Administrative Assistant Job at Robert Half (Pasadena)

Administrative Assistant

We are looking for an experienced Administrative Assistant to support a busy ene...

Location

United States , San Diego

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Prior experience in administrative or office support roles, preferably in a detail-focused corporate environment
Strong organizational skills with the ability to manage multiple priorities and keep tasks moving on schedule
Demonstrated ability to work independently and take ownership of office needs with minimal supervision
Proficiency in Microsoft Word and Microsoft Excel for document preparation, tracking, and reporting
Experience handling data entry, expense reports, shipping, and general office documentation
Comfortable coordinating meetings, food orders, travel plans, and executive support activities
Strong written and verbal communication skills, including the ability to interact effectively with internal teams and external partners
Willingness to comply with any site-specific health or safety requirements, including vaccine or masking policies if applicable

Job Responsibility

Oversee day-to-day office coordination to ensure supplies, equipment, copiers, and shared spaces remain functional and well organized
Manage incoming and outgoing mail, packages, and courier shipments so important documents are processed and distributed without delay
Prepare, copy, assemble, scan, and ship business documents, including contract-related materials that require signatures and return delivery
Work with external parties such as title companies to confirm receipt of documentation and maintain smooth follow-up communication
Coordinate meeting logistics by preparing conference rooms, arranging meals, and supporting multi-day in-office gatherings as needed
Provide administrative assistance to senior leadership, including scheduling support, travel coordination, dining reservations, and event planning
Track office activities and respond proactively to operational needs rather than waiting for direction on routine tasks
Assist with data entry, expense documentation, and general administrative recordkeeping using Microsoft Word and Excel
Support a hybrid office environment where staffing levels may vary, ensuring the workplace is ready for both quiet periods and higher-traffic days

What we offer

medical, vision, dental, and life and disability insurance
401(k) plan
free online training

Administrative Assistant

We are looking for an organized Administrative Assistant to support daily busine...

Location

United States , Los Angeles

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Experience in administrative support, office coordination, or receptionist-related work
Must have construction experience
Ability to manage inbound calls, data entry, and general administrative tasks with accuracy and professionalism
Proficiency in Microsoft Excel and comfort maintaining detailed spreadsheets and project trackers
Familiarity with construction environments, construction documents, or bid packages
Strong organizational skills with the ability to support multiple projects at the same time
Effective communication skills and the ability to work closely with leadership, vendors, and cross-functional contacts
Detail-oriented approach with the ability to keep records current and follow through on deadlines

Job Responsibility

Coordinate vendor communication and assist with the preparation, distribution, and follow-up of bid-related materials to support project timelines
Provide administrative support for multiple active construction projects by tracking tasks, deadlines, and outstanding items
Maintain accurate project records and status updates using Excel spreadsheets and other office documentation tools
Monitor several concurrent workstreams and help organize moving parts so assignments remain on schedule
Work directly with the company owner to support day-to-day operations, scheduling needs, and administrative priorities
Handle inbound calls, respond to routine inquiries, and provide front-office support as needed
Perform data entry and document management for construction files, contracts, and bid documentation
Assist with general office coordination to ensure smooth communication between vendors, project stakeholders, and leadership

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Fulltime

Administrative Assistant

We are looking for a detail-oriented Administrative Assistant to support daily b...

Location

United States , Raleigh

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Previous experience in administrative support, office coordination, reception, or a similar business support role
Strong calendar management, meeting coordination, and general organizational skills
Ability to draft clear correspondence and communicate effectively with internal teams and external contacts
Working knowledge of bookkeeping or accounting support tasks, including expense reporting, invoice review, and reconciliation
Proficiency in Microsoft Excel, including formulas, spreadsheet maintenance, and data organization
High level of accuracy in data entry, recordkeeping, and documentation management
Comfortable handling inbound calls, front desk responsibilities, and multiple priorities in a fast-paced office setting

Job Responsibility

Coordinate schedules, manage calendars, and arrange meetings for leadership and regional teams to keep priorities organized and on track
Maintain well-structured digital files, business records, and supporting documentation to ensure information is accurate and easy to access
Provide reception and front office coverage when needed, including greeting visitors and handling inbound communication in a courteous manner
Prepare clear written communication such as internal correspondence, client-facing messages, and recurring quarterly letters
Act as a point of coordination across departments, helping information move efficiently between teams such as operations and accounting
Process expense submissions and supporting backup, reconcile company card activity, and verify receipts for completeness and accuracy
Review invoices before approval, apply appropriate transaction coding, and assist with financial tracking and periodic reporting across weekly, monthly, quarterly, and annual timelines
Build and update spreadsheets using formulas and formatting tools to organize operational and financial data with a high degree of accuracy
Lead planning and execution for corporate events and special projects by managing vendors, schedules, budgets, logistics, and on-site support

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Fulltime

Administrative Assistant

We are looking for an experienced Administrative Assistant to support daily offi...

Location

United States , Mamaroneck

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Prior experience in an administrative assistant, receptionist, or general office support role
Strong verbal and written communication skills with a detail-oriented and customer-focused approach
Ability to handle inbound calls, greet visitors, and manage multiple priorities in a busy office environment
Proficiency with Microsoft Excel and confidence using computers for data entry and document preparation
Comfortable performing clerical tasks such as filing, scanning, and maintaining organized records
High level of accuracy, dependability, and attention to detail in daily administrative work
Experience with electronic document tools such as DocuSign is preferred, and familiarity with Adobe is helpful but not required

Job Responsibility

Welcome visitors and create a positive first impression by assisting clients and directing them to the appropriate team members
Manage incoming phone calls, route messages efficiently, and respond to general inquiries with courtesy and attention to detail
Provide day-to-day administrative support to internal staff, including preparing documents, typing notes, and assisting with contract-related paperwork
Maintain organized office records by filing, scanning, and updating documents so information is easy to access when needed
Support basic data tracking and reporting activities using spreadsheets and other office software tools
Assist with document workflow tasks such as processing electronic signatures and helping coordinate routine administrative follow-up
Keep shared office and kitchen areas supplied by monitoring inventory levels and replenishing essential materials
Help manage schedules and calendar updates to support smooth coordination across the office

What we offer

medical, vision, dental, and life and disability insurance
company 401(k) plan

Fulltime

Administrative Assistant

We are looking for an Administrative Assistant to support daily office operation...

Location

United States , Irvington

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

At least two years of experience supporting affordable housing, case management, public service, or closely related programs is strongly preferred
Familiarity with housing assistance program rules, operational procedures, and administrative workflows
exposure to portability or project-based voucher programs is a plus
Proficiency with office technology and data systems, including Microsoft Office applications
experience with specialized program software such as PHAWeb is preferred
Strong verbal and written communication skills with the ability to interact effectively with clients, colleagues, landlords, and community partners
Demonstrated ability to stay organized, manage multiple priorities, and meet deadlines while maintaining accurate records and documentation
Comfortable working with numerical information, reviewing detailed paperwork, and handling situations that require tact, patience, and conflict resolution
Relevant program certification is highly preferred, or the ability to obtain certification within three months of starting employment
Associate degree or bachelor’s degree preferred

Job Responsibility

Manage front office activities by greeting visitors, answering incoming calls, directing inquiries, and maintaining a detail-oriented and organized administrative environment
Enter, update, and review client and program information in internal databases and office systems while ensuring accuracy, completeness, and timely documentation
Provide administrative support for case-related processes, including preparing files, organizing paperwork, tracking deadlines, and following up on required documentation
Coordinate communication with participants, landlords, and partner agencies to schedule meetings, share updates, and support ongoing program activities
Assist with calculations, form review, and document verification to help maintain compliance with program rules and reporting requirements
Handle sensitive records with discretion and follow established standards for confidentiality, care, and secure information management
Support onsite operations Monday through Friday and participate in field visits or external meetings when needed as part of regular job duties
Help resolve routine issues by responding calmly to challenging situations, addressing concerns appropriately, and escalating matters when appropriate

What we offer

medical, vision, dental, and life and disability insurance
company 401(k) plan

Fulltime

Administrative Assistant

We are looking for a dependable Administrative Assistant to support daily office...

Location

United States , Buffalo

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Previous experience in an administrative assistant, receptionist, or general office support role
Comfortable handling inbound phone calls and in-person interactions with professionalism and a positive attitude
Strong data entry skills with attention to detail and the ability to manage information accurately
Ability to multitask, stay organized, and work effectively under pressure in a busy office setting
Proficiency with standard administrative tasks such as copying, filing, scheduling support, and document preparation
Effective interpersonal and communication skills, with the ability to work well with diverse groups of people
Reliable attendance and a proactive approach to supporting office and program needs

Job Responsibility

Welcome visitors, manage front-desk activities, and create a positive first impression for guests, staff, and partners
Respond to incoming calls, route messages appropriately, and assist with general office inquiries in a courteous and timely manner
Enter, update, and maintain information in office records and databases with a strong focus on accuracy and organization
Prepare copies, assemble materials, and support routine administrative projects that help the team operate efficiently
Coordinate meeting rooms and event spaces, including setup arrangements and logistical support for programs and internal activities
Assist with administrative needs across multiple priorities, adjusting quickly as schedules and requests change throughout the day
Provide dependable support in a fast-paced environment while interacting effectively with individuals from a wide range of backgrounds and communication styles

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Fulltime

Administrative Assistant

This Long-term Contract position is well suited for someone starting their admin...

Location

United States , Kansas City

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Previous exposure to administrative support, office coordination, or receptionist duties is helpful
Strong verbal communication skills and comfort speaking with vendors, staff, and incoming callers
Ability to stay organized while handling filing, tracking updates, and routine office tasks
Basic data entry skills with close attention to accuracy and detail
Detail-oriented attitude, reliability, and willingness to support a team-oriented environment
Ability to learn quickly in an entry-level administrative setting

Job Responsibility

Manage general administrative tasks such as filing documents, organizing records, and maintaining orderly office materials
Respond to inbound calls professionally, direct inquiries appropriately, and provide courteous front-office support
Communicate with vendors and sales staff to gather and share updates regarding application status
Enter and update data accurately in internal records, ensuring information remains complete and current
Prepare and deliver status reports to the manager so final reviews and decisions can be made efficiently
Assist with day-to-day reception and office support activities to help maintain smooth business operations

What we offer

Medical, vision, dental, and life and disability insurance
enrollment in company 401(k) plan

Administrative Assistant

We are looking for an Administrative Assistant to support patient registration a...

Location

United States , Palo Alto

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

High school diploma required
an associate degree is preferred
Previous experience in patient registration, administrative support, or a customer-facing healthcare setting is preferred
Ability to type at least 30 words per minute and work efficiently across several computer applications at the same time
Strong verbal and written communication skills with a detail-oriented, patient-centered approach to service
Working knowledge of insurance verification, co-pay or deductible collection, and handling legal or privacy-related documents
Ability to stay organized, prioritize effectively, and produce accurate work with limited supervision
Comfortable working in both stationary and mobile work environments while maintaining attention to detail under high-volume conditions

Job Responsibility

Manage patient intake activities by entering demographic details, confirming insurance information, and ensuring registration records are complete and accurate
Collect required signatures, co-payments, deductibles, and deposits while following established policies and applicable regulatory standards
Safeguard patient valuables according to department guidelines and maintain proper documentation throughout the registration process
Scan and upload registration materials and supporting documents before the end of each shift to keep records current and accessible
Use payer portals and other online verification tools to confirm eligibility, review coverage details, and update patient information as needed
Coordinate closely with registration colleagues and clinical teams to provide wristbands, face sheets, labels, and other required materials without delay
Respond promptly to nursing updates, visitor authorization needs, and related communication to support smooth patient flow across care areas
Maintain office readiness by monitoring equipment functionality, following downtime procedures when necessary, and contributing to departmental meetings and training sessions

What we offer

medical, vision, dental, and life and disability insurance
enrollment in company 401(k) plan

Fulltime

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