Job Information
Robert Half Executive Assistant in Rohnert Park, California
Description
As an Executive Assistant to Two Principals, you will provide high-level administrative support to two key executives within the organization. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously. You will serve as a primary point of contact for internal and external stakeholders, acting as a gatekeeper, coordinator, and facilitator to ensure the smooth operation of the executives' schedules and responsibilities.
Key Responsibilities:
Calendar and Schedule Management:
Coordinate and manage complex calendars for the two principals, including scheduling meetings, appointments, and travel arrangements.
Anticipate scheduling conflicts and proactively resolve issues to optimize the executives' time and productivity.
Communicate effectively with internal teams and external contacts to confirm appointments and provide necessary information.
Communication and Correspondence:
Serve as a liaison between the executives and internal/external stakeholders, screening and prioritizing incoming communications.
Draft, review, and edit correspondence, emails, reports, presentations, and other documents on behalf of the principals.
Ensure timely responses to inquiries, requests, and action items, following up as needed to ensure completion.
Administrative Support:
Manage administrative tasks such as expense reporting, invoice processing, and document management for the principals.
Prepare and distribute meeting agendas, materials, and follow-up action items, ensuring all relevant information is provided in advance.
Maintain accurate and organized electronic and physical files, records, and databases.
Project Coordination:
Assist in coordinating and tracking projects, initiatives, and deadlines on behalf of the executives.
Collaborate with other team members and departments to facilitate cross-functional projects and initiatives.
Provide administrative support for special projects, events, and initiatives as assigned.
Travel and Event Coordination:
Arrange complex domestic and international travel itineraries, including flights, accommodations, transportation, and visas.
Coordinate logistics for meetings, conferences, and events, both onsite and offsite, ensuring seamless execution and guest satisfaction.
Prepare travel and event briefing materials, agendas, and supporting documentation as needed.
Confidentiality and Discretion:
Handle sensitive and confidential information with the utmost discretion and professionalism.
Maintain confidentiality regarding executive decisions, discussions, and personal matters.
Requirements
Qualifications:
Bachelor's degree in Business Administration, Communications, or related field preferred.
3+ years of experience as an executive assistant or similar role supporting C-level executives or senior leadership.
Proven ability to manage multiple priorities, deadlines, and projects with accuracy and attention to detail.
Strong communication skills, both written and verbal, with the ability to interact professionally with all levels of internal and external stakeholders.
Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
Excellent organizational skills and the ability to anticipate needs, solve problems, and make decisions independently.
Discretion and confidentiality in handling sensitive information and communications.
Flexibility and adaptability to changing priorities and fast-paced environments.
Experience in a fast-growing or dynamic organization is a plus.
Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
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