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16 results for Administrative Assistant Highlevel in Oceanside, CA

Administrative Assistant

San Diego, CA
onsite
Temporary / Contract
28 - 33 USD / Hourly
Robert Half is partnering with a reputable wealth management firm seeking a professional and organized Administrative Assistant to support daily office operations and provide exceptional client service. This position is ideal for someone who enjoys working in a collaborative, client-facing environment and has strong administrative and organizational skills. Key Responsibilities<ul><li>Provide administrative support to advisors and office staff</li><li>Answer and direct incoming phone calls and emails in a professional manner</li><li>Schedule meetings, maintain calendars, and coordinate appointments</li><li>Prepare client packets, reports, and general correspondence</li><li>Assist with onboarding paperwork and maintain accurate client files</li><li>Manage office supplies, mail distribution, and general office organization</li><li>Greet clients and visitors while providing a high level of customer service</li><li>Support data entry, document management, and filing processes</li><li>Assist with meeting preparation and special projects as needed</li><li>Maintain confidentiality when handling sensitive client information</li></ul>
2026-05-19T00:00:00Z

Administrative Assistant

Irvine, CA
onsite
Temporary to Hire
19.7885 - 22.913 USD / Hourly
We are looking for a dependable Administrative Assistant to support daily office operations in Irvine, California for a global law firm. This contract opportunity is well suited for someone starting their career who wants to build experience in a collaborative, team-oriented environment with hands-on training. The person in this role will help keep the office running smoothly by assisting with front desk coverage, administrative coordination, and employee support. This position is fully onsite and offers the chance to grow into a long-term career path within office services. Responsibilities: • Welcome visitors and provide consistent front desk support, including coverage during scheduled staff absences and breaks. • Assist with day-to-day administrative activities that help maintain an organized and efficient office environment. • Monitor supply levels, place replenishment orders, and work with external vendors to keep office materials available. • Fulfill document support needs by handling printing, scanning, and related administrative requests accurately and on time. • Oversee incoming and outgoing mail, courier shipments, and package deliveries while ensuring timely distribution. • Support workspace readiness by helping with office setup, basic facilities coordination, and event preparation. • Respond to employee questions and service requests with a customer-focused approach. • Coordinate conference call and meeting support as needed to assist internal teams and office operations.
2026-05-12T00:00:00Z

Administrative Assistant

La Jolla, CA
onsite
Temporary / Contract
23 - 26 USD / Hourly
Our client is seeking a highly organized and detail-oriented Administrative Assistant to support daily office operations and ensure an efficient, professional work environment. Responsibilities:<ul><li>Manage calendars, schedule meetings, and coordinate appointments</li><li>Prepare, edit, and distribute correspondence, reports, and presentations</li><li>Answer phones, respond to emails, and serve as a point of contact for internal and external stakeholders</li><li>Maintain filing systems, records, and office documentation</li><li>Assist with travel arrangements, expense reports, and invoice processing</li><li>Support team projects, meeting logistics, and general office coordination</li><li>Order office supplies and help maintain smooth day-to-day operations</li><li>Perform additional administrative duties as needed</li></ul>
2026-05-15T00:00:00Z

Administrative Assistant

Irvine, CA
onsite
Temporary / Contract
34.2 - 36 USD / Hourly
We are looking for an Administrative Assistant to support leaders and teams through thoughtful coordination, clear communication, and dependable day-to-day office support. This Long-term Contract position is ideal for someone who thrives in a fast-paced environment, keeps schedules running smoothly, and handles administrative tasks with accuracy and consistency. The role will contribute to meeting logistics, document preparation, travel coordination, and general office operations while helping maintain an organized and responsive workplace. Responsibilities: • Coordinate a wide range of meetings, including leadership sessions, team discussions, interviews, virtual calls, and onsite events, ensuring schedules align efficiently across multiple calendars. • Prepare meeting spaces by securing rooms, arranging catering, organizing materials, and supporting setup and cleanup to create a smooth in-office experience. • Draft, format, and distribute business documents such as correspondence, reports, summaries, and internal communications with a high level of accuracy. • Monitor executive and team calendars carefully to reduce scheduling conflicts, preserve productive time, and anticipate the impact of changes across stakeholders. • Arrange business travel when needed by researching transportation and lodging options, confirming approvals, and booking cost-conscious itineraries. • Handle routine office administration, including record maintenance, supply ordering, mailing, scanning, data entry, and basic bookkeeping support. • Capture meeting notes and follow up on action items to help teams stay aligned and informed after key discussions. • Communicate in a clear and attentive manner across written, verbal, and visual interactions while representing the organization effectively. • Provide additional administrative and operational support for special projects, events, training sessions, and other assigned tasks as business needs evolve.
2026-05-20T00:00:00Z

Administrative Assistant

Irvine, CA
onsite
Temporary to Hire
25.65 - 29.7 USD / Hourly
We are looking for an Administrative Assistant to join a growing team in Irvine, California on a contract basis with the potential for a permanent position. This onsite role supports daily office operations while also handling core bookkeeping tasks in QuickBooks Desktop, making it ideal for someone who is organized, detail-oriented, and comfortable balancing administrative and financial responsibilities. The person in this position will help keep the office running smoothly, provide support to leadership, and contribute to efficient coordination across day-to-day business activities. Responsibilities: • Manage day-to-day bookkeeping activities in QuickBooks Desktop, including invoice entry and support for accounts payable and accounts receivable functions. • Assist with payroll-related administrative tasks, track business expenses, and prepare routine financial and operational reports for leadership review. • Welcome visitors, answer inbound calls, respond to correspondence, and coordinate meetings to maintain an efficient front-office environment. • Organize and maintain electronic and physical files such as vendor records, customer information, contracts, and other essential office documentation. • Monitor outstanding action items, follow up with internal and external contacts, and help keep administrative workflows on schedule. • Provide general administrative support across departments and assist with special projects that improve office organization and efficiency.
2026-05-22T00:00:00Z

Executive Administrative Assistant

Solana Beach, CA
onsite
Temporary / Contract
33.5 - 37.5 USD / Hourly
A fast-paced organization in the San Diego area is seeking an experienced Executive Administrative Assistant to support senior leadership with high-level administrative, scheduling, and operational coordination. This role is ideal for someone who thrives in a highly organized, detail-driven environment and can anticipate needs before they arise. The Executive Administrative Assistant will act as a key partner to executives, ensuring smooth day-to-day operations, managing priorities, and maintaining confidentiality across sensitive business matters. ESSENTIAL DUTIES & RESPONSIBILITIESExecutive Support<ul><li>Manage complex executive calendars, scheduling meetings, and coordinating priorities</li><li>Arrange domestic and international travel, including itineraries and expense reporting</li><li>Prepare meeting agendas, presentations, and follow-up documentation</li><li>Serve as a liaison between executives and internal/external stakeholders</li><li>Handle confidential information with discretion and professionalism</li></ul>Administrative & Operational Support<ul><li>Support daily administrative operations for leadership team</li><li>Draft correspondence, reports, and executive communications</li><li>Coordinate meetings, board materials, and leadership events</li><li>Track deadlines, action items, and project deliverables</li><li>Assist with special projects and strategic initiatives</li></ul>
2026-05-12T00:00:00Z

Sr. Administrative Assistant

Newport Beach, CA
onsite
Temporary to Hire
34.0385 - 43 USD / Hourly
We are looking for a highly organized Sr. Administrative Assistant to support leadership and client-facing operations in California. This contract position offers a path to a permanent role and is ideal for someone who thrives in a fast-paced banking environment and can balance executive support, client coordination, and follow-through on critical activities. The person in this role will help keep priorities moving, maintain strong communication across teams, and contribute to a high standard of service for both internal and external stakeholders. Responsibilities: • Coordinate calendars, internal meetings, and conference calls for leadership while capturing key discussion points and monitoring follow-up actions. • Support client and prospect interactions by preparing materials, attending meetings when needed, and ensuring next steps are documented and completed. • Organize, review, print, and route loan-related documentation, including tracking signature status and maintaining accurate records. • Gather required information for deposit and lending processes and assist with account-related and operational banking activities. • Perform wire callback support and respond to complex client issues with professionalism, urgency, and sound judgment. • Maintain a structured system for action items, project updates, and service requests so deadlines and client expectations are consistently met. • Travel locally to branch locations, client offices, or residences to deliver or retrieve signed documents and provide administrative support tied to banking transactions. • Contribute to outreach efforts, special assignments, and service initiatives that enhance client experience, team effectiveness, and brand presence. • Follow banking policies and compliance procedures, including proper escalation of unusual activity and adherence to regulatory standards.
2026-05-22T00:00:00Z

Executive Assistant

Newport Beach, CA
onsite
Temporary / Contract
29.2885 - 33.913 USD / Hourly
We are looking for an Executive Assistant to support senior leadership through a contract position that requires strong organization, discretion, and follow-through. This role will manage day-to-day executive coordination, keep meetings and travel plans running smoothly, and help prepare reports, presentations, and business materials. The ideal candidate brings excellent judgment, handles confidential information with care, and is comfortable balancing administrative support with cross-functional coordination. Responsibilities: • Manage the executive’s calendar by organizing appointments, scheduling meetings, and coordinating travel and reservation details. • Arrange internal meetings from start to finish, including logistics, agenda support, note-taking, and catering coordination when needed. • Review incoming communications, prioritize and route correspondence, and draft clear letters, documents, and follow-up messages. • Build and maintain organized digital and physical filing systems to ensure records can be accessed quickly and accurately. • Safeguard sensitive documents and confidential files while maintaining consistent administrative controls. • Create presentation materials, including slide decks and supporting handouts, for business meetings and leadership reviews. • Prepare reports and maintain financial spreadsheets in Microsoft Excel with a high level of accuracy. • Collect recurring operational updates from managers, including inventory and forecast information, and consolidate reporting for leadership. • Serve as a point of contact for contractors, architects, and vendors involved in expansion efforts, while also supporting licensing coordination with the appropriate department. • Oversee company credit card reconciliation and provide general office support such as document handling, copying, and administrative recordkeeping.
2026-05-22T00:00:00Z

Executive Assistant

San Diego, CA
onsite
Temporary to Hire
33.25 - 38.5 USD / Hourly
We are looking for an organized and proactive Executive Assistant to support senior leadership in San Diego, California. This Contract to permanent opportunity is ideal for someone who excels at managing complex schedules, coordinating logistics, and keeping executive priorities on track. The right candidate will bring strong judgment, discretion, and the ability to handle shifting demands in a fast-paced environment. Responsibilities: • Oversee executive calendars, resolve scheduling conflicts, and ensure leaders are prepared for daily priorities and upcoming commitments. • Arrange domestic and international travel plans, including itineraries, transportation, lodging, and related logistics. • Coordinate meeting schedules for executives, confirm attendance, and help keep agendas and timing organized. • Manage travel-related changes quickly and effectively to minimize disruption to executive plans. • Support day-to-day administrative activities by tracking important deadlines, follow-ups, and action items for leadership. • Communicate with internal teams and external contacts in a clear and detail-oriented manner on behalf of executives.
2026-05-22T00:00:00Z

Executive Assistant

La Jolla, CA
onsite
Temporary to Hire
36 - 48 USD / Hourly
Robert Half is partnering with a prestigious and growing wealth management firm to identify a highly polished, proactive, and detail-oriented Executive Assistant to support executive leadership and advisory teams. This individual will serve as a trusted partner to the Managing Partner and senior advisors while acting as a key liaison for high-net-worth and ultra-high-net-worth clients. The ideal candidate thrives in a fast-paced, client-focused environment and brings exceptional organizational skills, professionalism, discretion, and the ability to manage competing priorities with grace under pressure. Key Responsibilities:<ul><li>Manage complex, high-volume calendars for the Managing Partner and senior advisors, prioritizing competing demands and optimizing scheduling efficiency.</li><li>Coordinate meetings, conference calls, and events across internal teams, clients, and external stakeholders.</li><li>Oversee inbox management, including prioritizing correspondence, drafting communications, and directing inquiries appropriately.</li><li>Serve as a primary liaison for high-net-worth and ultra-high-net-worth clients, delivering a white-glove client service experience.</li><li>Support business development initiatives by preparing client presentations, pitch materials, and tracking sales pipeline activity.</li><li>Maintain CRM systems, including Salesforce, ensuring accurate client records, pipeline tracking, and timely follow-ups.</li><li>Facilitate client onboarding, including preparation of account documentation and coordination with custodians and internal teams.</li><li>Coordinate client meetings, firm events, and marketing initiatives, ensuring seamless execution and high-quality client experiences.</li><li>Prepare meeting agendas, reports, presentations, and supporting materials for leadership and client interactions.</li><li>Manage domestic and international travel logistics, including flights, accommodations, itineraries, transportation, and expense reporting.</li><li>Generate and maintain weekly, quarterly, and ad hoc reports related to client activity, business development efforts, and pipeline progress.</li><li>Lead client outreach initiatives, including quarterly scheduling and follow-up coordination.</li><li>Support financial administrative functions, including expense reporting, invoice processing, reconciliation, and vendor communications.</li><li>Oversee day-to-day office operations, including document management, mail distribution, process improvements, and operational coordination.</li><li>Provide cross-functional administrative support to leadership and advisory teams.</li><li>Handle sensitive financial and personal information with the highest level of confidentiality and professionalism.</li><li>Ensure compliance with firm policies, regulatory standards, and operational procedures.</li><li>Support firmwide events, conferences, and client seminars by coordinating logistics across multiple teams and calendars.</li><li>Assist with HR-related and multi-state administrative matters as needed.</li><li>Provide occasional personal and property management support, including vendor coordination, scheduling, and expense oversight.</li></ul>
2026-05-20T00:00:00Z

Executive Assistant

San Diego, CA
onsite
Temporary / Contract
32 - 35 USD / Hourly
Our client in the biotech industry is seeking a highly organized Executive Assistant to provide high-level support to senior leadership. This role is ideal for a proactive professional who thrives in a fast-paced environment, manages competing priorities effectively, and maintains a high degree of professionalism and confidentiality. Key Responsibilities:<ul><li>Provide executive-level administrative support to senior leaders</li><li>Manage complex calendars, schedule meetings, and coordinate appointments</li><li>Arrange travel, prepare itineraries, and process related documentation</li><li>Prepare correspondence, reports, presentations, and meeting materials</li><li>Support expense reporting, file management, and recordkeeping</li><li>Coordinate internal and external meetings, including logistics and follow-up</li><li>Serve as a liaison between executives and internal or external stakeholders</li><li>Handle confidential information with discretion and professionalism</li></ul>
2026-05-15T00:00:00Z

HOA Administrative Assistant

Oceanside, CA
onsite
Temporary / Contract
24 - 32 USD / Hourly
Join a Team That Keeps Communities Running SmoothlyA well-established property management group in Oceanside is seeking an organized and service-focused HOA Administrative Assistant to support daily operations for a large residential apartment community. This role is ideal for someone who enjoys working in a fast-paced office environment, communicating with residents, and keeping administrative processes organized and on track. You’ll work closely with property managers, vendors, board members, and residents to help ensure the community operates efficiently and professionally. What You’ll Be Responsible For<ul><li>Support day-to-day administrative operations for the HOA management team</li><li>Coordinate resident communications, notices, and community updates</li><li>Answer phones, emails, and resident inquiries in a professional and timely manner</li><li>Schedule meetings, prepare agendas, and assist with meeting minutes</li><li>Maintain vendor records, contracts, and work order documentation</li><li>Assist with accounts payable tasks, invoice tracking, and administrative reporting</li><li>Organize and maintain electronic and physical files</li><li>Coordinate maintenance requests and follow up on service completion</li></ul>
2026-05-08T00:00:00Z

Administrative Assistant – Construction Industry

Carlsbad, CA
onsite
Temporary / Contract
22 - 24 USD / Hourly
A growing construction company in Carlsbad is seeking an Administrative Assistant to support project teams, office operations, and daily administrative functions. This role is ideal for someone who thrives in a fast-paced environment and enjoys helping keep projects, documentation, and communication organized. The ideal candidate is detail-oriented, proactive, and comfortable supporting multiple departments while handling administrative priorities in a deadline-driven setting. Responsibilities<ul><li>Support daily office operations and administrative coordination</li><li>Assist project managers with scheduling, documentation, and reporting</li><li>Prepare contracts, proposals, purchase orders, and project files</li><li>Maintain organized digital and physical records for construction projects</li><li>Coordinate meetings, calendars, and subcontractor communications</li><li>Answer incoming calls and respond to client and vendor inquiries</li><li>Assist with invoice tracking, data entry, and administrative reporting</li><li>Support office supply management and vendor coordination</li></ul>
2026-05-19T00:00:00Z

Human Resources Assistant

Oceanside, CA
onsite
Temporary / Contract
21 - 25 USD / Hourly
Robert Half is seeking an HR Assistant to support a busy human resources department within a fast-paced professional environment. The HR Assistant will play a key role in supporting onboarding, employee records management, recruiting coordination, and day-to-day HR operations. The ideal HR Assistant is organized, detail-oriented, and capable of handling sensitive information with professionalism and confidentiality. A positive attitude, reliability, and willingness to support multiple HR functions are essential. This contract to potential permanent opportunity is located in the San Diego region and may be onsite or hybrid. Key Responsibilities for the HR Assistant:<ul><li>Support onboarding and new hire documentation processes</li><li>Maintain employee files and update HRIS records accurately</li><li>Assist with interview scheduling and recruiting coordination</li><li>Respond to employee inquiries regarding HR policies and procedures</li><li>Prepare HR-related documents, reports, and correspondence</li><li>Track required trainings, certifications, and employee documentation</li><li>Support benefits administration and payroll coordination tasks</li><li>Assist with audits, compliance projects, and special HR initiatives</li><li>Manage shared HR inbox and maintain confidentiality of employee information</li></ul>
2026-05-07T00:00:00Z

Human Resources Administrator

Irvine, CA
onsite
Temporary to Hire
31.35 - 36.3 USD / Hourly
We are looking for a Human Resources Administrator to join our team in Irvine, California in a contract-to-permanent capacity. This role supports core HR operations with a strong emphasis on benefits administration, employee support, and compliance-focused processes. The ideal candidate brings hands-on experience managing benefit programs, coordinating onboarding activities, and maintaining accurate HR records in a fast-paced environment. Responsibilities: • Manage day-to-day administration of employee benefit offerings, including health, dental, vision, life, disability, and retirement programs. • Coordinate new enrollments, status updates related to life events, employee separations, and annual open enrollment activities while ensuring accuracy and timeliness. • Maintain reliable benefits records in HR systems and review carrier billing to resolve discrepancies and support accurate reconciliations. • Work closely with insurance providers, brokers, and external administrators to support smooth delivery of benefit services and issue resolution. • Monitor adherence to applicable federal and state employment and benefits regulations and help maintain compliant HR practices and documentation. • Administer leave and disability cases by tracking requests, communicating with employees, and supporting required documentation. • Assist with payroll-related benefits activity, including deduction review, audits, and reporting tied to employee elections. • Lead benefits orientation sessions and prepare employee-facing materials that explain programs, enrollment steps, and available resources. • Support HR administration tasks such as onboarding coordination, background checks, and I-9 compliance activities as needed.
2026-05-22T00:00:00Z

Part Time Office Assistant

San Diego, CA
onsite
Temporary / Contract
21 - 23 USD / Hourly
OverviewA well-established wealth management firm in San Diego is seeking a dependable and detail-oriented Part-Time Office Assistant to support daily administrative and client service operations. This role is ideal for someone who thrives in a professional, client-facing environment and enjoys providing high-level administrative support in a fast-paced financial services setting. Responsibilities<ul><li>Serve as the first point of contact for clients, answering phones and greeting visitors in a professional manner</li><li>Assist with scheduling client meetings and maintaining calendars for advisors</li><li>Support client service requests, including account updates, document preparation, and follow-ups</li><li>Manage incoming/outgoing mail, emails, and general office correspondence</li><li>Maintain and organize digital and physical filing systems, ensuring accuracy and confidentiality</li><li>Assist with data entry and updates in CRM systems</li><li>Coordinate office supplies and general office organization needs</li><li>Provide administrative support to advisors and office leadership as needed </li></ul>
2026-05-07T00:00:00Z