Administrative Assistant

Robert Half • Hayward, CA • 12h ago

Description

Robert Half's client in Hayward is in need of a contract to permanent administrative assistant that is bilingual in English and Spanish.

Duties Include:

Office Management and Organization

Order and maintain office supplies and equipment.

Organize and maintain filing systems, both physical and electronic.

Manage office schedules and appointments.

Ensure the office environment is clean, organized, and functional.

Communication Support

Answer and direct phone calls, emails, and other correspondence.

Screen calls, take messages, and forward information to relevant team members.

Draft, proofread, and send official correspondence, reports, and memos.

Handle inquiries from clients, customers, or other external parties.

Write letters and emails on behalf of other office staff

Provide assistance to employees and colleagues with their inquiries.

Scheduling and Calendar Management

Coordinate and schedule meetings, conferences, and appointments.

Book and arrange travel logistics, including booking transportation and

accommodations.

Manage and update executive calendars and prioritize appointments.

Document Preparation and Management

Prepare presentations, reports, and spreadsheets.

Create and maintain documents such as contracts, invoices, and official records.

Assist with document revisions, filing, and ensuring proper document storage.

Administrative Assistant Job Position Tasks

Data Entry and Record Keeping

Input, update, and maintain accurate data in computer systems and databases.

Process forms, applications, and other administrative paperwork.

Payroll data entry.

Handle confidential information with discretion.

Support for Meetings and Events

Organize logistics for meetings, conferences, and events.

Prepare meeting agendas, take minutes, and distribute post-meeting follow-ups.

Assist in event coordination, including catering, room setup, and materials

preparation.

Financial Administration

Assist with budgeting, invoicing, and expense tracking.

Handle petty cash and process expense reports.

Support the preparation of financial reports or documents.

Customer and Client Relations

Greet visitors and clients, directing them to appropriate individuals.

Address basic customer service inquiries.

Assist with client communications and follow-ups.

Collaboration and Team Support

Support other team members by managing or assisting with administrative tasks.

Provide back-up support for other office staff when necessary.

Train coworkers and support the onboarding of new personnel.

Coordinate with various departments to ensure smooth workflow

If you are interested in this opportunity, submit your resume today!

Requirements - Proven experience in administrative roles, demonstrating strong organizational skills.

Bilingual proficiency in Spanish and English, both written and verbal.

Expertise in data entry and record-keeping with attention to detail.

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

Ability to manage multiple tasks and priorities in a fast-paced environment.

Strong interpersonal and communication skills, both verbal and written.

Familiarity with scheduling, travel arrangements, and calendar management.

Experience handling confidential information with discretion and professionalism. 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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