Robert Half is seeking an Executive Assistant who will provide analytical and specialized administrative support to relieve executive and/or managers of complex details and advanced administrative duties. Executes special or continuous research and data analysis tasks. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. Coordinates activities between departments and outside parties. Contacts company personnel at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature.

Specific Responsibilities

• Manage, track and prepare departmental invoices, payroll timesheets, check requests, CTO balances, spreadsheets, business cards, New Hire Forms (i.e. Log-in, access, phone), and other pertinent HR information within the department in accordance with RHI policies and procedures.

• Process and track various documents for management approval, including legal invoices.

• Plan and organize teleconferences and maintain schedules for team members.

• Oversee the department calendar, which is used by all team members, and schedule meetings, including maintaining telephone and e-mail distribution lists.

• Ensure all printers and fax machines are working properly and supplies are available to the department, interfacing with appropriate departments and vendors as needed to fulfill requests.

• May also assist with overflow work from other Executive Assistants.

• Answer and screen incoming calls, requests, email and correspondence; direct individuals as needed and respond appropriately.

• Manages calendar. Plan and organize travel and hotel arrangements, prepare itineraries.

• Schedule regular and ad hoc teleconferences and appointments, coordinate department event arrangements, including restaurant and catering for conferences, department meetings, outings and training.

• Liaise with HR and Accounting Departments to ensure proper coding and research of outstanding items, such as invoices, expense reports, accruals and budget reports, employee documents and HR forms.

• Review and interpret Accounts Payable and HR reports to ensure appropriate allocation and processing of submitted items.

• Provide recommendations for additional forms and/or reclassifications of department charges.

• Analyze and verify various reports: expense reports, performance reviews, various budget reports (all highly confidential) as needed. Create summaries and custom reports as needed using mainly excel.

• Plan and prepare meetings and presentation materials for meetings in a timely manner. Assist with departmental event meetings as needed.

• Prepare/set up new or existing office space within the department, including coordinating with the Facilities and Technical Support departments for Telecom needs, desk moves and new-hires in office or cube areas, and submitting appropriate forms for logins, file access, telephone, etc.

• Assist with a variety of projects and business processes including performance reviews, job descriptions, compensation grids, mailings, preparing binders, internet research, etc.

Qualifications:

• High School Diploma required, college a plus.

• 2+ years’ Administrative experience. Experience of office management preferred.

• Intermediate knowledge of Microsoft Office products and database entry. Proficiency in Excel and Word is required.

The typical annual salary range for this position is shown below and is negotiable depending upon experience and location.

$48,000.00 - $72,000.00

We offer exceptional earning potential and a competitive benefits package, including group health insurance benefits (medical, vision, dental), FSA and HSA healthcare accounts, life and accident insurance, adoption and fertility assistance, paid parental leave of up to 6 weeks, and short/long term disability. Robert Half provides paid time off for vacation, personal needs, and sick time. The amount of Choice Time Off (CTO) our people receive varies based on their years of service and is pro-rated based on the hours worked per week. A new hire earns up to 17 days of CTO per calendar year. Our people also receive up to 11 paid holidays per calendar year. We also offer the opportunity to contribute to our company 401(k) savings and investment plan or deferred compensation plan (if eligible), with an employer match of 100% on the first 3% of your contributions for eligible employees. Learn more at roberthalfbenefits.com/Resources .

Robert Half Inc. is an Equal Opportunity Employer. M/F/Disability/Veteran

As part of Robert Half’s Corporate Services facility employment process, any offer of employment is contingent upon successful completion of a background check.

Robert Half is committed to being an equal employment employer offering opportunities to all job seekers, including individuals with disabilities. If you believe you need a reasonable accommodation in order to search for a job opening or to apply for a position, please contact us by sending an email to HRSolutions@roberthalf.com or call 1.855.744.6947 for assistance.

In your email please include the following:

• The specific accommodation requested to complete the employment application.

• The location(s) (city, state) to which you would like to apply.

For positions located in San Francisco, CA: Robert Half will consider qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.

For positions located in Los Angeles County, CA: Robert Half will consider for employment qualified applicants with arrest or conviction records in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.