Administrative Assistant Job at Robert Half (San Diego)

Administrative Assistant

Robert Half

Location:
United States , San Diego

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

We are looking for an experienced Administrative Assistant to support a busy energy and natural resources office. This contract-to-permanent position is ideal for someone who thrives in a detail-oriented environment, takes initiative without close supervision, and can keep daily office operations organized and efficient. The role supports both routine administrative needs and occasional on-site coordination for meetings, mail handling, document processing, and executive support in a hybrid workplace.

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

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

What we offer:

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

Additional Information:

Job Posted:
May 04, 2026

Work Type:

On-site work

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