Executive Assistant Job at Robert Half (Carlsbad)

New

Executive Assistant

We are seeking an experienced Executive Assistant to join our Energy & Resources...

Location

Australia , Perth

Salary:

Not provided

Stantec

Expiration Date

Until further notice

Requirements

Demonstrated 5 years' experience in a similar role, with specific experience supporting C-Level executives
Demonstrated experience working within a large corporate environment, ideally within a global organisation
Advanced skills in MS Office, particularly in PowerPoint & Excel
Strong written and verbal communication skills, with the ability to engage professionally with a range of stakeholders
Demonstrated ability to manage competing priorities, exercise discretion, and work effectively under pressure
A proactive and solutions-focused approach with strong organisational and problem-solving skills
High levels of professionalism, emotional intelligence, and confidentiality
The ability to build collaborative relationships and work effectively across all levels of an organisation

Job Responsibility

Managing complex diaries, travel arrangements, meetings, and day-to-day executive support requirements for the Regional Director
Acting as a key point of contact for internal and external stakeholders, facilitating communication and supporting effective leadership engagement
Preparing presentations, reports, correspondence, meeting documentation, and other executive communications
Providing administrative support including expense reconciliations, invoice processing, record management, and tracking of leave and travel activities
Proactively managing competing priorities, anticipating upcoming commitments, and ensuring tasks and actions are completed efficiently and confidentially

What we offer

Flexible start and finish times
Hybrid and part-time options
Paid parental leave (14 weeks full pay or option to take it at half pay equivalent)
Career development through mentoring, training, and leadership pathways
Inclusive employee networks like Women@Stantec and Pride@Stantec
Salary packaging and salary continuance insurance
Mental health and wellbeing support, including EAP
Recognition programs and service awards

Parttime

New

Executive Assistant

Robert Half is seeking a highly organized, proactive, and professional Executive...

Location

United States , Emmaus

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Associate’s or bachelor’s degree preferred
3+ years of experience in an executive assistant, administrative support, or similar role preferred
Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
Excellent written and verbal communication skills
Strong organizational, multitasking, and time-management abilities
Ability to maintain confidentiality and exercise sound judgment
High attention to detail and problem-solving skills
Ability to work independently in a fast-paced environment

Job Responsibility

Manage executive calendars, appointments, and scheduling
Coordinate meetings, prepare agendas, and track follow-up items
Arrange travel, accommodations, and detailed itineraries
Prepare correspondence, reports, presentations, and meeting materials
Screen and direct phone calls, emails, and other communications
Maintain confidential records, files, and executive documentation
Process expense reports, invoices, and other administrative documents
Serve as a liaison between executives, internal teams, clients, and external partners
Support special projects and assist with event or meeting coordination
Anticipate executive needs and help improve administrative processes

What we offer

Medical
vision
dental
life and disability insurance
401(k) plan
Free online training

New

Executive Assistant

We are seeking a dependable and highly organized Executive Assistant to provide ...

Location

United States , Charlotte

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Prior experience supporting executives or senior leadership preferred
Strong organizational skills and attention to detail
Ability to manage multiple administrative tasks with efficiency and discretion
Professional communication skills, both written and verbal
Proficient in Microsoft Office and general office systems

Job Responsibility

Prepare, copy, and distribute documents in support of executive and team operations
Manage incoming and outgoing communications, including fax correspondence, with a high level of accuracy and discretion
Maintain organized and up-to-date filing systems for both physical and electronic records
Assist with compiling, reviewing, and submitting expense reports on behalf of leadership
Support executives and team members with day-to-day administrative needs and requests
Enter, track, and update information within internal systems, ensuring data accuracy and confidentiality
Serve as a point of contact for incoming calls, directing inquiries appropriately and professionally
Provide general support to ensure efficient office operations and a well-organized work environment

What we offer

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

New

Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to support s...

Location

United States , Falls Church

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

5+ years of executive assistant experience supporting senior executives, preferably a CEO
Bachelor's degree required
Excellent written and verbal communication skills
Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
Experience preparing board presentations and taking accurate meeting notes
Strong attention to detail and organizational skills
Demonstrated ability to work independently and take initiative
Ability to manage multiple priorities and meet deadlines

Job Responsibility

Manage complex calendars, appointments, and scheduling
Coordinate domestic and international travel arrangements
Prepare meeting agendas, presentations, and reports
Screen calls, emails, and correspondence on behalf of executives
Organize meetings, take notes, and track follow-up items
Maintain confidential files and sensitive business information
Serve as a liaison between executives, internal teams, and external contacts
Support special projects and administrative initiatives as needed

What we offer

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

Fulltime

New

Executive Assistant

Location

United States , Mandeville

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

At least 5 years of experience providing senior-level executive support, preferably to C-suite or principal leadership
Bachelor's degree preferred
comparable relevant experience may be considered in place of formal education
Strong command of Microsoft Office applications, Apple-based tools, and standard productivity software
Demonstrated success coordinating detailed travel arrangements, including international itineraries and last-minute changes
Proven ability to manage confidential information with sound judgment, discretion, and care
Working knowledge of financial administration, including expense management, invoice processing, bill pay, or basic bookkeeping tasks
Excellent organizational skills with the ability to manage multiple priorities accurately and efficiently
Experience with administrative support tools such as QuickBooks, calendar management platforms, and general office systems

Job Responsibility

Oversee a dynamic executive calendar by arranging appointments, balancing shifting priorities, and preventing conflicts before they affect planned commitments
Prepare and coordinate meetings from start to finish, including scheduling attendees, confirming logistics, and ensuring materials are ready in advance
Draft, review, and manage clear correspondence while handling confidential information with a high level of discretion and accuracy
Monitor incoming messages and requests, determine urgency, and ensure timely follow-up or response based on business needs
Organize domestic and international travel plans, including transportation, lodging, itineraries, and real-time adjustments when schedules change
Serve as a point of coordination for technology-related needs by troubleshooting issues, working with vendors, and helping maintain connected home and office systems
Manage renewals, registrations, memberships, and related administrative records while keeping time-sensitive items on schedule
Support financial and operational tasks such as expense tracking, invoice handling, bill payments, record upkeep, and basic account reconciliation
Track deliveries and shipments, follow up on delays or missing items, and resolve issues with carriers or service providers
Handle research assignments, personal tasks, and ad hoc projects that improve the executive's overall efficiency and day-to-day effectiveness

What we offer

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

New

Executive Assistant

We are looking for an Executive Assistant to provide high-level operational and ...

Location

United States , Washington

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Demonstrated experience providing executive-level administrative support in a fast-paced environment that requires strong attention to detail
Strong ability to manage calendars, coordinate meetings, and handle domestic or international travel arrangements efficiently
Experience preparing expense reports and maintaining organized administrative records
Excellent written and verbal communication skills, including the ability to draft correspondence and meeting materials
Proven ability to handle confidential information with discretion and sound judgment
High level of attention to detail with strong proofreading, documentation, and follow-through skills
Proficiency in tracking multiple priorities, meeting deadlines, and supporting cross-functional collaboration
Comfortable using standard office and productivity tools to manage schedules, documents, and task tracking

Job Responsibility

Manage complex schedules for senior leaders, arranging appointments, resolving conflicts, and ensuring priorities are reflected accurately on the calendar
Organize meetings and travel plans from start to finish, including logistics, materials, itineraries, and related expense documentation
Review incoming messages and requests, determine urgency, and respond or route items appropriately while maintaining a thoughtful and accurate tone
Support department-wide initiatives by coordinating timelines, monitoring progress, and helping teams stay aligned on deliverables
Build and maintain tracking tools, status reports, and shared resources that improve visibility into tasks, deadlines, and responsibilities
Prepare, edit, file, and maintain legal, governance, human resources, and compliance records with a strong focus on accuracy and organization
Assist with board and committee administration by scheduling sessions, assembling meeting materials, and following up on next steps
Capture meeting notes, prepare agendas, and monitor action items to help ensure decisions and commitments are carried through
Serve as a central point of coordination among executives, internal teams, and external stakeholders to support clear and timely communication
Contribute to daily office operations and provide assistance on special assignments that advance departmental and organizational objectives

What we offer

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

Fulltime

New

Executive Assistant

We are looking for an Executive Assistant to provide high-level administrative a...

Location

United States , Palo Alto

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Demonstrated experience supporting executives with high-volume scheduling and meeting coordination
Background in HR administration, People Operations support, or a related administrative function
Strong ability to prioritize competing requests and manage time effectively in a fast-paced setting
Excellent customer service and communication skills, with a responsive and attentive approach to inquiries
High attention to detail and a proactive mindset when handling confidential or time-sensitive tasks
Comfortable working through ambiguity, asking clarifying questions, and adapting to changing business needs
Experience coordinating travel arrangements, executive meetings, and related logistics
Familiarity with shared inboxes, ticketing systems, and standard business tools used for administrative support

Job Responsibility

Oversee complex calendar scheduling for leadership, including internal discussions, external appointments, and vendor meetings while resolving timing conflicts and preserving productive gaps between commitments
Provide administrative support for recurring business priorities such as policy renewals, reporting follow-up, and stakeholder communications to keep deadlines on track
Manage a shared HR support inbox and ticketing workflow, responding to employee inquiries within established service timelines and maintaining consistent follow-through
Assist with employee-related administrative needs, including support for student workers and general People Operations coordination
Contribute to event planning efforts by organizing travel, coordinating onsite logistics, and helping deliver key People Operations programs and special events
Prepare and reconcile expense reports by gathering documentation, tracking submissions, and ensuring records are complete and accurate
Arrange meeting spaces and coordinate logistics for team sessions, leadership meetings, and other business activities as needed
Partner with external vendors and internal stakeholders to support day-to-day operations and ensure administrative tasks are completed efficiently

What we offer

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

New

Executive Assistant

We are looking for a highly organized Executive Assistant to support a fast-pace...

Location

United States , Waterville

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Prior experience providing administrative support to executive or senior-level leadership
Strong written and verbal communication skills with the ability to interact effectively across teams
Proven ability to stay organized, manage multiple tasks, and maintain close attention to detail
Experience coordinating calendars, meetings, and travel arrangements in a business setting
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
Comfort working with physical records and paper-based filing systems in addition to digital tools
Detail-oriented, approachable demeanor with a service-oriented mindset and willingness to take direction

Job Responsibility

Manage a complex executive calendar, coordinate scheduling changes, and ensure daily priorities stay aligned with business needs
Arrange travel logistics, prepare itineraries, and handle related coordination to support efficient executive movement
Organize and maintain paper files, records, and reference materials so important information is easy to access and up to date
Create, edit, and format clear and accurate documents, presentations, and correspondence using Microsoft Office applications
Support preparation for quarterly meetings by assembling detailed presentation materials, including large slide decks and supporting content
Serve as a dependable point of contact for internal and external communication, responding appropriately and following through on requests
Track action items, manage administrative details, and help the executive stay focused in a high-volume, fast-moving work environment
Receive direction and feedback constructively, adjusting priorities and work output to meet evolving executive leadership needs

What we offer

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

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