Administrative Assistant

Robert Half • Palm Desert, CA • 1w ago

Description

We are looking for an experienced Part time Administrative Assistant to join our team in Palm Desert, California. This Contract-to-Permanent position offers an opportunity to contribute to a dynamic Research & Development environment, supporting essential office operations and ensuring seamless administrative processes. The ideal candidate will bring strong organizational skills, attention to detail, and proficiency in office systems.

Duties

Minor office duties:

· Answering phones - lite phones

· Scheduling Zoom meetings and sending out calendar invites

· Incoming/Outgoing Mail processing

· Office Supply maintenance (ordering, stocking etc.); i.e. Staples/Amazon

· General office upkeep (water plants, take out recycling etc.)

Document Production/Distribution:

· UPS and USPS system for larger distributions/mailing of documents (i.e. create label lists for document distribution in WORD and/or EXCEL, tracking of document deliveries, etc.)

· Document printing, assembly, stuffing envelopes, addressing etc.

· File Maintenance; electronic and paper; We use FileMakerPro to digitally catalog file location etc.

AR/AP/Invoicing:

· Record Keeping: Tracking/logging of reimbursable expenses for client billables; this includes scanning and digital filing into the project files

· Process outgoing client invoices and track payables

Skills:

· Office 365 knowledge (WORD and Excel). Must be able to draft emails and short transmittals (i.e. good grammar, spelling, sentence structure etc.) with working knowledge of WORD, including format and styling function if possible, but can be trained

· Simple accounting knowledge (i.e. simple excel formulas etc.)

· Detail oriented (record keeping)

· Ability to multi-task

Requirements - Minimum of 3 years of experience in administrative office roles.

Proficiency in filing systems, both electronic and paper-based.

Advanced knowledge of Microsoft Office tools, including Word and Excel.

Experience handling outgoing mail packages and document distributions.

Strong organizational skills and attention to detail.

Ability to multi-task effectively in a fast-paced environment.

Familiarity with basic accounting principles and Excel formulas.

Excellent communication skills, both written and verbal. 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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