Administrative Assistant, Robert Half

Robert Half

Location:
United States, Los Angeles

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

A financial firm based in West Los Angeles is currently seeking an Administrative Assistant on a contract-to-hire basis. In this onsite position, you will play a key role in providing comprehensive support to ensure the smooth operation of the office. The role is scheduled Monday through Friday, from 7:30 a.m. to 4:30 p.m.

Job Responsibility:

Uphold professionalism and strong communication skills, always prioritizing excellent client service
Handle sensitive materials and requests with the utmost confidentiality
Support office operations and assist in project tasks, following guidance on action items
Maintain and update the organization’s master calendar, ensuring all employee notifications and meetings are accounted for and prepared
Manage calendars by organizing, coordinating, and scheduling meetings to suit all stakeholders
Assist with issuing access devices and facilitating visitor guest passes
Coordinate travel arrangements, including transportation and lodging, while considering preferences and budget limitations
Monitor and track COPA Jira tickets to ensure timely resolutions and escalate as needed
Prepare and reconcile expense reports in a timely manner
Update and maintain the Salesforce CRM database, ensuring accurate contact information, meeting logs, and notes
Provide project management support by tracking tasks and progress as directed
Draft and edit correspondence and memos with a focus on clarity and grammatical precision
Assist in updating procedures and organizational rosters as required
Stay well-informed of policy changes and organizational updates
Serve as a professional and courteous point of contact to address internal and external calls, inquiries, and visitors
Ensure the office opens and closes properly each day and maintain adequate supply levels
Organize and oversee conference room usage, including setup for video conferencing, presentation materials, catering, and cleanup
Facilitate the weekly company lunch by managing food orders, setup, and post-event cleanup
Coordinate with facility vendors for services and submit online maintenance requests for issues such as lighting, HVAC, and plumbing concerns
Provide support to the Corporate Administration team, offering coverage when team members are out of office
Participate in annual fire drill meetings and serve as part of the emergency evacuation team
Help onboard new hires by assisting with orientation processes
Manage outgoing and incoming mail and packages, ensuring timely distribution
Perform other tasks and projects as assigned by the Vice President and Senior Office Manager

Requirements:

Bachelor’s degree from an accredited institution
Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook
Strong communication skills with the ability to manage email correspondence professionally
Experience in scheduling appointments and coordinating calendars
Ability to provide exceptional customer service and handle inbound and outbound calls
Skilled in data entry with attention to accuracy and detail
Capable of multitasking and prioritizing tasks in a fast-paced environment
Previous experience in administrative roles is preferred

What we offer:

medical, vision, dental, and life and disability insurance
eligible to enroll in our company 401(k) plan

Additional Information:

Job Posted:
July 10, 2025

Employment Type:

Fulltime

Work Type:

On-site work

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Administrative Assistant