46 results for Administrative Assistant in San Diego, CA

Executive Assistant Our client, an innovative and forward-thinking biotech company, is seeking a highly motivated Executive Assistant to provide exceptional administrative support to senior executives. This role requires someone with a high degree of professionalism, discretion, and the ability to prioritize in a fast-paced, cutting-edge environment. Key Responsibilities:<ul><li>Act as the primary point of contact for senior executives, managing calendars, scheduling meetings, and handling correspondence.</li><li>Coordinate complex domestic and international travel arrangements, creating detailed itineraries and troubleshooting last-minute changes.</li><li>Prepare, edit, and manage high-level documents, presentations, reports, and spreadsheets with precision and confidentiality.</li><li>Facilitate communication between the executive team and internal/external stakeholders, building strong, professional relationships.</li><li>Plan and execute meetings, conferences, and webinars, including logistical arrangements and agenda preparation.</li><li>Maintain up-to-date knowledge of ongoing projects and company initiatives to proactively provide support.</li><li>Perform critical project management tasks, such as keeping track of deadlines and ensuring timely completion of deliverables.</li><li>Handle confidential information with discretion, maintaining a high level of professionalism at all times.</li><li>Assist in managing office procedures, ordering supplies, and ensuring smooth day-to-day operations.</li></ul>

SR. Executive Assistant About the Company: Join a reputable and fast-growing construction firm dedicated to delivering high-quality projects with precision and excellence. Our client is seeking an experienced and strategic Senior Executive Assistant to provide high-level support to senior leadership and enhance operational efficiency.Key Responsibilities:<ul><li>Strategic Executive Support: Manage complex calendars, schedule meetings, and coordinate high-priority appointments for senior leadership.</li><li>Stakeholder Management: Serve as the primary liaison between executives, clients, subcontractors, and internal teams, fostering strong professional relationships.</li><li>Document & Contract Management: Prepare, review, and organize contracts, project proposals, and executive presentations with meticulous attention to detail.</li><li>Meeting & Event Coordination: Plan and execute executive meetings, off-site events, and company-wide gatherings, including preparing agendas and tracking follow-ups.</li><li>Travel & Logistics: Organize comprehensive travel arrangements, including transportation, lodging, and detailed itineraries.</li><li>Expense & Budget Oversight: Manage executive expenses, reconcile budgets, and prepare financial reports.</li><li>Office & Team Leadership: Oversee office operations, manage vendor relationships, and guide junior administrative staff.</li><li>Confidentiality & Discretion: Handle sensitive company information with the utmost care and professionalism.</li></ul>

Administrative Assistant Key Responsibilities: Manage calendars and coordinate communication within the team to ensure schedules run smoothly. Provide organizational support to brokers, including prioritizing tasks and maintaining workflow. Recognize when to escalate issues and act as a reliable point of contact for urgent matters. Assist with travel arrangements, including booking accommodations and transportation. Handle expense reimbursements and ensure accurate and timely processing. Perform ad hoc administrative tasks as needed to support the team.

Executive Assistant We are looking for an Executive Assistant to join our team located in Newport Beach, California. As an Executive Assistant, your role will encompass a variety of tasks including managing calendars, coordinating executive meetings, and maintaining daily schedules. This role offers a contract to permanent employment opportunity. Responsibilities: • Manage and maintain executive calendars, ensuring efficient scheduling and organization. • Coordinate executive meetings and presentations, ensuring all necessary materials are prepared. • Use Office 365 and other software to perform administrative tasks and manage data. • Handle daily schedule management, coordinating schedules as needed. • Utilize Google Calendar and other tools for effective calendar management. • Respond to inquiries and issues, providing timely and efficient resolution. • Monitor and manage multiple executives' tasks and activities. • Maintain accurate records of customer credit applications. • Monitor customer accounts and take appropriate action when necessary.

Executive Assistant We are offering a short-term contract employment opportunity for an Executive Assistant in Irvine, California. The role primarily revolves around providing high-level administrative support within the financial services industry. Operating in a remote setting, you will be utilizing your skills in calendar management, communication, and use of various software like ADP, Cisco Webex Meetings, Concur, CRM, Kronos Timekeeping System, About Time, and Microsoft Office. Responsibilities: • Manage scheduling and calendaring of internal meetings in an organized manner • Use provided equipment and software to carry out tasks effectively • Regularly update and maintain customer credit records with high accuracy • Efficiently process customer credit applications • Monitor customer accounts and take required action when necessary • Communicate effectively with customers to resolve any inquiries • Carry out daily check-ins to ensure smooth workflow • Manage and coordinate conference calls and correspondence • Utilize strong communication skills for effective correspondence.

Executive Assistant At Robert Half, we specialize in connecting outstanding professionals with exceptional opportunities. Our client, a reputable and growing organization in beautiful La Jolla, California, seeks a talented Executive Assistant to join their team. Job Responsibilities:<ul><li>Maintain and coordinate complex calendars, including scheduling meetings, conference calls, and appointments across different time zones.</li><li>Act as the first point of contact, handling correspondence, emails, and phone calls with professionalism and urgency.</li><li> Arrange agendas, prepare presentations, and document meeting minutes.</li><li>Plan and book domestic and international travel, including flights, accommodations, ground transportation, and itineraries.</li><li>Assist with special projects, ensuring deadlines are met and deliverables are accurate.</li><li>Draft, proofread, and edit correspondence, reports, and other documents with keen attention to detail.</li><li>Manage sensitive information with the utmost professionalism.</li></ul>

Legal Assistant - Bankruptcy Litigation One of RHL's best clients - a national law firm with offices around the country - is seeking to add a Legal Administrative Assistant (LAA) to their team in Costa Mesa. This LAA will support the Bankruptcy Litigation team. Prior practice area experience is a must! The Am Law firm prides itself on strong mentorship, quality training, and a congenial workplace. We have placed 3 LAAs there who are super happy! Responsibilities of Role: o eFilings – up to 10 per week in Bankruptcy court. Filing & serving documents is an important part of the job.o Formatting – they have a word processing dept. but this LAA will have to format occasionally as well. The attorney are perfectionists; this skillset is important (knowing which font, the precise spacing, local judges’ rules, etc.).o Calendaring – for 4 attorneys. They have a docketing dept. Dates comes through the docketing department, but the attorneys then want their Outlook calendars updated. Docketing supports with any deadline-related questions.o Billing – enter attorney time, and LAA approves pre-bills then send cover letters out.o No heavy trial preparation work, but exposure to this is a plus.^ Pay is contingent upon experience with these things. Details of Role:· Hours: 7.5 hour day. Roughly 8:30 - 5 daily.· Profile that would be a fit:o Extremely high attention to detail. These partners are perfectionists, but kind.o As many years of litigation secretary/assistant experience as possible.o Ability to eFile, calendar, format, and managing attorney time. Perks of the Firm:· People on this team help each other figure it out!· High level of respect for staff, no micromanaging, no drama· Firm prioritizes pro bono work, and partner closely with Public Law Center· Excellent stability; multiple secretaries have been with their attorneys for 20-40 years!

Receptionist <ul><li>Answering and Directing Calls: Operate a multiline phone system, screen and forward calls to the right personnel, and take detailed messages when necessary.</li><li>Administrative Support: Provide general administrative support, including data entry, scheduling meetings, and preparing meeting rooms as needed.</li><li>Mail and Package Handling: Receive and sort incoming mail and deliveries, as well as coordinate outgoing packages.</li><li>Front Desk Maintenance: Keep the reception area clean and organized to maintain a welcoming appearance.</li><li>Visitor Log Management: Maintain accurate records of guest logs, visitor badges, and office security protocols.</li><li>Supplies Management: Monitor and order office supplies to ensure availability of resources for staff and visitors.</li><li>Customer Service: Address visitor or caller inquiries with professionalism and escalate issues to the relevant team members or management.</li></ul>

Sr. Executive Assistant We are initiating a search for a Sr. Executive Assistant to join our team in the Government sector, based in San Marcos, California. The individual in this role will be responsible for rendering support to the City Manager, managing internal communications, and handling administrative tasks. This position offers a long term contract employment opportunity. Responsibilities:• Manage the City Manager's schedule effectively and efficiently• Facilitate communication between the CEO and other departments• Ensure efficient management and planning of the CEO's schedule• Filter and manage emails, voicemails, and SMS messages• Oversee the reporting mechanism of the department heads to the CEO• Scrutinize credit card statements and invoices, ensuring accuracy• Exhibit proficiency in Microsoft Suite to handle various tasks• Utilize strong internal communication skills to foster a healthy work environment• Handle scheduling appointments and calendar management efficiently

Executive Assistant A fast-paced and growing organization in San Marcos, CA, is searching for an experienced and detail-oriented Executive Assistant to provide high-level support to company executives. This role requires exceptional organizational skills, discretion, and the ability to thrive in a fast-paced environment. Key Responsibilities:<ul><li>Executive Support: Manage executive calendars, plan travel arrangements, and coordinate high-priority meetings.</li><li>Communication Management: Act as a liaison for internal and external communications, drafting emails, memos, and presentations.</li><li>Project Assistance: Support executives on special projects, ensuring all deliverables are executed within deadlines.</li><li>Meeting Coordination: Prepare agendas, maintain meeting minutes, and follow up on action items to ensure accountability.</li><li>Confidentiality Management: Handle sensitive information with discretion and maintain confidentiality at all times.</li></ul>

Human Resources Assistant An amazing organization in Rancho Santa Fe, CA, is looking for a dedicated and detail-oriented HR Assistant to join their team! This is an incredible opportunity to work alongside HR professionals in a supportive and dynamic environment while expanding your career in human resources. If you have a passion for people, an eye for detail, and strong organizational skills, we encourage you to apply today! Key Responsibilities:Administrative HR Support:<ul><li>Assist with onboarding and orientation processes, preparing documentation, and coordinating schedules for new hires.</li><li>Maintain accurate employee records, both digital and physical, ensuring compliance with company policies and legal requirements.</li><li>Support the recruitment team with job postings, resume screening, and scheduling interviews.</li></ul>Policy Compliance & Employee Relations:<ul><li>Provide support with employee requests, benefits administration, and general HR inquiries.</li><li>Ensure confidentiality while handling sensitive employee data and documentation.</li><li>Assist in drafting and updating HR policies and procedures to align with company and legal standards.</li></ul>

Human Resources Assistant Robert Half is partnering with a well-respected company in Oceanside, CA to hire a Human Resources Assistant who is passionate about people and processes! This role is ideal for someone looking to kick-start their career in HR or someone experienced in administrative tasks with a strong interest in human resources. If this sounds like you, apply now to work closely with HR professionals in a supportive and collaborative environment! Key Responsibilities:HR Support:<ul><li>Assist in the onboarding process for new hires by preparing offer letters, conducting orientations, and ensuring all paperwork is completed.</li><li>Schedule interviews and maintain communication with candidates during the hiring process.</li><li>Help monitor and maintain employee records and files in compliance with legal requirements.</li></ul>Process Administration:<ul><li>Support HR in maintaining compliance with state and federal regulations, including payroll and benefits administration.</li><li>Assist in planning employee engagement initiatives, recognition programs, and trainings.</li><li>Handle employee inquiries related to policies, benefits, and other HR-related matters.</li></ul>General Administrative Duties:<ul><li>Maintain calendars, schedule meetings, and provide general clerical support to the HR team.</li><li>Prepare reports and presentations required by HR leadership.</li></ul>

Human Resources Assistant (Entry Level) We are seeking a motivated and detail-oriented Human Resources (HR) Assistant to join an innovative team in [Insert Location]. This entry-level HR role provides an excellent opportunity for growth and is ideal for candidates eager to begin their career in human resources. Key Responsibilities:<ul><li>Assist HR staff with day-to-day administrative tasks, including maintaining employee files and records.</li><li>Organize and schedule interviews, onboarding sessions, and employee trainings.</li><li>Answer employee inquiries related to company policies, benefits, and payroll (with HR direction).</li><li>Prepare and post job ads on various platforms and assist with recruitment efforts.</li><li>Support HR with compliance tasks, such as monitoring new-hire paperwork and I-9s.</li></ul>

Legal Assistant / Paralegal We are looking for a Legal Assistant / Paralegal to join the legal department of one of the largest fast-food chains on the West coast. This is a long-term contract position that will partner with attorneys and paralegals on a collaborative team. This position is on-site at their company headquarters in Irvine, California. This is a small legal team where you will get to have your hands in a number of areas including administrative support, intellectual property social media searches and infringement, and filing with the courts. Parking on-site and free lunch at the company restaurant available daily. Responsibilities:• Provide administrative support to the department, including handling phone calls, processing invoices, and maintaining the office• Manage calendars and schedule meetings• Handle e-filing, scanning, and shredding tasks, including opening and closing files• Assist with office upkeep and take responsibility for office supplies• Conduct online and social media research for intellectual property matters• Maintain trademark files and manage online infringement take-downs on a weekly basis• Draft and send cease and desist letters for trademark infringements• Assist in general liability case management, including the preparation and service of legal documents, court filings, and scheduling depositions.

Human Resources Coordinator Robert Half is partnering with a growing organization in Carlsbad, CA to find a personable and detail-oriented HR Coordinator. If you thrive in a fast-paced work environment, enjoy collaborating across teams, and are passionate about helping employees succeed, this role might be the perfect fit for you. Key Responsibilities:<ul><li>Serve as the first point of contact for employee inquiries regarding HR policies, benefits, and processes.</li><li>Assist with onboarding new hires, including coordinating orientation sessions and ensuring all documentation is completed and filed accurately.</li><li>Maintain and update employee records in the Human Resources Information System (HRIS).</li><li>Support benefits administration by managing enrollments, terminations, and changes and answering employee questions.</li><li>Assist in scheduling interviews, coordinating calendars for recruiters and hiring managers.</li><li>Help organize employee engagement activities and company-wide events.</li><li>Review, process, and file employee-related paperwork, including performance evaluations, policy acknowledgment forms, and training completion records.</li></ul>

Office Clerk Robert Half is proud to partner with a reputable organization in Encinitas, CA, to fill an important Office Clerk position. This role is perfect for someone who thrives in a versatile, fast-paced office environment and enjoys helping keep operations running smoothly. If you’re detail-oriented, highly organized, and ready to bring efficiency to a dynamic team, we’d love to hear from you! Key Responsibilities:<ul><li>Perform a wide range of administrative duties, including filing, faxing, and scanning documents.</li><li>Sort and distribute incoming mail as well as prepare outgoing correspondence.</li><li>Manage office supply inventory and restock as needed, ensuring that the workplace remains organized and functional.</li><li>Greet visitors, answer and direct phone calls, and provide general assistance to staff and customers.</li><li>Digitally and physically manage records to ensure accuracy and compliance with company standards.</li><li>Support the team by assisting in scheduling meetings, preparing meeting materials, and coordinating calendars.</li><li>Assist with special projects as needed, providing support across departments.</li></ul>

Human Resources Assistant A prominent organization in Escondido, CA is hiring an HR Assistant with a strong focus on supporting onboarding, technology, and HR analytics. This position is ideal for a tech-savvy HR professional looking to grow within a high-performing HR team in a corporate setting. Key Responsibilities:HR Data Management:<ul><li>Manage and maintain HR data using the organization’s HRIS systems (e.g., Workday or ADP).</li><li>Generate and analyze HR reports related to employee turnover, retention, and payroll accuracy.</li><li>Ensure compliance with data privacy standards and confidentiality protocols.</li></ul>Onboarding & Employee Training:<ul><li>Facilitate the onboarding process for new hires, including tech setup, policy reviews, and orientation sessions.</li><li>Coordinate employee training programs, document attendance, and track compliance.</li></ul>Policy & Procedure Expertise:<ul><li>Support compliance by updating employee handbooks and ensuring adherence to workplace regulations.</li><li>Partner with HR leadership to research and help implement best practices in employee engagement and development.</li></ul>

Intake Legal Assistant - Spanish Required A trendy, growing, education-based plaintiff personal injury firm is seeking an experienced Spanish-speaking intake legal assistant to join their growing team. Prior personal injury intake experience is a must-have. Please do not apply without it. Responsibilities of Role: Will be responsible for intake only, not comprehensive case management.o About 4.5 hour of phone time per day.o 50 outbound calls per day, sometimes the same person, just trying different phone numbers/area codes.o AI helps with outbound dialing.o Filling out forms with clients.o Screening clients to make sure they are a good fit (discussing the injury, assessing the potential case).o Sending out e-retainerso Once the retainer is signed, it’s done – they don’t set up treatment or handle client throughout. Details of Role:· Hours: Ideally 10am-7pm but not set on that (intake hours are 7am to 9pm). One Saturday every 6 weeks; you’ll know far in advance. And day off during the week because of that.· Profile that would be a fit:o Nobody from a low-volume shopo Nobody who wants to be a paralegal; this is an intake roleo Someone comfortable being on the phoneo Someone who understands the necessity of building rapport with clients, understanding the injury, sassing out the case. Perks of Company:· “We take our time training, we want people to be here for a long time!” – Managing Partner· They have a suite at the Honda Center and regularly go watch the Ducks play. People hang out outside of work!· Lunches as a team most weeks, whether it’s a potluck, lunch & learn, catered, etc.· Trendy office: cool mood lighting, multiple bars, lots of plants, meditation/rest room with blankets to take naps on your break, fancy espresso machine, and dogs welcome (they stay in their attorney’s offices generally, though).· Casual office dress, most people wear jeans. They believe people should be comfortable at work.· This role is not just a cog in a machine. “Intake is the gas line that makes everything go!”· Unlike some plaintiff PI firms, “our approach is educational based. We say, here is what an attorney can do for you, here’s how we can help: with PT, doctors, insurance etc.” – Managing Partner

Human Resources Assistant A reputable organization in San Marcos, CA is seeking an organized and proactive HR Assistant to join their team. This role is ideal for an ambitious professional looking to develop a career in human resources. The HR Assistant will support the HR department with administrative tasks, recruitment coordination, and employee engagement programs. Key Responsibilities:<ul><li>Maintain employee records, ensuring accurate and confidential documentation.</li><li>Assist with new hire paperwork, onboarding processes, and scheduling orientation sessions.</li><li>Respond to employee inquiries in a timely and professional manner.</li><li>Coordinate interviews, prepare job postings, and screen resumes.</li><li>Work closely with the hiring team to ensure a positive candidate experience.</li><li>Track recruitment progress and prepare reports using applicant tracking systems (ATS).</li></ul>

Accounting Assistant A dynamic and well-established company in Fallbrook, CA, is currently seeking an enthusiastic and detail-oriented Accounting Assistant to join their team. This role focuses on supporting the accounting department with essential tasks to ensure smooth operations. The ideal candidate will have strong organizational skills, a solid foundation in accounting principles, and a commitment to professional growth. Job Responsibilities:<ul><li>General Ledger Assistance: Perform data entry and assist with journal entries, maintaining accuracy and timeliness in general ledger posting.</li><li>Account Reconciliation: Reconcile accounts monthly, identifying and addressing discrepancies.</li><li>Accounts Payable and Receivable: Process invoices, assist with billing, and manage payment records.</li><li>Document Management: Organize financial records and ensure compliance with established filing protocols.</li><li>Administrative Support: Provide support to the accounting team by managing correspondence, preparing reports, and handling inquiries from vendors or clients.</li></ul>

Administrative Coordinator A growing company in Rancho Santa Fe, CA is seeking an organized and proactive Administrative Coordinator to join their team. This role is vital to supporting daily operations and ensuring the smooth execution of administrative tasks across various departments. If you're a highly organized professional who thrives in a fast-paced environment and enjoys ensuring everything is running efficiently, this could be the perfect role for you! Key Responsibilities:Coordination & Administrative Support:<ul><li>Manage and coordinate schedules, meetings, and appointments across departments.</li><li>Assist in the preparation of reports, presentations, and other professional correspondence.</li><li>Monitor and order office supplies to ensure all team members have the tools they need to succeed.</li></ul>Communication Management:<ul><li>Act as a point of contact between departments and external vendors or clients to ensure smooth communication.</li><li>Respond to inquiries via phone, email, or in-person contact promptly and professionally.</li></ul>Organizational Efficiency:<ul><li>Help establish and maintain operational processes to optimize workflow and improve productivity.</li><li>Keep records up-to-date and organized, including confidential documents and filing systems.</li></ul>