What are the responsibilities and job description for the Executive Assistant position at Robert Half?
An agriculture company in Santa Monica is hiring an Executive Assistant/Office Coordinator to support the office. This is an onsite role Monday - Thursday and remote on Friday's. As the Executive Assistant, you will support the Chief Administrative Officer and the HR Director. The Santa Monica office has about 10-15 employees and also works closely with the team in Oxnard and Irvine. This is a contract-to-hire role requires a detailed-oriented professional who can work both independently and collaboratively to support the team, maintain a productive office environment and assist in administrative functions across the organization. Duties include-Executive Administration:Assist executive team in meeting coordination, travel, managing calendars and emailsAssist in preparation of executive presentationsAdminister regulatory licenses, permits and fees including local business licenses, corporate registrations, regulatory agency renewals, etc. Includes tracking due dates, completion of forms and paperwork, gathering signatures and filingAssist the team in managing the Company’s electronic filing system, including maintaining structural integrity and retention policiesProactively track project deadlines and deliverables through consistent follow-ups with team membersProactively and regularly communicate with stakeholders to provide updates, clarify expectations, and task tracking and escalating concerns as needed. Assist the team in coordinating follow-ups as directed.Assist the Senior Leadership Team (SLT) in organizing and coordinating cross-departmental collaborationAct as liaison between executives and internal/external parties, conveying messages accurately and professionallyManage sensitive and confidential communications with discretionRespond promptly to executive inquires, prioritizing tasks and delivering timely resolutionsOffice Administration:Oversee the day-to-day office operations:Greet and assist visitors, clients, and employees with professionalism, ensuring a welcoming and organized front-office experienceAnswer and direct any incoming calls, e-mails, inquires, providing accurate information or routing to the appropriate departmentAddress any facility related issues promptly and efficientlyCoordinate office issues, repairs, and requestsEnsure office space is well kept including coordinating with cleaning crew, ordering office and kitchen supplies, and ensuring overall office functionalityLiaise with vendors and service providers for office supplies, equipment, and servicesCoordinate supply, service, and office-related contract negotiations and manage relationship with office-related suppliersAssist the Director of HR and Corporate Administration in managing and monitoring the office budget, including expenses and coordinating invoice review and paymentThe ideal candidate will have 5 years of Executive Assistant support. Hours are 8-5PM, with some flexibility and overtime as needed. Salary is up to $100-120k.
Salary : $100,000 - $120,000
