Executive Assistant Job at Robert Half (Newport Beach)

Executive Assistant

Robert Half

Location:
United States , Newport Beach

Category:
Office Administration

Contract Type:
Employment contract

Salary:

Not provided

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Job Description:

We are looking for an Executive Assistant to support senior leadership through a contract position that requires strong organization, discretion, and follow-through. This role will manage day-to-day executive coordination, keep meetings and travel plans running smoothly, and help prepare reports, presentations, and business materials. The ideal candidate brings excellent judgment, handles confidential information with care, and is comfortable balancing administrative support with cross-functional coordination.

Job Responsibility:

Manage the executive's calendar by organizing appointments, scheduling meetings, and coordinating travel and reservation details
Arrange internal meetings from start to finish, including logistics, agenda support, note-taking, and catering coordination when needed
Review incoming communications, prioritize and route correspondence, and draft clear letters, documents, and follow-up messages
Build and maintain organized digital and physical filing systems to ensure records can be accessed quickly and accurately
Safeguard sensitive documents and confidential files while maintaining consistent administrative controls
Create presentation materials, including slide decks and supporting handouts, for business meetings and leadership reviews
Prepare reports and maintain financial spreadsheets in Microsoft Excel with a high level of accuracy
Collect recurring operational updates from managers, including inventory and forecast information, and consolidate reporting for leadership
Serve as a point of contact for contractors, architects, and vendors involved in expansion efforts, while also supporting licensing coordination with the appropriate department
Oversee company credit card reconciliation and provide general office support such as document handling, copying, and administrative recordkeeping

Requirements:

Demonstrated experience supporting executives in an administrative or executive assistant capacity
Strong calendar management skills with the ability to coordinate complex meetings, reservations, and travel plans
Proficiency in Microsoft Office, including PowerPoint for presentations and Excel for reporting and spreadsheet preparation
Ability to produce clear written communication and handle correspondence with professionalism and discretion
Experience maintaining organized filing systems and managing confidential records responsibly
Comfortable working with multiple internal stakeholders and external vendors while keeping tasks on schedule
Strong attention to detail, time management, and follow-up skills in a fast-paced office environment
Prior experience coordinating executive meetings, travel arrangements, and general office administration is preferred

What we offer:

Medical
Vision
Dental
Life and disability insurance
401(k) plan

Additional Information:

Job Posted:
May 20, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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