Administrative Assistant

Robert Half • Santa Clara, CA • 4d ago

Description We are looking for a highly organized and detail-oriented Administrative Assistant to join our team on a contract basis in Santa Clara, California. In this role, you will provide comprehensive administrative and office management support to ensure smooth operations within the President's Office. This position requires exceptional communication skills, attention to detail, and the ability to handle multiple tasks efficiently.

Responsibilities:

Serve as the first point of contact for visitors, providing a warm and welcoming reception while directing inquiries appropriately.

Manage incoming calls, screen and route them to the correct personnel, and ensure accurate message-taking with timely follow-ups.

Oversee office supply inventory, purchasing, organization, and maintenance, as well as coordinate equipment repair and upkeep.

Assist with daily office operations such as document preparation, archiving, photocopying, and mail processing.

Schedule and coordinate meetings and events, including room reservations, catering services, and audiovisual support.

Provide executive-level administrative support to the Chief of Staff, including calendar management, meeting preparation, and follow-up tasks.

Prepare, proofread, and format correspondence, reports, and presentation materials, ensuring high-quality output.

Process financial transactions for the President's Office and maintain accurate records for periodic reporting.

Collaborate with student interns on various projects and tasks as needed.

Support preparations for Board and Executive Committee meetings by assisting with logistics and documentation. Requirements - Proven experience in administrative roles, preferably in executive or higher education settings.

Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

Strong interpersonal skills, with the ability to engage effectively with visitors, callers, and colleagues.

Exceptional organizational and time-management abilities to handle multiple priorities effectively.

Solid written and verbal communication skills, including the ability to draft and proofread documents.

Familiarity with scheduling and event coordination in a detail-oriented environment.

Ability to work both independently and collaboratively as part of a team.

Experience with financial transaction processing and record-keeping is a plus. 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.

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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