with meeting agendas, note-taking, and follow-ups on action items</li><li>Support special projects and business initiatives as directed by leadership</li><li>Maintain office files and records, ensuring information is up to date and accessible</li></ul><p><br></p>
<p>Robert Half is seeking a dynamic Executive Assistant to support senior executives or leadership teams in a fast-paced environment. The ideal candidate is highly organized, proactive, and capable of independently managing projects, coordinating complex schedules, and handling sensitive information. This pivotal role requires excellent communication and problem-solving skills to ensure seamless support and contribute to the organization’s success. </p><p><br></p><p>Key Responsibilities</p><ul><li> Calendar Management: Maintain detailed executive calendars, prioritize appointments, and schedule meetings. </li><li>Travel Coordination: Arrange domestic and international travel itineraries, including flights, accommodations, and logistics. </li><li>Document Preparation: Draft, edit, and finalize correspondence, presentations, and reports with high attention to detail. </li><li>Stakeholder Communication: Act as a liaison between executives and internal/external contacts, managing sensitive and timely communication. </li><li>Event Planning: Coordinate events, conferences, and team-building engagements with precision. </li><li>Administrative Support: Handle multitasking responsibilities such as expense reporting, filing systems, and general office coordination. </li><li>Project Management: Oversee or assist in special projects by managing timelines, deliverables, and stakeholders. </li><li>Confidentiality: Manage sensitive and confidential information, ensuring discretion and compliance with company policies.</li></ul>
<p>Our client is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to senior executives and leadership. This role requires a professional who thrives in dynamic environments, has exceptional problem-solving skills, and can effectively handle multiple priorities. The Executive Assistant will act as a trusted right-hand to the executive team, ensuring their schedules and operational needs are managed seamlessly while maintaining the highest level of confidentiality and professionalism.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage executive calendars and appointments, ensuring schedules are optimized and conflicts are resolved proactively.</li><li>Coordinate all aspects of meeting preparation, including agenda creation, materials, and follow-ups.</li><li>Arrange travel logistics, including booking flights, accommodations, transportation, and preparing detailed itineraries.</li><li>Serve as the primary point of contact between executives and internal/external stakeholders, including managing correspondence.</li><li>Assist executives with communications and drafting of presentations, reports, and other business-critical documents.</li><li>Maintain and organize sensitive and confidential information with utmost discretion.</li><li>Plan and execute company events or team activities as needed, managing logistics and ensuring smooth execution.</li><li>Track and reconcile expense reports promptly and accurately.</li><li>Research and analyze information as needed to support executive decision-making.</li><li>Identify opportunities for process improvements in administrative tasks and implement time-saving practices.</li></ul><p><br></p>
<p>Our client, a respected organization in the education sector, is seeking an organized and proactive Executive Assistant to provide high-level support to their leadership team. This contract-to-permanent opportunity is ideal for professionals who thrive in a fast-paced, mission-driven environment and are looking to make a long-term impact.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage complex calendars, meeting schedules, and travel arrangements for executives.</li><li>Prepare correspondence, presentations, reports, and confidential documents.</li><li>Coordinate internal and external communications, serving as a trusted point of contact.</li><li>Assist in event planning, project coordination, and follow-up on action items.</li><li>Support daily office operations, ensure compliance with policies, and maintain accurate records.</li><li>Handle sensitive information with discretion and professionalism.</li></ul><p><br></p>
We are looking for an experienced and highly organized Executive Assistant to join our team in La Jolla, California. In this role, you will provide comprehensive support to senior executives, ensuring efficient management of their affairs and personal responsibilities. This is a Contract to Permanent position, offering the opportunity to contribute to a dynamic and fast-paced environment.<br><br>Responsibilities:<br>• Manage complex scheduling and calendar coordination across multiple time zones.<br>• Arrange meetings, calls, and logistical details with internal stakeholders and external partners.<br>• Prepare materials, agendas, and follow-ups for executive-level meetings.<br>• Organize and maintain documents, manage electronic filing systems, and oversee expense reporting.<br>• Handle confidential records and sensitive correspondence with discretion.<br>• Coordinate personal bill payments, household accounts, and renewals.<br>• Manage family schedules, appointments, and travel arrangements.<br>• Oversee personal purchases, gifts, deliveries, and returns, ensuring timely tracking.<br>• Communicate with vendors, service providers, and household staff to ensure seamless operations.<br>• Perform occasional errands and manage document drop-offs within the local area.
<p>Robert Half is seeking a proactive and detail-oriented Administrative Coordinator to support organizational processes and ensure seamless day-to-day operations. This role involves handling administrative tasks, coordinating team activities, and ensuring smooth communication across departments. The ideal candidate will possess exceptional organizational skills, strong accountability, and the ability to manage competing priorities in a fast-paced environment.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Serve as the central point of contact for administrative processes, providing support across departments as needed.</li><li>Manage departmental calendars, schedule meetings, prepare agendas, and ensure timely follow-up on tasks.</li><li>Organize and maintain files, records, and other company documents, ensuring accuracy and easy accessibility.</li><li>Prepare reports, presentations, and materials for meetings or projects.</li><li>Coordinate communication between staff, teams, and external vendors or stakeholders.</li><li>Assist with event planning, office supply management, and other administrative functions as requested.</li><li>Track budgets, expenses, and invoices, ensuring timely processing and compliance with company policies.</li><li>Provide project management support for internal initiatives, ensuring deliverables are achieved on time and within scope.</li></ul><p><br></p>
<p>We are looking for a detail-oriented Administrative Coordinator to join our team in San Diego, California, on a long-term contract basis. In this role, you will provide critical support to ensuring smooth operations through accurate documentation, compliance reporting, and logistical coordination. This position is ideal for someone who thrives in a fast-paced nonprofit environment and enjoys working behind the scenes to make a meaningful impact.</p><p><br></p><p>Responsibilities:</p><p>• Prepare and organize necessary documents for program distributions, including compliance forms, registration materials, and site-specific paperwork.</p><p>• Collect, scan, and maintain program records such as intake forms and monthly reports to ensure compliance with state regulations.</p><p>• Compile and format data for state-required reporting on a monthly and quarterly basis.</p><p>• Manage filing systems and ensure accurate digital storage of program records.</p><p>• Assist with inventory-related tasks, including tracking supplies, managing distribution orders, and preparing Bills of Materials.</p><p>• Print, organize, and package large volumes of flyers, handouts, and participant materials for program operations and partner agencies.</p><p>• Coordinate with other departments to ensure timely delivery of program-related materials.</p><p>• Track incoming documents from field staff and partners, identifying and addressing any missing or incomplete submissions.</p><p>• Provide database support by entering and managing data in systems such as Oasis, Primarius, or Excel.</p><p>• Support preparations for audits, file reviews, and inventory checks as needed.</p>
<p>We are seeking an organized and detail-oriented <strong>Administrative Coordinator</strong> to join our financial services team. In this critical role, you will play an integral part in ensuring smooth operational processes, supporting leadership, and managing key administrative functions. This is a fantastic opportunity for a highly motivated individual looking to contribute to the success of a dynamic and fast-paced organization.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Provide day-to-day administrative support to financial services advisors and executives, including managing calendars, scheduling meetings, and coordinating appointments.</li><li>Prepare and process client documentation, agreements, and sensitive financial information with a focus on accuracy and confidentiality.</li><li>Serve as the first point of contact for clients and stakeholders, delivering excellent customer service and professionally addressing inquiries.</li><li>Coordinate travel arrangements, including flights, accommodations, and itineraries, for department staff as needed.</li><li>Organize and maintain efficient filing systems, both digital and physical.</li><li>Assist with preparing detailed financial reports, presentations, and correspondence.</li><li>Manage and process expense reports and coordinate billing or payment-related tasks.</li><li>Monitor office supply levels, reorder items as needed, and ensure smooth office operations.</li><li>Collaborate with department teams to assist in special projects and ensure deadlines are met.</li></ul><p><br></p>
