40 results for Executive Assistant in San Diego, CA

Executive Assistant Are you eager to support senior leadership in a fast-paced, dynamic environment? A highly respected company in Solana Beach, CA, is seeking a proactive and polished Executive Assistant to provide administrative and operational support to the executive team. With an office overlooking the stunning coast, this role offers a unique opportunity to combine professional growth with an excellent workplace culture. As an Executive Assistant, you will serve as a right-hand partner to the executives, ensuring their schedules are managed efficiently, meetings and projects run smoothly, and key objectives are met. This is a career-building role for candidates with proven experience in executive-level support and a passion for organization, communication, and high-level confidentiality. Key Responsibilities:<ul><li>Manage high-volume calendars and coordinate meetings, events, and travel arrangements.</li><li>Draft and edit correspondence, presentations, and other documents on behalf of the executives.</li><li>Act as a gatekeeper, managing communication flow (email, calls, etc.) and ensuring timely follow-ups.</li><li>Prepare reports, agendas, and meeting minutes for executive-level meetings.</li><li>Liaise with internal teams and external stakeholders, representing the executive team professionally.</li><li>Facilitate special projects and research items as needed to support business objectives.</li><li>Ensure the executives' time is maximized by anticipating needs and proactively addressing potential conflicts.</li></ul>

Executive Assistant Robert Half is seeking a dynamic and highly organized Executive Assistant to support the executive leadership team at a leading biotech company. This role is pivotal in ensuring smooth day-to-day operations, managing complex schedules, and facilitating effective communication within the organization and with external stakeholders.Key Responsibilities:<ul><li>Manage complex calendars, schedule meetings, and coordinate travel arrangements.</li><li>Prepare and edit correspondence, presentations, and reports.</li><li>Handle confidential information with discretion and professionalism.</li><li>Serve as a liaison between executives, internal teams, and external partners.</li><li>Organize and coordinate logistics for meetings, conferences, and company events.</li><li>Track and manage key action items, ensuring deadlines are met.</li><li>Support project management tasks and contribute to strategic initiatives.</li><li>Maintain and organize electronic and physical files.</li><li>Assist with budget management and expense reporting.</li></ul>

Executive Assistant Our client, a leader in the technology field, is seeking a polished and detail-oriented Executive Assistant to provide advanced administrative support to senior leadership. Key Responsibilities:<ul><li>Manage complex executive calendars, scheduling meetings, appointments, and travel arrangements to optimize time management.</li><li>Maintain clear and effective communication between executives, internal teams, and external stakeholders.</li><li>Prepare and organize executive-level correspondence, presentations, reports, and meeting agendas.</li><li>Track deadlines and key deliverables, ensuring follow-up on tasks and commitments.</li><li>Plan and coordinate high-priority meetings, including virtual and in-person, ensuring all logistics are handled efficiently.</li><li>Exercise discretion and confidentiality while handling sensitive company information.</li><li>Perform general administrative duties, such as expense tracking, record-keeping, and monitoring office supplies for the executives.</li><li>Assist with special projects and ad hoc requests to support the leadership team's initiatives.</li></ul>

Executive Assistant If you’re ready to take charge and bring organized support to executive operations, look no further! Robert Half is working with a cutting-edge company in Vista, CA to place an Executive Assistant with exceptional project management and problem-solving skills. This is your chance to contribute to the success of industry-leading leaders and a high-performing team. Key Responsibilities:<ul><li>Support senior executives by managing schedules, coordinating appointments, and organizing travel logistics.</li><li>Facilitate communication between the executive team and other departments, ensuring consistency and accuracy.</li><li>Lead various administrative projects, monitoring progress and deadlines.</li><li>Assist with the preparation of materials for executive-level meetings.</li><li>Build strong relationships with clients, vendors, and internal teams while maintaining professionalism in all interactions.</li><li>Conduct research for executive projects and provide actionable insights.</li></ul>

Executive Assistant About the Firm:Join a dynamic and prestigious investment firm known for its innovative approach and commitment to excellence. Our client is seeking a highly organized and proactive Executive Assistant to support senior leadership and contribute to the firm’s operational success.Key Responsibilities:<ul><li>Calendar Management: Coordinate and maintain complex schedules, including meetings, travel arrangements, and appointments.</li><li>Communication Management: Serve as a point of contact for internal and external stakeholders, handling correspondence, screening calls, and managing emails.</li><li>Document Preparation: Draft, edit, and proofread presentations, reports, and other business documents.</li><li>Meeting Coordination: Organize and prepare materials for meetings, record minutes, and follow up on action items.</li><li>Travel Arrangements: Plan and book domestic and international travel, including accommodations, transportation, and itineraries.</li><li>Expense Management: Track and reconcile expenses, prepare expense reports, and manage budgets for executive-related activities.</li><li>Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism.</li><li>Project Support: Assist with special projects, research, and event planning as needed.</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>

Executive Assistant We are seeking an Executive Assistant to join our team. This role offers a permanent employment opportunity in the non-profit industry, where you will primarily support our COO by managing their schedule, handling correspondence, and coordinating meetings. Responsibilities• Manage the COO's calendar, ensuring all appointments and meetings are scheduled and attended• Communicate effectively with internal and external stakeholders on behalf of the COO• Organize and facilitate conference calls and meetings, utilizing tools such as Cisco Webex Meetings• Manage and maintain accurate records using CRM systems• Handle all correspondence related to the COO's office, ensuring timely and appropriate responses• Use the Kronos Timekeeping System and ADP for various financial services tasks• Provide support at offsite meetings, board retreats, and other events as needed• Utilize Concur for travel and expense management• Ensure a strong service mindset is maintained, with attention to detail in all tasks• Adapt to occasional after-hours work as required by the COO's schedule.

Executive Assistant Are you an expert in juggling multiple priorities, anticipating needs, and ensuring executives can focus on strategic goals? A growing company in Carlsbad, CA is looking for a refined Executive Assistant to provide unparalleled support to senior leadership. If you thrive in high-pressure environments while maintaining attention to detail, this role is for you. Key Responsibilities:<ul><li>Manage complex calendars for high-level executives, scheduling meetings and coordinating travel arrangements.</li><li>Prepare reports, presentations, and correspondence for internal and external audiences.</li><li>Execute special projects, conducting research and handling delegated responsibilities from leadership.</li><li>Serve as the primary point of contact for the executive team, addressing inquiries with professionalism and confidentiality.</li><li>Organize and attend meetings, take minutes, and follow up on action items.</li><li>Handle expense reporting and budget management for executives, ensuring accuracy and timeliness.</li></ul>

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>

HYBRID - Executive Assistant We are seeking a highly organized and proactive Executive Assistant to join a dynamic biotech company in San Diego. This role is HYBRID in San Diego (3 days in office, 2 remote work). This role will provide essential support to the C-Suite, working closely with the Senior Executive Assistant to ensure seamless daily operations. The ideal candidate will be a detail-oriented professional with excellent communication skills, the ability to manage multiple priorities, and a passion for contributing to the success of a growing, innovative organization.Key Responsibilities:<ul><li>Calendar Management: Coordinate complex schedules, meetings, and appointments for C-level executives, prioritizing and adjusting as needed.</li><li>Communication: Serve as a liaison between executives and internal/external stakeholders, managing emails, calls, and correspondence with professionalism.</li><li>Travel Coordination: Arrange domestic and international travel, including flights, accommodations, itineraries, and expense reports.</li><li>Meeting & Event Support: Prepare agendas, presentations, and materials for executive meetings; take detailed meeting notes and follow up on action items.</li><li>Document Management: Draft, review, and organize documents, reports, and presentations, ensuring accuracy and confidentiality.</li><li>Project Assistance: Support special projects and strategic initiatives as directed by the Senior Executive Assistant and C-Suite.</li><li>Office Management: Oversee office logistics, including supply management, vendor coordination, and facility-related tasks.</li></ul>

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>

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.

Sr. Administrative Assistant We're looking for a Senior Administrative Assistant to join our team and play a vital role in ensuring the success and organization of our executive and leadership operations. As a Senior Administrative Assistant, you'll serve as a key partner to senior leaders, managing complex tasks, prioritizing schedules, and proactively addressing challenges. This position is ideal for an experienced administrative professional looking to make an impact and contribute to a fast-moving, high-performing organization. Responsibilities:<ul><li>Manage and coordinate executive schedules, appointments, and meetings, ensuring time is allocated effectively </li><li>Prepare and edit high-quality reports, presentations, and correspondence, often requiring a keen attention to detail and confidentiality </li><li>Serve as the main point of contact for senior leaders and stakeholders, ensuring seamless communication and follow-up </li><li>Address challenges proactively while supporting critical office functions, processes, and decisions in a fast-paced environment </li><li>Oversee travel arrangements, meeting logistics, and expense report management </li><li>Assist in planning executive events, off-site meetings, and other high-level initiatives </li><li>Mentor and guide junior administrative staff while delivering exceptional support to senior leadership </li></ul>

Sr. Administrative Assistant Our client, a leading organization in the technology field, is seeking a detail-oriented and proactive Senior Administrative Assistant to provide high-level support to executives and their teams. This role offers a unique opportunity to contribute to meaningful projects in a forward-thinking industry while growing professionally in a collaborative and innovative workplace. Key Responsibilities:<ul><li>Provide executive-level support, including managing calendars, coordinating meetings, preparing agendas, and arranging travel logistics.</li><li>Serve as a liaison between departments, teams, and external stakeholders to facilitate efficient communication and workflow.</li><li>Create and edit high-quality reports, presentations, and correspondence that align with the organization’s standards.</li><li>Assist in planning department-wide or company events, such as team-building activities, conferences, and workshops.</li><li>Manage confidential documents and sensitive information with the highest degree of discretion.</li><li>Improve internal administrative processes and workflows for enhanced efficiency and productivity.</li><li>Track and report on project deadlines, deliverables, and progress, acting as a key resource for coordination efforts.</li></ul>

Administrative Assistant We’re seeking an Administrative Assistant to join our client's team and provide essential support to ensure the smooth operation of day-to-day activities. As an Administrative Assistant, you’ll play a vital role in keeping our office running efficiently. You’ll handle a variety of administrative tasks, collaborate with team members across departments, and contribute to our organization’s success. Responsibilities:<ul><li>Manage and organize schedules, appointments, and meetings </li><li>Prepare reports, presentations, and other documentation as needed </li><li>Handle correspondence via email, phone, and other communication platforms</li><li>Maintain and update records, files, and databases with a high level of accuracy </li><li>Assist in the planning and coordination of office events and projects </li><li>Respond to inquiries from internal and external stakeholders in a professional and timely manner</li></ul>

Legal Administrative Assistant A state-wide law firm with over 100 attorneys and offices in San Francisco, San Diego, Ventura County, and Costa Mesa is seeking a Legal Administrative Assistant (Legal Secretary) for their San Diego branch. The San Diego office has 8 attorneys, 2 legal assistants, 1 paralegal, 1 receptionists/admin, 1 office services clerk/IT clerk, and 1 part time file clerk. This firm is like a boutique firm within a regional firm: great resources but intimate team. Responsibilities of Role: Very busy desk: civil litigation, including labor & employment and business law. Must be familiar with:<ul><li>trial prep</li><li>litigation calendaring (no docket clerk)</li><li>TOA/TOCs</li><li>eFiling (60% state, 40% federal, occasional appellate – but the latter is not a deal breaker)</li><li>discovery shells (from macros) </li><li>redlining legal documents</li></ul>Fluency in the following software is helpful: CompuLaw for calendaring, Best Authority for TOA/TOCs, iManage for document management, and Adobe for bate stamping. Perks of Firm:· Firm has an in-house trainer who helps get people set up· Laid back environment· Longevity of staff · Strong benefits – besides standard benefits, the firm covers EAP counseling, travel allowance, and supplemental insurance· Staff appreciation lunches, birthday celebrations, holiday gifts, raffles, prizes· LA and SD team work very closely/collaboratively with each other and share work. Thus, there is never trouble hitting paralegals.

Administrative Assistant We are offering a permanent employment opportunity for an Administrative Assistant in Costa Mesa, California, 92626, United States. The selected candidate will be an integral part of our team, ensuring the smooth and efficient operation of our office environment. This role encompasses a variety of administrative tasks, from handling customer inquiries to managing office supplies. Responsibilities:• Provide comprehensive administrative support to facilitate office operations• Handle and resolve customer inquiries in a timely and detail oriented manner• Use Microsoft Office and Microsoft Office 365 to maintain and manage customer records• Ensure the implementation of administrative policies and procedures• Order and manage office supplies to ensure an efficient workplace• Oversee the stocking of the kitchen and other common areas• Process and monitor customer credit applications, ensuring accuracy and efficiency• Perform various administrative tasks as required, demonstrating a 'can do' mentality.

Sr. Administrative Assistant A prominent organization in Vista, CA is looking to expand. Therefore, the company is on a search for an experienced and highly organized Senior Administrative Assistant. This is an amazing opportunity for someone who enjoys managing multiple administrative tasks, coordinating projects, and working alongside senior leadership. Key Responsibilities:<ul><li>Provide high-level administrative support to executives, including managing calendars, scheduling meetings, and preparing agendas.</li><li>Draft and edit correspondence, presentations, and reports ensuring accuracy and professionalism.</li><li>Coordinate travel arrangements, including booking flights, hotels, and creating detailed travel itineraries.</li><li>Act as the primary point of contact for internal and external communications related to the executive team.</li><li>Oversee special projects and ensure timely completion while maintaining quality standards.</li><li>Handle confidential information with discretion and maintain organized document management systems.</li><li>Assist with budget tracking, expense reporting, and vendor invoice processing.</li></ul>

Sr. Administrative Assistant Our client, a growing leader in the property management field, is seeking a Senior Administrative Assistant to support their team with high-level administrative and organizational tasks. This role is ideal for a seasoned professional who thrives on multitasking, excels in problem-solving, and enjoys working in a fast-paced environment. Key Responsibilities:<ul><li>Provide executive-level support to senior leaders, including calendar management, meeting coordination, and document preparation.</li><li>Draft, proofread, and organize correspondence such as memos, tenant notices, and reports.</li><li>Support property management operations through tracking budgets, expenses, and invoices.</li><li>Maintain accurate records for lease agreements, contracts, and tenant communications in secure filing systems.</li><li>Coordinate vendor relationships and assist in scheduling property repairs, inspections, or maintenance.</li><li>Assist with project management tasks, including gathering data for presentations and managing deadlines.</li><li>Respond promptly and professionally to inquiries from tenants, vendors, and internal staff.</li><li>Perform general office duties such as data entry, supply management, and ensuring smooth office operations.</li></ul>

Administrative Assistant We are seeking a highly organized and professional Administrative Assistant to join our team. The ideal candidate will play a vital role in ensuring the smooth operation of our day-to-day activities by providing administrative and clerical support to multiple departments. Key Responsibilities:<ul><li>Manage and organize schedules, appointments, and meetings on behalf of management or staff.</li><li>Handle correspondence via phone, email, and in-person communication, ensuring timely responses and professional conduct.</li><li>Prepare, proofread, and distribute documents, reports, and presentations with a high level of accuracy.</li><li>Maintain and update office records, files, and databases to ensure information is current and readily accessible.</li><li>Monitor and order office supplies, maintaining adequate inventory levels and managing vendor relationships.</li><li>Assist in coordinating travel arrangements, including booking flights, accommodations, and transportation.</li><li>Act as the first point of contact for office visitors, providing a welcoming and responsive environment for clients and team members.</li><li>Support ongoing projects with data entry, research, and administrative tasks as required.</li></ul>

Administrative Assistant A respected nonprofit organization dedicated to advancing education is seeking a skilled Administrative Assistant to join their team. This role offers a unique opportunity to contribute to important work while developing your administrative expertise in a rewarding, mission-driven environment. Key Responsibilities:<ul><li>Provide administrative support to the leadership team, handling scheduling, correspondence, file organization, and record-keeping to ensure smooth daily operations.</li><li>Coordinate logistics for meetings, workshops, and events, including booking venues, preparing materials, and managing attendance lists.</li><li>Serve as a point of contact for inquiries from staff, community partners, and donors, ensuring excellent customer service and timely responses.</li><li>Assist with document preparation, including drafting reports, presentations, and donor communications.</li><li>Manage office supplies and inventory, maintaining an organized and efficient workspace.</li><li>Handle data entry into organizational databases and systems, maintaining accuracy and confidentiality.</li><li>Support fundraising and grant efforts by preparing materials and tracking responses.</li></ul>

Senior Administrative Assistant Our client, a well-established construction company in La Jolla, CA is seeking a Senior Administrative Assistant to provide seamless support to their leadership team and ensure operational efficiency. This role is ideal for someone who thrives on multitasking, problem-solving, and delivering exceptional administrative support. Key Responsibilities:<ul><li>Deliver high-level administrative support to executives and management, including calendar management, travel arrangements, and correspondence handling.</li><li>Serve as a liaison between departments, clients, and vendors to manage communication and ensure successful project execution.</li><li>Manage and maintain construction project documents, including contracts, permits, and change orders.</li><li>Assist the team with preparing bid packages, proposals, and presentations.</li><li>Coordinate team meetings, take detailed meeting minutes, and follow up on action items.</li><li>Handle expense reports, invoice approvals, and assist with budget tracking.</li><li>Provide data entry and reporting support using various platforms, including MS Excel, project management tools, or proprietary software.</li><li>Perform other administrative tasks, such as maintaining office supplies, filing, and scheduling.</li></ul>

Administrative Assistant Robert Half Legal is offering an exciting long term contract employment opportunity for the role of a Legal Administrative Assistant for our client located in Irvine, California. The role involves managing client cases, handling phone and email correspondence, and demonstrating proficiency with the Microsoft Suite. Responsibilities: <ul><li>Managing a constant caseload of requests for new documents and updates </li><li>Data entry, writing, and proofreading </li><li>Researching county-specific recording requirements </li><li>Formatting, printing, and shipping documents with proper signing instructions </li><li>Answering general inquiry calls and emails while providing exceptional customer service</li><li>Handling a variety of tasks and projects </li></ul>

Escrow Administrative Assistant We are offering a contract to permanent employment opportunity for an Escrow Administrative Assistant based in San Diego, California. This role involves serving as the conduit between Sales and Escrow, preparing final terms and related documents, ensuring adherence to corporate policies and procedures, and facilitating the prompt closure of escrows. The Escrow Administrative Assistant will be expected to conduct extensive computer work, frequent email, and telephone communication. Responsibilities: • Ensure the accurate and comprehensive review of closing files using community checklists. • Input and manage escrow data in the company's accounting system. • Handle contract cancelations and process them accordingly. • Scrutinize and clear any changes in terms and conditions before closure. • Prepare builder documents for government loans and maintain their accuracy. • Aid in division communications with lenders or title companies. • Contribute to the preparation and maintenance of the escrow tracker. • Organize and file all paperwork promptly to ensure ease of accessibility to other associates. • Resolve all escrow tracking and closing issues between all parties. • Attend Escrow Closing meetings with Sales associates, Controller, and various office and field managers. • Collaborate effectively with all associates in the escrow department.

PART TIME Administrative Assistant We are providing an opportunity for an Administrative Assistant in Carlsbad, California. This role is pivotal in our operations, focusing on front desk support, mail processing, call management, and document handling. This is a short term contract employment opportunity. Responsibilities: • Managing a high volume of inbound and outbound calls, including those from valued donors and clients • Providing coverage at the front desk during breaks and lunch periods • Handling mail sorting tasks, approximately 50 pieces on a daily basis • Utilizing SharePoint for various tasks and possibly maintaining spreadsheet tracking • Processing and scanning of important documents • Maintaining a friendly and welcoming demeanor at all times • Scheduling appointments as necessary • Performing data entry tasks and maintaining email correspondence • Proficient use of Microsoft Office Suite including Excel, Outlook, PowerPoint, and Word.