We are looking for a Senior Administrative Assistant to support property management operations and tenant relations in Cincinnati, Ohio. In this Contract to permanent position, you will play a key role in ensuring the smooth operation of administrative tasks while assisting with tenant communications and office management. This role is ideal for someone who thrives in a fast-paced environment and is eager to learn new processes.<br><br>Responsibilities:<br>• Handle incoming calls from tenants regarding property-related issues and provide prompt assistance.<br>• Prepare and manage contracts and ensure timely follow-up on tenant concerns.<br>• Input payment details and verify payment statuses using software tools.<br>• Coordinate with tenants to address late or incorrect rent payments and communicate updates to the accounting department.<br>• Maintain office supplies inventory and ensure the workspace is adequately stocked.<br>• Oversee administrative processes such as managing maintenance staff hours, processing tenant invoices, and reviewing expense reports.<br>• Record monthly property meter readings and submit check requests for approval.<br>• Prioritize urgent tenant concerns, such as maintenance issues, and address them efficiently.<br>• Collaborate with various departments to ensure accurate and timely processing of administrative tasks.
<p>We are looking for a skilled Bilingual (Spanish) Sr. Administrative Assistant to provide comprehensive support to executive leadership in a dynamic and fast-paced environment. This role requires exceptional organizational abilities to manage calendars, coordinate meetings, and oversee event logistics. As a long-term contract position, it offers the opportunity to contribute to impactful projects and initiatives in Denver, Colorado.</p><p><br></p><p>Responsibilities:</p><ul><li><strong><u>Bilingual in Spanish REQUIRED</u></strong></li><li>• Oversee scheduling and calendar management for executive leadership, ensuring seamless coordination of appointments and meetings.</li><li>• Organize and prepare materials for meetings, including handling catering, booking conference rooms, and arranging audio-visual setups.</li><li>• Coordinate travel arrangements by booking flights, accommodations, and ground transportation, while processing expense reports.</li><li>• Manage confidential documents and board materials, ensuring proper storage and accessibility on shared platforms.</li><li>• Facilitate teleconference and video conference sessions using tools such as WebEx and Microsoft Teams.</li><li>• Process invoices and expenses through Oracle, ensuring timely and accurate submissions.</li><li>• Maintain office supplies inventory, handle mail distribution, and prepare outgoing packages.</li><li>• Assist in planning and executing events, including venue research, menu development, and budget tracking.</li><li>• Communicate with vendors to negotiate contracts, manage payments, and oversee event logistics.</li><li>• Support ad-hoc projects and initiatives as directed by executive leadership.</li></ul>
<p>Our client, a leader in the biotech sector, is seeking a proactive and detail-oriented Administrative Assistant to join their dynamic team in San Diego, CA. The ideal candidate will provide essential support to leadership and staff, ensuring day-to-day operations run efficiently in a fast-paced environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Manage calendar scheduling, travel arrangements, and meeting coordination</li><li>Prepare correspondence, reports, and presentations for management and team members</li><li>Handle document management, filing, and data entry with an emphasis on accuracy and confidentiality</li><li>Assist with expense reports, purchase orders, and basic bookkeeping tasks</li><li>Liaise with internal departments and external partners to facilitate projects and communication</li><li>Support onboarding of new hires and coordinate training sessions</li><li>Maintain office supplies, equipment, and overall workspace organization</li></ul><p><br></p>
<p><strong>Overview:</strong></p><p> A well-established CPA firm in the UTC area is seeking a professional and detail-oriented Administrative Assistant to support daily office operations throughout tax season. This role is a contract position with the potential to become long term for the right fit. The ideal candidate will bring strong administrative experience, excellent communication skills, and the ability to multitask in a fast-paced environment. This position is through mis April/ tax season but if it's a good fit there is opportunity to become contract to hire if desired. </p><p><strong>Key Responsibilities:</strong></p><ul><li>Welcome and greet clients and guests as they arrive, ensuring a positive and professional first impression.</li><li>Manage incoming phone calls, direct inquiries appropriately, and provide high-level customer service.</li><li>Assist clients with document uploads and ensure all required materials are accurately submitted into our system.</li><li>Schedule appointments, coordinate meetings, and maintain calendars for staff as needed.</li><li>Navigate and update information within our CRM system with a high level of accuracy.</li><li>Perform general administrative duties including filing, scanning, data entry, and maintaining organized office systems.</li><li>Support the team with various clerical tasks and project-based needs within a CPA environment.</li><li>Ensure office spaces remain tidy, organized, and client-ready.</li></ul><p><br></p>
<p>Robert Half is seeking an accomplished Senior Administrative Assistant to support our client’s executive team in a fast-paced and collaborative environment. This role is ideal for a resourceful professional who excels at organization, communication, and problem-solving.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide high-level administrative support to senior leaders, including calendar management, travel coordination, expense reporting, and meeting planning.</li><li>Handle confidential information with professionalism and discretion.</li><li>Prepare correspondence, presentations, and reports as needed.</li><li>Act as a point of contact for internal and external stakeholders, delivering exceptional customer service.</li><li>Manage office operations, ensuring supplies, technology, and facilities are in order.</li><li>Assist with special projects and continuous improvement initiatives.</li></ul><p><br></p>
<p>We are looking for a dedicated Administrative Assistant to provide essential support to our client in Little Rock, Arkansas. This role involves managing administrative tasks with precision and professionalism, ensuring the seamless operation of team activities across various offices. The ideal candidate will excel in organization, attention to detail, and the ability to handle multiple responsibilities efficiently.</p><p><br></p><p>Responsibilities:</p><p>• Offer high-level administrative support to staff and managers across different office locations.</p><p>• Format documents and schedules using Microsoft Word and Excel, including creating tables, footers, and updating files for future reporting periods.</p><p>• Proofread and review changes meticulously.</p><p>• Compile final reports and correspondence and convert files to PDFs.</p><p>• Organize and confirm schedules, and provide support for internal events, switchboard operations, or mailroom tasks as needed.</p><p>• Ensure all deliverables meet quality standards before being issued.</p><p>• Collaborate with team members to meet deadlines and maintain workflow efficiency.</p><p>• Assist in maintaining document management systems and processes.</p><p>• Contribute to the coordination of administrative processes within the department.</p>
<p>We are looking for an experienced Sr. Administrative Assistant to provide comprehensive support to our Education Division. This role involves a variety of administrative tasks, including managing schedules, coordinating meetings, and handling event-related purchases. As a Contract to permanent position, this opportunity offers potential for long-term growth within the organization. Located in Indianapolis, Indiana, this position requires a detail-oriented individual with excellent communication and organizational skills.</p><p><br></p><p>Responsibilities:</p><p>• Manage the division calendar, schedule meetings, and ensure timely preparation of materials.</p><p>• Coordinate and process purchases of tickets and tables for external events related to the education division.</p><p>• Assist program directors with initiatives, convenings, and other divisional activities.</p><p>• Prepare and proofread documents, ensuring accuracy and attention to detail.</p><p>• Support the preparation of board agendas and materials for the Education Division.</p><p>• Monitor workflow within the division to ensure tasks are completed efficiently.</p><p>• Handle administrative tasks such as arranging travel, organizing conference calls, and maintaining records.</p><p>• Collaborate with team members to foster a detail-oriented and confidential work environment.</p><p>• Provide high-level support by addressing calls, emails, and inquiries promptly.</p><p>• Contribute to the division’s overall effectiveness by prioritizing and multitasking as needed.</p>
<p>We are looking for a highly skilled Administrative Assistant to provide detail-oriented support in managing communications for an estate. This contract position requires exceptional organizational abilities, discretion, and the capacity to streamline estate-related tasks efficiently. </p><p><br></p><p>Responsibilities:</p><p>• Coordinate and document communications with estate trustees and family members under explicit instructions.</p><p>• Maintain detailed records of correspondence, timelines, and responses to ensure organized documentation.</p><p>• Prepare concise and factual communications that adhere strictly to established guidelines.</p><p>• Monitor and flag delays or inconsistencies in responses from trustees or stakeholders.</p><p>• Safeguard sensitive financial, legal, and personal information with the utmost confidentiality.</p><p>• Ensure all communications remain neutral and focused solely on estate-related matters.</p><p>• Collaborate with legal professionals and other stakeholders as needed to support estate management.</p><p>• Utilize secure online tools for document management and communication tracking.</p><p>• Respond promptly to authorized instructions and adapt to changing priorities.</p><p>• Maintain clear boundaries and respect confidentiality agreements at all times.</p>
<p>The Senior Administrative Assistant provides high-level administrative and operational support to leadership and cross-functional teams. This role ensures efficient day-to-day operations, manages complex administrative tasks, and serves as a key point of contact within the organization.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Provide executive-level administrative support, including calendar management, meeting coordination, and travel arrangements</li><li>Prepare, edit, and format correspondence, reports, presentations, and internal documents</li><li>Serve as a liaison between leadership, staff, external partners, and stakeholders</li><li>Manage office operations, supplies, and vendor relationships</li><li>Coordinate meetings, take minutes, and track action items</li><li>Support program, finance, or development teams with administrative needs</li><li>Maintain confidential records and ensure data accuracy and compliance</li><li>Assist with onboarding, scheduling, and internal communications</li><li>Identify opportunities to improve administrative processes and workflows</li></ul><p><br></p>
<p>Robert Half is seeking a highly organized and detail-oriented Administrative Assistant to support one of our premier clients. This is an excellent opportunity for a proactive professional who thrives in a fast-paced environment and enjoys providing exceptional administrative support.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Manage daily administrative tasks, including scheduling, filing, and correspondence</li><li>Assist with preparing reports, presentations, and internal documentation</li><li>Coordinate meetings, calls, and calendar management</li><li>Communicate with clients and internal stakeholders in both English and Spanish</li><li>Maintain accurate records and support office operations as needed</li><li>Handle general office duties and assist team members as required</li></ul><p><br></p>
<p>Our client, a fast-growing FinTech company, is looking for a sharp, resourceful professional to step into a hybrid <strong>Executive Assistant / Business Operations Manager</strong> role. This is an exciting opportunity to support senior leadership while helping scale U.S. operations in a high-growth, tech-driven environment.</p><p><br></p><p><strong>The Role:</strong></p><p>This is a true blended position — part executive support, part operations. You’ll work closely with top executives on calendar management, travel, and meetings while also handling day-to-day business operations, HR coordination, and office logistics. The role is primarily remote, but weekly on-site visits in Denver are required for mail, vendor coordination, and in-office tasks.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide executive support to senior leaders (scheduling, travel, meetings).</li><li>Manage daily operations and internal communications for the U.S. team.</li><li>Oversee office organization and vendor coordination during weekly site visits.</li><li>Support HR processes including onboarding and internal documentation.</li><li>Coordinate meetings, events, and special projects.</li><li>Build SOPs and process improvements as the company grows.</li></ul><p><strong>What We’re Looking For:</strong></p><ul><li>4+ years’ experience in executive support, operations, or a hybrid role.</li><li>Strong organizational and communication skills; thrives in fast-paced environments.</li><li>Tech-savvy with tools like Google Workspace, Slack, Notion, Zoom.</li><li>Reliable transportation for weekly Denver office visits.</li><li>Bonus: FinTech/startup background or light HR experience.</li></ul><p><strong>Why This Role:</strong></p><ul><li>Competitive salary + benefits (health, dental, vision, PTO).</li><li>Flexible hybrid schedule.</li><li>Direct impact in a rapidly scaling FinTech environment.</li></ul><p><strong>Please contact Chuck Bustos with Robert Half at 303-931-4005 for more information and / or apply here for immediate consideration! You can also email chuck.bustos at roberthalf com or find me on LinkedIn ("Chuck Bustos with Robert Half")</strong></p>
<p>The role of the EA is to support the firm with administrative tasks, office maintenance, client service and other projects as needed. This will include but is not limited to answering phones, greeting clients when they arrive, generating client paperwork, opening accounts, moving money, maintaining databases, planning events, managing supplies, and performing ad hoc tasks and projects. The EA will serve as the first point of contact at our firm and help to improve administrative and client service processes. The role will be instrumental in establishing positive first impressions and ongoing client satisfaction. </p><p><br></p><p>This EA should be organized and detail oriented with a strong work ethic and the initiative to improve the status quo. As our first point of contact, the EA should be warm and welcoming and find joy in serving others. </p><p><br></p><p>Responsibilities </p><p>• Answering phones & greeting visitors: serve as first point-of-contact, responsible for first impressions </p><p>• Managing & improving administrative workflows: perform onboarding, money movements, etc. </p><p>• Generating client paperwork: prepare and submit client paperwork to custodian </p><p>• Maintaining client data: update data and notes in various databases (Redtail, Orion, Schwab, etc.) </p><p>• Resolving account alerts: review and resolve alerts such as insufficient cash, rejected wires, gifts etc. </p><p>• Moving money: cut checks, journal assets, and ACH cash upon request </p><p>• Participating in new client meetings: guide clients through the paperwork </p><p>• Managing office supplies and appearance: ensure the office appearance enhances client experience, maintain vendor relations, order office and kitchen supplies </p><p>• Managing client gifts and firm swag: plan, order and send gifts </p><p>• Planning events: coordinate firm events for clients and prospects </p><p>• Managing firm calendar: maintain a calendar of firm events and employee vacations </p><p>• Assisting with client service: execute or remind advisors of client requests </p><p>• Performing other tasks and projects: take on ad hoc projects as needed </p><p><br></p><p>Preferred Experience </p><p>• Client service administration and support </p><p>• Financial services operations </p><p>• Process management and improvement </p><p>• Microsoft Office Suite, Customer Relationship Management (CRM) </p><p>• Schwab Institutional and/or Orion Advisor Services </p><p>• Series 66 Licensed </p><p><br></p><p>Expectations </p><p>The EA will be responsible for delivering and improving the client experience and should therefore: </p><p>• Be reliable, responsive, accountable and prepared </p><p>• Work hard, continuously improve, and strive for excellence </p><p>• Demonstrate genuine care for others</p>
<p><strong>Jennifer Fukumae with Robert Half Finance and Accounting is partnering with a Wealth Management Firm to hire an Assistant Controller.</strong> This is an excellent opportunity to join a growing, sophisticated organization that works closely with high-net-worth clients—including senior executives, entrepreneurs, and multi-generational families. The firm operates with a high level of professionalism, precision, and client service. The Assistant Controller will work directly with the Controller and leadership team, gaining exposure to complex accounting, reporting, and operational finance within a boutique wealth management environment. This role offers both hands-on responsibilities and room to grow into broader ownership over the finance function.</p><p> </p><p><strong>Position Overview</strong></p><p>The Assistant Controller will support all aspects of corporate accounting, financial reporting, and internal controls. This individual will also partner cross-functionally with operations and client service teams to ensure accurate, timely, and scalable financial processes. The role is ideal for someone who is analytical, detail-oriented, and eager to expand their expertise in a dynamic, small-team setting.</p><p> </p><p><strong>Key Responsibilities</strong></p><ul><li>Support the month-end and quarter-end close process, including journal entries, reconciliations, and financial statement preparation</li><li>Maintain general ledger accuracy and ensure compliance with accounting standards</li><li>Assist with budgeting, forecasting, and variance analysis</li><li>Prepare reporting packages for internal leadership and external partners</li><li>Support regulatory filings, audits, and tax-related information requests</li><li>Strengthen internal controls and refine accounting processes as the firm scales</li><li>Partner with operations to ensure accurate fee billing, revenue recognition, and cash management</li><li>Assist with special projects such as system enhancements, workflow automation, and policy development</li></ul><p><br></p>
We are looking for an experienced Administrative Assistant to provide high-level support to a detail-oriented team in Juno Beach, Florida. This role involves managing complex administrative tasks, coordinating schedules, and ensuring compliance with organizational policies and procedures. As part of a long-term contract position, you will play a pivotal role in maintaining efficient operations and confidentiality within the department.<br><br>Responsibilities:<br>• Manage executive calendars, ensuring schedules are optimized and meetings are coordinated effectively.<br>• Compile and analyze data to prepare detailed reports, charts, graphs, and presentation materials.<br>• Handle routine correspondence and document management tasks while adhering to established procedures.<br>• Organize travel arrangements, staff functions, and departmental activities as needed.<br>• Coordinate safety programs, construction projects, budget analytics, and contract administration within the department.<br>• Collaborate with other administrative team members to align schedules and deliverables across teams.<br>• Proofread and edit written materials, including slides, spreadsheets, and reports, ensuring accuracy and a high standard of work.<br>• Maintain strict confidentiality when handling sensitive information and liaise with internal teams and external stakeholders.<br>• Ensure compliance with company policies and procedures in all administrative processes.<br>• Support onboarding and hiring processes by coordinating schedules and preparing necessary documentation.
<p>Overview: Our team is seeking an experienced Administrative Assistant to provide direct support to C-suite leadership on a contract-to-hire basis. This role is ideal for a highly organized and proactive professional with outstanding communication skills, discretion, and an ability to thrive in a fast-paced executive environment. The position offers an opportunity to contribute to executive-level operations, on a contract to hire basis.</p><p>Key Responsibilities:</p><ul><li>Provide comprehensive administrative support to C-suite executives, including calendar management, meeting coordination, travel arrangements, and expense report processing.</li><li>Serve as a liaison between executives and internal/external stakeholders, ensuring timely and accurate communication.</li><li>Prepare, edit, and format executive correspondence, presentations, and reports with a high level of attention to detail.</li><li>Handle confidential and sensitive information with discretion and professionalism.</li><li>Support planning and execution of executive meetings, events, and board sessions.</li><li>Manage office operations and special projects as needed to enhance executive productivity.</li><li>Anticipate executive needs and proactively resolve administrative and logistical issues.</li></ul>
<p>About the Organization</p><p>A global leader in academic and professional publishing, this organization supports researchers, healthcare professionals, and educators through trusted brands, innovative platforms, and technology-enabled products. With a long history of advancing knowledge and open research, the organization partners closely with the communities it serves to share insights and drive progress worldwide.</p><p><br></p><p><strong><u>About the Role</u></strong></p><p>The Senior Legal Assistant provides administrative and corporate governance support, with additional legal and operational assistance to the U.S. legal team. The role plays a key part in supporting governance, compliance, and legal operations for the U.S. market.</p><p><br></p><p><strong>Key Responsibilities</strong></p><p>Administrative & Corporate Governance (Primary Focus)</p><p><br></p><ul><li>Manage calendars, travel, expenses, meetings, and document preparation</li><li>Maintain physical and electronic files and office operations</li><li>Prepare presentations and spreadsheets</li><li>Support U.S. corporate governance, including maintaining corporate records, preparing minutes and consents, and coordinating state filings</li><li>Monitor compliance alerts and assist with KYC and related requests</li></ul><p><strong>Legal & Operational Support</strong></p><ul><li>Provide administrative support for contracts, litigation, and projects</li><li>Review and route subpoenas, complaints, and legal notices</li><li>Assist with document production, intercompany agreements, M& A due diligence, and legal research</li><li>Support trademark administration, risk management, and learning programs</li><li>Manage legal databases, document systems, and departmental materials</li></ul><p><br></p><p><br></p>
<p>Our client, a leader in the automotive industry, is seeking an organized and detail-oriented Assistant Office Manager to ensure the smooth operation of office functions. This position is critical for maintaining the accuracy of company records and general ledger reconciliations, as well as supporting the office in the absence of upper management.</p><p><strong>Role Purpose:</strong></p><p>The Assistant Office Manager will assist the Office Manager by completing accurate daily paperwork, posting sales deliveries, and preparing financial schedules. This role also supports office operations and may supervise the office when upper management is unavailable.</p><p><strong>Core Responsibilities:</strong></p><ul><li>Complete all daily paperwork and prepare reports for senior management in a timely manner.</li><li>Post daily sales deliveries to DMS.</li><li>Prepare the daily DOC and maintain daily general ledger schedules.</li><li>Complete weekly and monthly reconciliations of assigned schedules on time.</li><li>Post and record all funding notices for contracts in transit.</li><li>Complete assigned monthly reports, including those required for FST meetings.</li><li>Ensure all policies and procedures, including those under the Hoffman Auto Group Privacy Act Policy, are followed.</li><li>Perform other duties and responsibilities as assigned.</li></ul><p><strong>Leadership:</strong></p><p>This role does not include direct supervisory responsibility but is expected to lead by example and demonstrate a high level of professionalism and integrity.</p><p><br></p><p><br></p><p><br></p>
We are looking for a highly skilled Senior Administrative Assistant to join our team in Geismar, Louisiana. In this role, you will provide comprehensive administrative support to an operations manager and a large department, ensuring seamless day-to-day operations. This is a long-term contract position, offering an excellent opportunity for someone who thrives in a fast-paced environment and excels in multitasking.<br><br>Responsibilities:<br>• Manage complex calendars, including scheduling meetings, appointments, and events for the operations manager and department staff.<br>• Coordinate travel arrangements, including booking flights, accommodations, and transportation for team members.<br>• Prepare and submit expense reports, ensuring accuracy and compliance with company policies.<br>• Assist with invoice processing and requisition submissions, collaborating with the finance department when necessary.<br>• Provide operations support by uploading certification packages and managing departmental documentation.<br>• Organize and facilitate team events, including planning lunches, dinners, and special occasions.<br>• Respond promptly to requests for computer-based assistance, such as scanning documents, sending correspondence, and handling reimbursements.<br>• Support the team with administrative tasks, including drafting letters, scheduling conference calls, and maintaining records.<br>• Adapt quickly to changing priorities and tasks to meet the needs of the department.<br>• Deliver high-quality results consistently while maintaining attention to detail and accuracy.
We are looking for a dedicated and detail-oriented Legal Assistant to join our team in Boston, Massachusetts. This is a long-term contract position within the financial services industry, offering an exciting opportunity to support compliance and legal operations. The ideal candidate will have strong organizational skills, proficiency in Microsoft Office applications, and the ability to manage multiple tasks efficiently.<br><br>Responsibilities:<br>• Coordinate and manage calendars, including scheduling and organizing meetings with senior executives and their assistants.<br>• Draft and format internal policies, procedures, memos, and client communications using Microsoft Word.<br>• Analyze and manage large datasets in Excel by using functions like V-lookup, pivot tables, and formulas.<br>• Convert image-based and proprietary files into searchable digital formats for efficient document management.<br>• Maintain and update electronic client files while ensuring compliance with client guidelines.<br>• Support the Compliance Group by managing checklist review processes, including initiating checklists, organizing backup folders, and escalating issues as needed.<br>• Assist the Trading Compliance Group with preparing materials for client certifications and reviewing trade surveillance reports to identify and escalate exceptions.<br>• Ensure all tasks and projects are completed accurately and within established deadlines.
<p>We are looking for an experienced Senior Administrative Assistant to join our team in Minneapolis, Minnesota. In this long-term contract position, you will play a vital role in supporting curatorial and administrative tasks. This opportunity is ideal for someone with strong attention to detail and a passion for art and cultural institutions.</p><p><br></p><p>Responsibilities:</p><p>• Coordinate gallery schedules, including location changes, art crew assignments, label production, and photography sessions.</p><p>• Assist curators with travel arrangements, meeting schedules, invoice processing, and expense reconciliation.</p><p>• Serve as a liaison for researchers and interns, overseeing visits and special departmental projects.</p><p>• Manage public and staff requests for information, including object data, photo permissions, and appraisal details.</p><p>• Maintain curators’ calendars, draft and process contracts, and ensure inventory of office supplies.</p><p>• Support exhibition planning by adhering to timelines, assisting with publications, and compiling research materials.</p><p>• Proofread, edit, and prepare exhibition-related materials such as labels, wall texts, and scholarly documents.</p><p>• Organize and update object files, research documents, and database records to ensure accurate collections management.</p><p>• Assist with financial tasks, including processing expenses, tracking budgets, and collaborating with the Finance department.</p><p>• Participate in museum committees and cross-departmental events, contributing to member and patron engagement initiatives.</p>
We are looking for a motivated Housing Assistant Rep I to join our team in Oakland, California. In this role, you will provide essential administrative and clerical support under the guidance of a department director or senior executive. This is a long-term contract position that offers an excellent opportunity to contribute to the efficiency and success of housing-related operations.<br><br>Responsibilities:<br>• Manage scheduling and coordinate appointments to ensure smooth daily operations.<br>• Assist in preparing audit reports and other comprehensive documentation.<br>• Create detailed reports and summaries based on data analysis.<br>• Collaborate with various stakeholders, including government officials and police officers, to address administrative needs.<br>• Utilize Yardi software to support housing-related tasks and maintain accurate records.<br>• Conduct evaluations of existing procedures and recommend improvements for operational efficiency.<br>• Support budget preparation and monitor expenditures as needed.<br>• Handle correspondence and draft procedural memoranda to ensure clear communication.<br>• Maintain confidential files and administrative records with precision.<br>• Address payroll-related processes and monitor attendance records effectively.
<p>We are looking for a dedicated and detail-oriented Senior Administrative Assistant to join our team on a contract basis. This position offers the opportunity to contribute to regulatory filings and audit support within the energy and natural resources industry. Located in Parsippany, New Jersey, the role requires strong organizational and computer skills to ensure accurate documentation and reporting.</p><p><br></p><p>Responsibilities:</p><p>• Organize and manage required regulatory documents to support filing process.</p><p>• Verify and cross-check organizational numbers for accuracy and compliance.</p><p>• Maintain and update database records, ensuring all data is clean and accurate.</p><p>• Assist in creating and reviewing test cases to ensure compliance with regulatory requirements.</p><p>• Manage and format spreadsheets for improved usability and reporting.</p><p>• Collaborate with team members to coordinate conference calls and meetings.</p><p>• Support audit compliance by identifying and addressing missing codes or inaccuracies.</p><p>• Handle import and export documentation with precision and attention to detail.</p><p>• Provide administrative assistance to streamline daily operations and ensure efficiency.</p>
We are looking for a motivated Marketing and Admin Assistant to join our team in Houston, Texas. This entry-level role offers a dynamic work environment where you will handle a variety of tasks to support marketing initiatives and administrative functions. This is a Contract to permanent position, requiring strong organizational skills, computer proficiency, and the ability to multitask effectively. If you are eager to learn and contribute to a fast-paced office setting, we encourage you to apply.<br><br>Responsibilities:<br>• Support the creation and review of marketing proposals, including printing, binding, and ensuring accuracy.<br>• Maintain and update the Access database with bid tab entries to streamline project information.<br>• Prepare materials such as client books, name tags, and reception TV updates for bid day activities.<br>• Assist in generating project packages and plaques for clients and employees at various stages of completion.<br>• Organize and send thank-you letters to subcontractors and donors, ensuring proper documentation of contributions.<br>• Coordinate and update employee lists with photos, names, and titles for management use.<br>• Participate in planning and executing company events, including holiday parties, fishing trips, and retirement celebrations.<br>• Manage the annual foundation budget and track donations and attendees for fundraising events.<br>• Collaborate on special projects as needed to support marketing and administrative goals.
<p>The Controller is responsible for the effective and efficient financial operations of the family office. This role is accountable for ensuring the accuracy, compliance, and timeliness of all</p><p>accounting and reporting functions. This role involves managing the financial activities of the family office’s entities while providing strategic financial insights, proactive risk management</p><p>and mitigation. Ensures the insurance programs are current and appropriate to cover all needed coverages for the estates, entities and activities of the Principals. Maintains the highest level of discretion and professionalism.</p><p>Duties:</p><p>• Serves as the primary contact for the CEO, CFO of Investments, and estate leadership on all family office financial and insurance matters.</p><p>● Builds and maintains strong, collaborative relationships with senior management peers, working closely with the CEO to address and align on tax requirements and financial strategies.</p><p>● Maintains accurate and current books and records for all assigned entities.</p><p>● Generates and distributes monthly, quarterly, and annual financial reports. Proactively reviews financial reporting with CEO.</p><p>● Reviews financial information prepared by external accounting partners for accuracy and reasonableness.</p><p>● Coordinates with banking teams for financial transactions and effectively manages banking relationships, including opening accounts and maintaining user permissions.</p><p>● Monitors and manages cash balances, ensuring the appropriate movement of funds to support cash flow needs.</p><p>● Maintains accurate and timely records of intercompany transactions.</p><p>● Oversees accounts payable processes, ensuring payments are accurate and appropriate. Approves invoices, including intercompany billing, and ensures timely payment of those transactions. </p><p>● Prepares annual financial plans in collaboration with estate management.</p><p>● Oversees vineyard financial planning and financial management, including planning preparation, cost analysis, and resource allocation. Leads the process for vetting external partners for vineyard financial expertise and maintains</p><p>effective relationships with partners.</p><p>● Designs, implements, and manages financial systems, processes, and internal controls to ensure operational efficiency. Proactively improves financial processes, procedures and systems which ensure accuracy, efficiency, and where applicable, ease of use for others (e.g., expense reporting).</p><p>● Ensures insurance coverage is current and adequate for all family office needs. Proactively plans for future coverages based on family office plans and strategies. Coordinates with insurance brokers to manage policies and report claims and ensures internal parties (e.g., CEO, estate leadership) are aware of</p><p>claim status.</p><p>● Coordinates with external partners in preparing tax returns for the principals. Ensures tax returns appear accurate and reasonable.</p><p>● Participates in special projects and initiatives as requested by the CEO.</p><p>● Monitors and oversees construction project financial plans, ensuring timely completion and adherence to financial targets. Reports any unplanned expense adjustments and concerns to the CEO.</p><p><br></p>
<p>We are looking for a highly experienced Senior Administrative Assistant to join our team in San Diego, California. This is a Contract to permanent position offering the opportunity to work in a dynamic environment within the healthcare industry. The ideal candidate will bring exceptional organizational skills, professionalism, and the ability to manage multiple tasks with precision and confidentiality.</p><p><br></p><p><strong>Responsibilities:</strong></p><p>• Manage calendars and schedules for executives, ensuring appointments and meetings are efficiently coordinated.</p><p>• Assist various departments with administrative tasks, including construction logs, chargebacks, and vendor receipt reconciliation.</p><p>• Handle purchase orders and obtain necessary approvals, contributing to light accounting processes.</p><p>• Maintain inventory and oversee supply ordering for the corporate office, including kitchen stocking.</p><p>• Coordinate domestic travel arrangements for executive directors and assist with planning tele-events and quarterly or biannual events.</p><p>• Support special events by managing reservations and preparing invoices for interior designers.</p><p>• Provide executive assistance to the leadership team, ensuring smooth operations and adherence to company regulations.</p><p>• Represent the corporate office with professionalism, interacting effectively with diverse personalities.</p><p>• Work independently to manage multiple ongoing projects while maintaining confidentiality.</p><p>• Facilitate conference calls and meetings, ensuring effective communication and preparation.</p>
