Administrative Assistant

Robert Half is partnering with a growing professional services firm in La Costa to find an organized, proactive Administrative Assistant who can help keep daily operations running smoothly! This opportunity is perfect for someone who enjoys being the go-to person for a team, managing multiple priorities, and making sure important details never fall through the cracks. You'll provide administrative support to leadership and several departments while helping coordinate meetings, maintain records, and keep internal processes moving. The ideal candidate is resourceful, professional, and comfortable taking initiative in a fast-paced office environment.

Key Responsibilities:

• Provide day-to-day administrative support to managers and department leaders.
• Manage calendars, schedule meetings, and coordinate conference room reservations.
• Prepare correspondence, reports, presentations, and internal documents.
• Answer incoming calls, monitor shared inboxes, and direct inquiries appropriately.
• Maintain organized electronic files, records, and confidential documentation.
• Coordinate travel arrangements, meeting materials, and expense reports as needed.
• Assist with invoice routing, purchase requests, and office supply ordering.
• Track deadlines, project updates, and outstanding administrative requests.
• Support onboarding logistics for new employees, including equipment and workspace coordination.
• Help plan team meetings, company events, and client-facing appointments.
• Update spreadsheets, internal databases, and department tracking reports.
• Identify opportunities to improve filing systems and routine office procedures.
• 2+ years of administrative or office coordination experience.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong calendar management, organization, and communication skills.
• Ability to prioritize competing requests and meet deadlines.
• Professional judgment when handling sensitive information.
• A proactive, solutions-oriented approach and strong attention to detail.