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Robert Half Logo Robert Half · Office Administration

Executive Assistant

United States, Birmingham Employment contract · Job Posted June 29, 2026
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Job Responsibility

  • Serve as the primary point of contact for visitors, deliveries, and general front-office activity while maintaining an orderly and welcoming workplace environment
  • Oversee incoming mail, courier coordination, office supply replenishment, and shared-space organization to support smooth daily operations
  • Maintain and organize reports, transaction documentation, and meeting materials retrieved from investment-related portals and internal resources
  • Track fund-related approvals, proxy activity, amendments, and other time-sensitive action items to help ensure prompt follow-through by internal stakeholders
  • Arrange business travel for team members and executives, including transportation, lodging, and registration details for conferences and annual meetings
  • Manage calendars, coordinate appointments, and support scheduling for leadership and other key team members as needed
  • Plan logistics for internal gatherings, client-facing meetings, and firm events, including catering, materials preparation, venue coordination, and attendee support
  • Provide administrative assistance to senior leadership, including presentation preparation, special projects, continuity-related tasks, and occasional operational support
  • Assist with employee onboarding coordination, benefit-related inquiries, vacation tracking, and monitoring routine office expenses and budget items

Requirements

  • Bachelor’s degree from a four-year college or university
  • At least 3 years of experience in administrative support, office coordination, reception, at the Executive Level
  • Strong ability to manage calendars, travel arrangements, meetings, and multiple competing priorities with accuracy and discretion
  • Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
  • Strong communication skills and a demeanor suited to a highly visible support role

Nice to have

  • Experience in financial services is preferred
  • Familiarity with event coordination tools such as Cvent is an advantage
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