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Executive Assistant

Executive Assistant

Robert HalfSanta Monica, CA, US
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Job Description

Job Description

We are looking for a highly organized and proactive Executive Assistant to join our team in Santa Monica, California. This long-term contract position requires on-site support for a team of executives, ensuring smooth day-to-day operations. The ideal candidate will bring extensive experience in administrative support, with a strong ability to manage complex schedules, coordinate travel, and handle expense reporting.

Responsibilities :

  • Manage multiple executives’ calendars, ensuring efficient scheduling and timely adjustments as needed.
  • Coordinate domestic and international travel arrangements, including booking flights, accommodations, and itinerary planning.
  • Prepare and submit expense reports using Concur, ensuring accuracy and adherence to company policies.
  • Organize and support executive meetings, including preparing materials, managing agendas, and recording minutes.
  • Collaborate with another Executive Assistant to provide shared coverage for a team of 10 executives.
  • Serve as the primary point of contact for internal and external stakeholders, maintaining professionalism in all communications.
  • Monitor and prioritize incoming requests, ensuring urgent matters are addressed promptly.
  • Maintain confidentiality and handle sensitive information with discretion.
  • Assist with special projects and other administrative tasks as assigned.
  • Minimum of 5 years’ experience as an Executive Assistant or in a similar administrative role, preferably in financial services or real estate.
  • Proven expertise in managing executive calendars and coordinating complex schedules.
  • Proficiency in handling expense reporting systems, with prior experience in Concur preferred.
  • Strong background in travel coordination, including booking and organizing detailed itineraries.
  • Exceptional organizational and multitasking skills, with the ability to prioritize effectively.
  • Excellent communication skills, both written and verbal, with a detail-oriented approach.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
  • Availability to work on-site in Santa Monica, California, Monday through Friday, with flexibility for overtime as needed.
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Executive Assistant • Santa Monica, CA, US