<p>Position Overview</p><p><br></p><p>The Administrative Coordinator plays a critical role in ensuring operational consistency and administrative excellence across the organization. This position serves as a central point of coordination for communication, scheduling, documentation, and training support, while partnering closely with leadership to execute departmental initiatives. The ideal candidate is highly organized, detail-oriented, and proactive, with strong communication skills and the ability to manage multiple priorities in a dynamic environment.</p><p><br></p><p><strong>Key Responsibilities</strong></p><p><strong>Administrative & Office Support</strong></p><ul><li>Manage incoming communications and prioritize responses to support leadership and departmental needs</li><li>Prepare, edit, and format correspondence, reports, presentations, and other business documents</li><li>Organize, maintain, and safeguard confidential files, records, databases, and certification documentation</li><li>Track office employee certifications and ensure timely updates and renewals</li><li>Monitor deadlines, track action items, and follow up to ensure timely completion of tasks and initiatives</li><li>Standardize documentation, procedures, and policies as directed by senior leadership</li><li>Maintain accurate, consistent, and up-to-date information across multiple internal software systems</li></ul><p><strong>Budgeting, Procurement & Inventory</strong></p><ul><li>Support budget tracking, expense reporting, and invoice verification processes</li><li>Procure educational and office supplies as needed</li><li>Maintain inventory and oversee upkeep of training tools, materials, and resources</li><li>Coordinate food, beverages, and logistical needs for meetings, trainings, and classes</li><li>Assist with client holiday gift procurement, organization, and packaging</li></ul><p><strong>Training, Education & Events Coordination</strong></p><ul><li>Support company training initiatives by creating agendas, organizing materials, and assisting with presentation development</li><li>Organize, maintain, and update company curriculum and training documentation</li><li>Schedule classes and educational events, send invitations, manage RSVPs, and conduct follow-ups</li><li>Recruit volunteers or instructors as needed for training sessions</li><li>Track attendance and prepare certificates of completion</li><li>Develop and distribute course evaluation surveys to gather feedback and support continuous improvement</li></ul><p><strong>Recruitment, Projects & External Coordination</strong></p><ul><li>Assist with education-related recruitment and volunteer coordination efforts</li><li>Support external educational enrollment processes, including tracking participation and verifying invoices</li><li>Maintain and update employee internal resumes and profiles</li><li>Assist with project pursuit development, prequalification documentation, and administrative support</li></ul>
We are looking for an experienced Executive Assistant to provide high-level administrative support to senior executives in a fast-paced environment. This long-term contract position requires exceptional organizational skills, multitasking abilities, and a strong aptitude for managing schedules and projects. Based in Irvine, California, this role offers an excellent opportunity to work closely with leadership and contribute to the success of the organization.<br><br>Responsibilities:<br>• Manage complex calendars and schedules for senior executives, ensuring all appointments, meetings, and deadlines are efficiently organized.<br>• Coordinate and communicate effectively with executives and their teams to streamline operations and ensure seamless collaboration.<br>• Utilize advanced spreadsheet skills to create, edit, and analyze documents, supporting executive decision-making processes.<br>• Handle multiple tasks simultaneously, maintaining accuracy and attention to detail in a dynamic work environment.<br>• Assist with project management tasks, ensuring timely completion and alignment with organizational goals.<br>• Provide exceptional customer service, including managing inquiries and addressing concerns promptly and professionally.<br>• Facilitate communication by answering inbound and outbound calls, ensuring messages are relayed accurately and efficiently.<br>• Support order entry and administrative tasks, maintaining organized records and documentation.<br>• Collaborate with internal and external stakeholders to ensure smooth execution of executive-level initiatives.<br>• Adapt to changing priorities and maintain a proactive approach to problem-solving and task management.
We are looking for a detail-oriented and proactive Office Assistant to join our team in El Segundo, California. This part-time role involves working approximately 8 hours per week during standard business hours to support administrative and organizational tasks. This is a Contract to permanent position, offering an excellent opportunity to contribute to the efficiency of our office operations.<br><br>Responsibilities:<br>• Sort and distribute incoming mail to ensure timely delivery.<br>• Monitor inventory levels of office supplies and communicate restocking needs.<br>• Coordinate with property management for maintenance requests and office-related needs.<br>• Arrange food and beverages for team meetings and events.<br>• Manage scheduling tasks, including setting meetings and organizing calendars.<br>• Assist with general clerical duties such as filing and document management.<br>• Answer inbound calls and direct them appropriately.<br>• Utilize accounting and CRM software to support billing and administrative functions.<br>• Maintain an organized workspace.<br>• Provide additional administrative support as needed to ensure smooth office operations.
We are looking for a detail-oriented Executive Assistant to provide high-level administrative and operational support to the organization’s leadership and Board of Directors. Based in Los Angeles, California, this Contract position focuses on managing schedules, coordinating meetings, and facilitating communications to ensure seamless operations. The ideal candidate will demonstrate exceptional organizational skills, discretion, and the ability to handle sensitive information with professionalism.<br><br>Responsibilities:<br>• Organize and maintain the executive’s calendar, including scheduling appointments, coordinating travel arrangements, and ensuring timely updates.<br>• Draft correspondence and prepare materials for events, donor outreach, and internal communications.<br>• Collaborate with staff and leadership to implement streamlined administrative processes and enhance operational efficiency.<br>• Plan and manage logistics for Board and Committee meetings, including preparing agendas and tracking outcomes.<br>• Maintain accurate records of Board documents, rosters, and compliance with organizational bylaws.<br>• Develop strong relationships with Board members to ensure effective communication and support.<br>• Monitor office budgets, reconcile expenditures, and manage procurement and payment requests.<br>• Lead cross-functional projects to optimize administrative workflows and improve collaboration across departments.<br>• Uphold confidentiality and handle sensitive information with discretion, ensuring trust and professionalism.<br>• Provide support for memberships and renewals with external organizations, ensuring accurate tracking and timely execution.
We are looking for an experienced and highly organized Executive Assistant to provide key administrative support within the City Manager’s Office. This long-term contract position is based in Rialto, California, and requires someone who is detail oriented, adept at managing schedules, coordinating communications, and maintaining confidentiality while working closely with senior leadership and elected officials. If you thrive in a dynamic environment and excel in executive-level administrative tasks, we encourage you to apply.<br><br>Responsibilities:<br>• Provide comprehensive administrative support to the City Manager and executive staff, ensuring efficient daily operations.<br>• Manage calendars, schedule meetings, and coordinate appointments to optimize time management for senior leadership.<br>• Prepare, edit, and organize documents, reports, and presentations for internal and external use.<br>• Serve as the first point of contact by greeting visitors and handling inquiries with a detail-oriented approach.<br>• Maintain confidentiality of sensitive information and exercise discretion in all communications.<br>• Facilitate communication and collaboration between departments, ensuring alignment with organizational goals.<br>• Assist in coordinating travel arrangements for executive staff, including booking accommodations and managing itineraries.<br>• Support executive meetings by preparing agendas, taking minutes, and following up on action items.<br>• Collaborate with team members to ensure seamless coordination of administrative tasks.<br>• Provide bilingual support in Spanish for communications, if applicable.
We are looking for a skilled and organized Executive Assistant to support senior leadership in Santa Ana, California. This role is a Contract to permanent position, offering the opportunity to grow within a dynamic and detail-oriented environment. The ideal candidate will have a strong background in executive support, exceptional attention to detail, and the ability to manage multiple priorities effectively.<br><br>Responsibilities:<br>• Manage and maintain executive calendars, ensuring schedules are organized and conflicts are avoided.<br>• Arrange and coordinate travel plans, including booking flights, accommodations, and transportation.<br>• Prepare and organize materials for executive meetings, ensuring all necessary documentation is available.<br>• Act as the primary point of contact for communication between executives and other stakeholders.<br>• Handle confidential information with discretion and a high level of integrity.<br>• Utilize Microsoft Office Suite and Office 365 to create reports, presentations, and other documents.<br>• Support executives in managing priorities and deadlines for ongoing projects.<br>• Coordinate and oversee logistics for both onsite and offsite meetings.<br>• Ensure smooth day-to-day operations by proactively addressing administrative needs.<br>• Collaborate with various departments to facilitate efficient communication and workflow.
<p>Front Desk Duties:</p><p><br></p><ul><li>Greet patients and visitors with professionalism and empathy, ensuring a welcoming environment.</li><li>Respond to phone calls and emails, scheduling appointments, and managing inquiries related to dermatology services.</li><li>Maintain accurate patient records and assist with electronic medical records (proficiency in systems like Epic or Cerner preferred).</li><li>Process payments and collect co-pays efficiently using the practice's payment procedures.</li><li>Ensure the reception area is clean, organized, and fully stocked with supplies.</li></ul><p>Calendar Management:</p><p><br></p><ul><li>Manage the physician’s schedule, ensuring timely appointments and optimizing operational efficiencies.</li><li>Organize and prioritize meetings and calls for internal and external communications.</li><li>Collaborate with the medical office administrator to minimize scheduling conflicts.</li></ul><p>Travel Arrangements:</p><p><br></p><ul><li>Plan and book travel arrangements for the physician, including flights, accommodation, and ground transportation.</li><li>Prepare itineraries that align with clinic schedules, conferences, or commitments.</li><li>Handle last-minute changes and cancellations promptly and effectively.</li></ul><p><br></p>
We are looking for a motivated Office Assistant to join our team on a contract basis in Santa Ana, California. This role is ideal for an individual with strong organizational skills who can thrive in a dynamic office environment. The position requires a proactive approach to handling administrative tasks and supporting the team effectively.<br><br>Responsibilities:<br>• Coordinate and schedule interviews, ensuring smooth communication with candidates.<br>• Perform receptionist duties such as answering inbound calls and greeting visitors.<br>• Manage clerical tasks, including document scanning, filing, and maintaining records.<br>• Utilize QuickBooks Desktop for basic payroll and accounting tasks.<br>• Handle mail deliveries and errands, including weekly trips to the post office.<br>• Maintain an organized workspace and assist with general office upkeep.<br>• Support the HR team with prevailing wage documentation and compliance.<br>• Collaborate with colleagues to address questions and ensure efficient operations.<br>• Uphold business casual dress code while maintaining a detail-oriented approach.
<p>Robert Half has upcoming opportunities for experienced Executive Assistants. The Executive Assistant will report directly to and support director level, vice-presidents, and C-level executives. As an EA, you will be the right hand of the executive team, ensuring that they operate efficiently and effectively. You will handle a wide range of administrative and executive support tasks, including managing schedules, coordinating meetings, handling confidential information, and providing critical assistance to the leadership team. Please call (818) 703-8818 to schedule your interview. </p><p> </p>
<p>Robert Half has upcoming opportunities for experienced Executive Assistants. The Executive Assistant will report directly to and support director level, vice-presidents, and C-level executives. As an EA, you will be the right hand of the executive team, ensuring that they operate efficiently and effectively. You will handle a wide range of administrative and executive support tasks, including managing schedules, coordinating meetings, handling confidential information, and providing critical assistance to the leadership team. Please call (818) 703-8818 to schedule your interview. </p>
<p>We are looking for a detail-oriented Administrative Coordinator to join our client's team on a contract to hire basis in Woodland Hills, California. In this role, you will provide essential support to the Development department, ensuring smooth operations and efficient handling of administrative tasks. This position offers an excellent opportunity for someone with strong organizational skills and a passion for delivering high-quality assistance.</p><p><br></p><p>Responsibilities:</p><p>• Maintain and update donor database records with accuracy and attention to detail.</p><p>• Handle inbound calls professionally, addressing inquiries and redirecting them as needed.</p><p>• Organize and manage calendars to ensure seamless scheduling of meetings and events.</p><p>• Assist with preparing reports, presentations, and other documentation as required.</p><p>• Monitor and respond to email correspondence promptly, ensuring effective communication.</p><p>• Perform general office duties such as filing, scanning, and maintaining records.</p><p>• Collaborate with team members to support various projects and initiatives.</p><p>• Ensure compliance with organizational policies and procedures during daily operations.</p>
<p>We are looking for a highly organized and detail-oriented Executive Assistant to join our team in Pomona, California. In this role, you will provide crucial support to senior leadership by managing schedules, coordinating travel arrangements, and ensuring seamless execution of organizational initiatives. This is a Contract to permanent position within the manufacturing industry, offering an opportunity to grow professionally while contributing to the success of our company. This role will offer competitive compensation and benefits upon hire. </p><p><br></p><p>Responsibilities:</p><p>• Manage and maintain executive calendars, ensuring efficient scheduling of meetings and appointments.</p><p>• Coordinate domestic and international travel arrangements, including booking flights, accommodations, and transportation.</p><p>• Prepare detailed reports and presentations to support decision-making processes for senior leadership.</p><p>• Compile and track key metrics and data to monitor organizational performance and progress.</p><p>• Facilitate onboarding processes for new team members, ensuring they have access to necessary resources and systems.</p><p>• Organize and support executive meetings, including preparing agendas and documenting action items.</p><p>• Maintain accurate records and documentation for programs, projects, and operational activities.</p><p>• Collaborate with various departments to ensure alignment and successful execution of organizational priorities.</p><p>• Develop and implement standard operating procedures to optimize efficiency and promote consistency across teams.</p><p>• Assist with workforce tracking and performance review coordination in partnership with the HR team.</p>
We are looking for a dedicated and detail-oriented Human Resources (HR) Assistant to join our team in Covina, California. This is a Contract to permanent position, providing an excellent opportunity for growth within the organization. The ideal candidate will support payroll processing, HR administration, and employee relations while ensuring compliance with relevant regulations and policies.<br><br>Responsibilities:<br>• Process payroll on a bi-weekly schedule, including manual checks, corrections, and voids.<br>• Manage onboarding and offboarding tasks, ensuring all paperwork is complete and accurate.<br>• Maintain and update employee records, including job titles, benefits, and employment status.<br>• Ensure compliance with federal, state, and local payroll regulations and prepare necessary reports.<br>• Investigate and resolve discrepancies related to payroll and timekeeping systems.<br>• Assist employees with inquiries regarding wages, attendance, deductions, and leave balances.<br>• Coordinate with internal departments to manage benefit changes and leave administration.<br>• Support employee relations by addressing issues and maintaining a positive workplace environment.<br>• Handle clerical duties such as filing, scanning, and managing the front desk and switchboard.<br>• Oversee office operations, including supply management and mailroom activities.
We are looking for a dedicated Operations Assistant to join our team in Commerce, California. This long-term contract position offers an excellent opportunity to support our Operations and Sales Management teams by ensuring seamless processes and contributing to the department's success. The ideal candidate will thrive in a fast-paced environment, managing technician schedules, maintaining reports, and fostering efficient office operations.<br><br>Responsibilities:<br>• Coordinate technician assignments to work orders and ensure schedules are effectively managed.<br>• Review and verify hours worked before submitting payroll for processing.<br>• Collaborate with clients to schedule work and maintain strong communication channels.<br>• Manage client site access by maintaining and organizing key distribution.<br>• Prepare and analyze reports on labor, variances, and project performance.<br>• Provide general office support, including answering employee inquiries and maintaining a well-functioning workspace.<br>• Assist in training staff on company procedures to ensure compliance and efficiency.<br>• Monitor and improve internal and external client satisfaction through proactive engagement.<br>• Support efforts to reduce order processing times and streamline workflow operations.<br>• Perform other administrative and operational tasks as assigned to enhance departmental performance.
<p>We are looking for a detail-driven and efficient Office Coordinator to join a software start-up company in Marina Del Rey on a contract to hire basis. This multifaceted role includes office management, general operations support, and some recruiting coordination. The role is onsite daily M-F, hours 9:00am-6:00pm.</p><p><br></p><p>Responsibilities:</p><p>• Oversee the management of office supplies, vendor relationships, and daily logistical needs.</p><p>• Coordinate team events, offsite activities, and onsite meetings to promote collaboration.</p><p>• Foster a welcoming and well-organized office space for staff and visitors.</p><p>• Assist in onboarding new hires by setting up equipment, workspaces, and introductions.</p><p>• Provide scheduling and administrative support to the leadership team.</p><p>• Handle special projects and ad-hoc administrative tasks as required.</p><p>• Plan and organize candidate interviews across various time zones.</p><p>• Manage communication with candidates to ensure a positive recruitment experience.</p><p>• Maintain applicant tracking systems and oversee recruiting pipelines effectively.</p>
<p>We are looking for a detail-oriented General Office Clerk to work at a real estate company in West LA on a contract basis. In this role, you will provide essential support to office operations include creating and managing invoices, handling phone calls, uploading and downloading files, renaming and organizing documents, sorting mail, and writing checks. This position requires a proactive individual with excellent organizational skills and attention to detail. The initial schedule is Monday through Thursday, 9:00 a.m. – 6:00 p.m.</p><p><br></p><p>Responsibilities:</p><p>• Perform document scanning tasks to ensure accurate digital records.</p><p>• Organize and maintain physical and electronic files for easy accessibility.</p><p>• Input data into company systems with precision and attention to detail.</p><p>• Provide general back-office support to aid in daily operations.</p><p>• Assist with sorting and categorizing documents to maintain an organized workflow.</p>
We are looking for a dedicated and detail-oriented Records Clerk to join a local municipality’s City Clerk’s office in Beverly Hills, California. This contract position with the potential for long-term employment offers an opportunity to make a meaningful impact by managing public records requests efficiently and accurately. The ideal candidate will play a pivotal role in ensuring compliance with municipal regulations and supporting the office's administrative functions.<br><br>Responsibilities:<br>• Review and process public records requests in accordance with established municipal guidelines and deadlines.<br>• Organize and maintain both electronic and physical records, adhering to confidentiality standards and retention schedules.<br>• Monitor the status of requests and communicate updates to both the City Clerk’s office and requestors.<br>• Retrieve required records from various departments and databases to fulfill incoming requests.<br>• Log all requests and responses accurately, ensuring records are updated for audits and reporting purposes.<br>• Identify opportunities to enhance records management processes and contribute to their implementation.<br>• Provide administrative support to the City Clerk’s office, including clerical tasks and coordination as needed.
<p>We are seeking an Executive Admin Support temp who oversees and performs all administrative functions for two executives. Composes correspondence, announcements, and memoranda, and creates and maintains confidential corporate and general files, and time keeping records.</p><p> </p><p><strong><u>DUTIES</u></strong></p><ol><li>Assist in the management of the two executives’ office, including answering phone calls, filing maintenance and organization, preparing documents, composing routine correspondence and announcements, receiving visitors, faxing/receiving messages and correspondence, and expediting mail handling.</li><li>Maintain the two executives’ daily work schedule and acquire documents and information as needed by the executives.</li><li>Update and manage the executive’s appointment calendar and Departmental task list.</li><li>Maintain filing system and further develop to make more efficient.</li><li>Coordinate and assist with the completion of special projects, including research, documentation, spreadsheet development and presentation design.</li><li>Assist with meeting preparation and implementation, including drafting, copying and distributing meeting agendas, presentation materials, correspondence and minutes.</li><li>Assist with making course, event and travel arrangements.</li><li>Maintain tickler files for corporate time tables, and provide back-up for the executive suite and for outgoing mail processing as needed</li><li>Other duties as assigned</li></ol><p><strong><u> </u></strong></p><p><b><u> </u></b></p><p><br></p>
