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Executive Assistant
Job
Robert Half
Newport Beach, CA (In Person)
Full-Time
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Job Description
Description We are looking for an Executive Assistant to support senior leadership through a contract position that requires strong organization, discretion, and follow-through. This role will manage day-to-day executive coordination, keep meetings and travel plans running smoothly, and help prepare reports, presentations, and business materials. The ideal candidate brings excellent judgment, handles confidential information with care, and is comfortable balancing administrative support with cross-functional coordination.
Responsibilities:
- Manage the executive's calendar by organizing appointments, scheduling meetings, and coordinating travel and reservation details.
- Arrange internal meetings from start to finish, including logistics, agenda support, note-taking, and catering coordination when needed.
- Review incoming communications, prioritize and route correspondence, and draft clear letters, documents, and follow-up messages.
- Build and maintain organized digital and physical filing systems to ensure records can be accessed quickly and accurately.
- Safeguard sensitive documents and confidential files while maintaining consistent administrative controls.
- Create presentation materials, including slide decks and supporting handouts, for business meetings and leadership reviews.
- Prepare reports and maintain financial spreadsheets in Microsoft Excel with a high level of accuracy.
- Collect recurring operational updates from managers, including inventory and forecast information, and consolidate reporting for leadership.
- Serve as a point of contact for contractors, architects, and vendors involved in expansion efforts, while also supporting licensing coordination with the appropriate department.
- Oversee company credit card reconciliation and provide general office support such as document handling, copying, and administrative recordkeeping. Requirements
- Demonstrated experience supporting executives in an administrative or executive assistant capacity.
- Strong calendar management skills with the ability to coordinate complex meetings, reservations, and travel plans.
- Proficiency in Microsoft Office, including PowerPoint for presentations and Excel for reporting and spreadsheet preparation.
- Ability to produce clear written communication and handle correspondence with professionalism and discretion.
- Experience maintaining organized filing systems and managing confidential records responsibly.
- Comfortable working with multiple internal stakeholders and external vendors while keeping tasks on schedule.
- Strong attention to detail, time management, and follow-up skills in a fast-paced office environment.
- Prior experience coordinating executive meetings, travel arrangements, and general office administration is preferred.