Job Information
Robert Half Executive Assistant in Walnut Creek, California
Description
Walnut Creek client is in need of a direct hire executive assistant. As the Executive Assistant to the CEO, you will be responsible for providing proactive and seamless support to our CEO. You will play a critical role in maintaining smooth communication channels, managing calendars, coordinating meetings and travel arrangements, and handling confidential information with discretion. This position requires exceptional organizational abilities, strong attention to detail, excellent interpersonal skills, impeccable ethics, good judgment, the ability to process and prioritize tasks with little-to-no supervision and the ability to thrive in an exciting, fast-paced environment.
What are the Key Responsibilities of this Role?
Schedule and Meeting Management
• Evaluate, manage and act as gatekeeper to the CEO's calendar, doing daily reviews to identify priorities and potential schedule conflicts.
• Collect and assist in creating meeting agendas for meetings the CEO attends.
• Record and distribute post-meeting notes for meetings owned by the CEO.
• Arrange all aspects of travel, including flights, accommodations, and local transport, ensuring a smooth itinerary.
• Communicate schedule changes promptly to all affected parties to minimize disruptions.
Project Management Support
• Support project management for CEO’s high priority projects.
• Track the coordination of resources and timelines, keeping the CEO aware of progress and deadlines.
• Facilitate regular project update meetings to the CEO and other stakeholders.
Prioritization and Decision-Making Support
• Analyze incoming requests and correspondence, determining the level of priority and crafting response strategies.
• Assist in the preparation for key business decisions by collecting necessary data and briefing materials from functional departments.
• Maintain a task list for ongoing priorities and projects, updating status and adjusting timelines as needed.
Communication and Liaison:
• Act as the primary contact for internal and external communications intended for the CEO, ensuring clarity and professionalism in all exchanges.
• Maintain strong relationships with internal team members and external partners to facilitate efficient communication flows.
• Manage sensitive matters with a high degree of confidentiality and tact.
Event Planning and Coordination
• Organize corporate events, including planning, venue selection, and attendee management.
• Coordinate logistics for board meetings and other executive sessions, including technology setup and document preparation.
• Handle post-event feedback and evaluations to identify areas for improvement in future events.
Other Tasks As Needed
• Prioritize and handle multiple time-sensitive tasks, such as expense reporting, invoice processing, and document preparation.
• Other tasks as needed to support the CEO.
This job is 100% onsite with the potential to transition to 1 day a week from home as you are trained. The hours are Monday-Friday 8am-5pm
Requirements - Executive Leadership experience highly preferred
Adeptness in Meeting Minutes
Demonstrated knowledge of Prepare Meeting Materials
Formal Project Management experience desired
Formal Project Management experience preferred
Proficiency in Calendar Management
General familiarity with Meeting Minutes
Experience with Book Travel Arrangements
Calendar Management experience preferred
Practical knowledge of meeting coordination and planning
Top-notch organizational skills, ability to multitask, an eye for detail and previous project management experience
Proven ability to use the internet for research
A dynamic company is seeking an individual to support senior management at an influential and progressive company. Receive fair compensation and grow your career in this amazing opportunity. We are seeking a passionate candidate who is a self-starter and eager about growing their career as an Executive Assistant. If this sounds like you, contact us today to begin your career!
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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.
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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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