Job Information
Robert Half Administrative Assistant in Santa Monica, California
Description
Job Overview
We are seeking a professional and organized Administrative Assistant for a temporary assignment to provide support in a dynamic office environment. This role will serve as the first point of contact at the reception desk, delivering a welcoming experience for visitors and supporting team members with administrative tasks. The ideal candidate will have strong time management skills, a keen eye for detail, and a proactive approach to anticipating the needs of others while maintaining a positive attitude. A passion for delivering exceptional service to both internal and external stakeholders is essential.
This position offers an opportunity to contribute to a collaborative team environment where diverse perspectives and creativity are valued, making a meaningful impact through your work.
Key Responsibilities
Reception and Guest Services:
Answer incoming multi-line phone calls professionally, identify the purpose of the call, and direct callers to the appropriate personnel or department.
Provide general information to callers, such as office address, directions, and other relevant details.
Greet visitors in a friendly and professional manner, determine the purpose of their visit, and notify the appropriate team members.
Maintain a warm and inviting visitor area at all times.
Event and Meeting Coordination:
Organize and support internal and external office events, including arranging catering, setting up, and breaking down event spaces.
Schedule and coordinate office meetings, project or client meetings, and lunch-and-learn sessions.
Assist with travel arrangements and meeting registrations for team members.
Administrative Support:
Edit, format, and distribute documents such as memos, agendas, meeting minutes, reports, and letters as needed.
Prepare and process expense reports for team members.
Support the creation of presentations, including all-staff meetings, digital signage content, and meeting materials.
Perform clerical tasks such as filing, photocopying, data entry, proofreading, and document routing.
Maintain logs, databases, and other organizational systems.
Office Services and Maintenance:
Manage inventory and order office supplies, kitchen supplies, and grocery items as needed.
Coordinate printer maintenance and support with vendors.
Oversee equipment check-out processes for staff.
Handle mail and package receiving and shipping.
Ensure common areas, such as the kitchen and conference rooms, are clean and well-maintained (basic cleaning duties).
Coordinate with building management for maintenance needs and arrange parking for guests.
Update internal communication channels with parking-related information.
Additional Duties:
Assist with various projects and tasks as assigned to support team leaders and departments.
Maintain confidentiality and professionalism when handling sensitive information.
Requirements • Proficiency in answering inbound calls with a detail-oriented, customer-focused attitude
• Exceptional customer service skills, with the ability to manage and respond to different customer needs and expectations
• Competency in data entry, ensuring accuracy and efficiency in updating and maintaining databases
• Ability to manage email correspondence, including drafting, sending, and organizing emails
• Experience with both inbound and outbound calls, maintaining a positive and helpful attitude
• Proficiency in Microsoft Excel, with the ability to create spreadsheets, use formulas, and analyze data
• Familiarity with Microsoft Outlook for managing emails, calendars, and contacts
• Knowledge of Microsoft PowerPoint for creating, editing, and presenting slide shows
• Proficiency in Microsoft Word for creating, editing, and formatting documents
• Ability to schedule appointments, managing multiple calendars and ensuring all parties are notified of changes or updates TalentMatch®
Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.
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. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
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