59 Administrative Staff jobs in Coronado
Administrative Analyst
92189 San Diego Country Estates, California
ManTech
Posted today
Job Viewed
Job Description
MANTECH seeks a motivated, career and customer-oriented Administrative Analyst to join our team in San Diego, CA . This position is onsite .
The Administrative Analyst will work in support of the Navy for the Commander of Naval Air Forces Pacific Nonskid onsite representative. The position is an onsite role requiring 90% in office with 10% shipboard.
Responsibilities include but are not limited to:
Maintain Ship's history reports, repair plans, equipment inventory
Maintain and use equipment required to verify confirm minimum requirement are meet
Communicate with senior leaders on both progress and planning
Support Ship's Force Quality Assurance teams before, during and after nonskid replacement
Participate in developing change proposals
Travel up to 10%
Minimum Qualifications:
High School Diploma or equivalent education
8+ years of experience associated with quality control oversight onboard Naval Aircraft Carriers or Air Capable Naval Ships
2+ years of experience with nonskid coating repair of Aircraft Carriers or Air Capable Naval Ships
Must possess an NACE Level 1 or SSPC NBPI or have the ability to obtain the certification within 6 months of hire IF you have already completed the Navy Nonskid Quality assurance certification
-
Familiar with ship repair and alteration committee (SSRAC) functions program related engineering/program related logistics (PRE-PRL)
Familiar with the NAVAIR Visual Landing Aids (VLA) for carriers
Clearance Requirement:
Must be a U.S. Citizen and possess a current or active secret clearance
Physical Requirements:
The person in this position must be able to remain in a stationary position 50% of the time.
Occasionally move about inside the office to access file cabinets, office machinery, or to communicate with co-workers, management, and customers, via email, phone, and or virtual communication, which may involve delivering presentations.
Must be able to stand or walk for extended periods
Must be able to ascend and descend ship ladders, narrow passageways, and confined compartments
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0
Receptionist / Administrative
92189 San Diego Country Estates, California
Pirate Staffing Corp
Posted today
Job Viewed
Job Description
Answer multi-lines switch board and accurately distribute incoming calls to the appropriate personnel professionally greet and c hek in customers , suppliers and guests who visit. Assist with scheduling and coordinating customer supplier meetings or Receptionist, Administrative, Staffing
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1
Administrative Assistant
92108 Mission Valley, California
Robert Half
Posted 2 days ago
Job Viewed
Job Description
Description We are looking for a detail-oriented Administrative Assistant to join our team in San Diego, California. In this contract role, you will play a key part in supporting daily office operations, ensuring efficiency and organization. If you have strong administrative skills and enjoy working in a dynamic environment, this opportunity is for you.
Responsibilities:
- Provide general administrative support to ensure smooth office operations.
- Answer and direct incoming calls professionally and efficiently.
- Perform accurate data entry tasks to maintain records and databases.
- Manage reception duties, including greeting visitors and handling inquiries.
- Organize and maintain files, documents, and office supplies.
- Assist with scheduling meetings and coordinating appointments.
- Collaborate with team members to support various administrative projects.
- Prepare reports and correspondence as needed.
- Ensure compliance with office protocols and procedures. Requirements - Proven experience in administrative assistance or a related role.
- Proficiency in answering inbound calls and managing communication effectively.
- Strong data entry skills with attention to detail.
- Familiarity with office management and receptionist duties.
- Excellent organizational and time-management abilities.
- Ability to work independently and collaboratively in a team setting.
- Solid written and verbal communication skills.
- Competence in using office software, including word processing and spreadsheets. 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 ( 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.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
Responsibilities:
- Provide general administrative support to ensure smooth office operations.
- Answer and direct incoming calls professionally and efficiently.
- Perform accurate data entry tasks to maintain records and databases.
- Manage reception duties, including greeting visitors and handling inquiries.
- Organize and maintain files, documents, and office supplies.
- Assist with scheduling meetings and coordinating appointments.
- Collaborate with team members to support various administrative projects.
- Prepare reports and correspondence as needed.
- Ensure compliance with office protocols and procedures. Requirements - Proven experience in administrative assistance or a related role.
- Proficiency in answering inbound calls and managing communication effectively.
- Strong data entry skills with attention to detail.
- Familiarity with office management and receptionist duties.
- Excellent organizational and time-management abilities.
- Ability to work independently and collaboratively in a team setting.
- Solid written and verbal communication skills.
- Competence in using office software, including word processing and spreadsheets. 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 ( 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.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
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2
Administrative Engineer
92074 Poway, California
Actalent
Posted 2 days ago
Job Viewed
Job Description
Candidate Profile :
+ Engineer : We are open to interviewing a few different profiles. Our preference would be to have entry level engineers (new grads) who are interested in long term opportunities with GA and are willing to do engineering administrative work for the contract duration.
+ Administrative : We are also willing to take a look at candidates with an administrative experience, who has worked in a manufacturing environment supporting any of the following functions: quality, materials planning, supply chain management, scheduling, program planning, sustainability etc.
Top 3 Skills:
+ Windchill (ideal for those with engineering backgrounds)
+ Excel
+ Microsoft Project
+ Strong attention to detail
Pay and Benefits
The pay range for this position is $25.00 - $31.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
- Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Poway,CA.
Application Deadline
This position is anticipated to close on Aug 21, 2025.
About Actalent
Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email (% ) for other accommodation options.
+ Engineer : We are open to interviewing a few different profiles. Our preference would be to have entry level engineers (new grads) who are interested in long term opportunities with GA and are willing to do engineering administrative work for the contract duration.
+ Administrative : We are also willing to take a look at candidates with an administrative experience, who has worked in a manufacturing environment supporting any of the following functions: quality, materials planning, supply chain management, scheduling, program planning, sustainability etc.
Top 3 Skills:
+ Windchill (ideal for those with engineering backgrounds)
+ Excel
+ Microsoft Project
+ Strong attention to detail
Pay and Benefits
The pay range for this position is $25.00 - $31.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
- Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Poway,CA.
Application Deadline
This position is anticipated to close on Aug 21, 2025.
About Actalent
Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email (% ) for other accommodation options.
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3
Administrative Assistant
92038 La Jolla, California
Robert Half
Posted 3 days ago
Job Viewed
Job Description
Description
Our client in the construction industry is seeking a detail-oriented and highly organized Administrative Assistant to join their team in San Diego, CA. In this role, you will provide essential administrative support, ensuring the smooth operation of daily activities. This is an excellent opportunity for a motivated individual looking to contribute to a fast-paced and dynamic environment within a growing organization.
Key Responsibilities:
+ Perform a wide variety of administrative tasks, including managing calendars, scheduling meetings, and coordinating travel arrangements.
+ Maintain and organize project files, documentation, and correspondence related to construction projects.
+ Serve as the primary point of contact for internal and external communications, including answering phone calls and responding to emails.
+ Prepare reports, presentations, and spreadsheets as needed to support the team.
+ Order and manage office supplies, ensuring the office is adequately stocked at all times.
+ Assist with invoice processing, expense reporting, and basic bookkeeping tasks.
+ Provide administrative support to project managers and other team members as needed.
+ Facilitate onboarding for new hires, coordinating with HR to ensure documentation and workflows are completed efficiently.
+ Support the preparation and distribution of construction contracts, permits, and project schedules.
Requirements
+ 2+ years of experience in an administrative support role, preferably within the construction or related industry.
+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and strong familiarity with database or project management software.
+ Excellent organizational and interpersonal communication skills.
+ Strong multitasking abilities, with a pro-active approach to problem-solving.
+ High attention to detail to ensure accuracy in documentation and reporting.
+ Ability to maintain confidentiality and handle sensitive information professionally.
+ Familiarity with construction terminology or industry tools (e.g., ERP software or project scheduling platforms) is a plus.
+ High school diploma or equivalent required; a degree in business administration or related field is preferred.
Preferred Qualifications:
+ Previous experience supporting construction project managers or teams.
+ Knowledge of permits, contracts, or compliance documentation specific to the construction industry.
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 ( 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.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
Our client in the construction industry is seeking a detail-oriented and highly organized Administrative Assistant to join their team in San Diego, CA. In this role, you will provide essential administrative support, ensuring the smooth operation of daily activities. This is an excellent opportunity for a motivated individual looking to contribute to a fast-paced and dynamic environment within a growing organization.
Key Responsibilities:
+ Perform a wide variety of administrative tasks, including managing calendars, scheduling meetings, and coordinating travel arrangements.
+ Maintain and organize project files, documentation, and correspondence related to construction projects.
+ Serve as the primary point of contact for internal and external communications, including answering phone calls and responding to emails.
+ Prepare reports, presentations, and spreadsheets as needed to support the team.
+ Order and manage office supplies, ensuring the office is adequately stocked at all times.
+ Assist with invoice processing, expense reporting, and basic bookkeeping tasks.
+ Provide administrative support to project managers and other team members as needed.
+ Facilitate onboarding for new hires, coordinating with HR to ensure documentation and workflows are completed efficiently.
+ Support the preparation and distribution of construction contracts, permits, and project schedules.
Requirements
+ 2+ years of experience in an administrative support role, preferably within the construction or related industry.
+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and strong familiarity with database or project management software.
+ Excellent organizational and interpersonal communication skills.
+ Strong multitasking abilities, with a pro-active approach to problem-solving.
+ High attention to detail to ensure accuracy in documentation and reporting.
+ Ability to maintain confidentiality and handle sensitive information professionally.
+ Familiarity with construction terminology or industry tools (e.g., ERP software or project scheduling platforms) is a plus.
+ High school diploma or equivalent required; a degree in business administration or related field is preferred.
Preferred Qualifications:
+ Previous experience supporting construction project managers or teams.
+ Knowledge of permits, contracts, or compliance documentation specific to the construction industry.
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 ( 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.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
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4
Administrative Assistant
92108 Mission Valley, California
Robert Half
Posted 3 days ago
Job Viewed
Job Description
Description
Are you an organized problem-solver who thrives on keeping things running smoothly? If you're passionate about supporting teams, staying on top of details, and ensuring operations flow effortlessly, we have an exciting opportunity for you! Our client, is seeking an Administrative Assistant to join our team and provide essential support in day-to-day operations and beyond.
Key Responsibilities:
+ Manage and maintain calendars, meetings, and appointments for executives and other team members.
+ Assist in preparing reports, presentations, and other key documents.
+ Handle office correspondence, including phone calls, emails, and mail distribution.
+ Maintain and organize office files, databases, and other recordkeeping systems.
+ Coordinate office supplies, ensuring inventory is adequately stocked.
+ Provide support with expense tracking, invoicing, and other administrative tasks.
+ Collaborate effectively with other departments to provide cross-functional support when needed.
Requirements
+ 1+ years of administrative support experience preferred.
+ Excellent organizational and multitasking skills with strong attention to detail.
+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or other office tools.
+ Exceptional communication abilities, both verbal and written.
+ Ability to handle confidential matters with discretion and professionalism.
+ High school diploma required; additional education or training in administration 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 ( 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.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
Are you an organized problem-solver who thrives on keeping things running smoothly? If you're passionate about supporting teams, staying on top of details, and ensuring operations flow effortlessly, we have an exciting opportunity for you! Our client, is seeking an Administrative Assistant to join our team and provide essential support in day-to-day operations and beyond.
Key Responsibilities:
+ Manage and maintain calendars, meetings, and appointments for executives and other team members.
+ Assist in preparing reports, presentations, and other key documents.
+ Handle office correspondence, including phone calls, emails, and mail distribution.
+ Maintain and organize office files, databases, and other recordkeeping systems.
+ Coordinate office supplies, ensuring inventory is adequately stocked.
+ Provide support with expense tracking, invoicing, and other administrative tasks.
+ Collaborate effectively with other departments to provide cross-functional support when needed.
Requirements
+ 1+ years of administrative support experience preferred.
+ Excellent organizational and multitasking skills with strong attention to detail.
+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or other office tools.
+ Exceptional communication abilities, both verbal and written.
+ Ability to handle confidential matters with discretion and professionalism.
+ High school diploma required; additional education or training in administration 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 ( 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.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
View Now
5
Administrative Assistant
92108 Mission Valley, California
Robert Half
Posted 3 days ago
Job Viewed
Job Description
Description
Position Summary
The Administrative & Investment Assistant supports the CEO (a senior financial advisor and firm owner) and the Advisory Associate across a wide range of responsibilities, including executive support, family office services, investment operations, and client service. This role serves as a key liaison between the executive team, clients, custodians, and back office, ensuring smooth execution of both daily and strategic tasks. Reports to the CEO's Advisory Associate.
Key Responsibilities
Family Office & Client Administration
+ Manage household payments (utilities, insurance, etc.) and monitor bank balances
+ Coordinate fund transfers, property taxes, and insurance procurement
+ Assist with personal/business banking needs and archive relevant documents
Financial Reconciliation & Reporting
+ Maintain Excel reconciliations for bank/credit accounts (bi-monthly)
+ Support budgeting and prepare annual financial reports
+ Reconcile AMEX cards and monitor payment accounts
Account Opening & Maintenance
+ Manage onboarding (NetX360/Pershing), documentation, and compliance coordination
+ Track and renew W-8 forms; update client records
Statement & Documentation Management
+ Print, reconcile, and distribute account statements and reports
Transfers & SLOAs
+ Process transfer requests (SLOA, ACH, checks), distributions, and follow-ups
Invoice & Billing Review
+ Track and review fiduciary invoices as needed
Alternative Investments
+ Coordinate subscription agreements, AML docs, capital calls, and online access
+ Conduct quarterly reviews and upload K-1s
Tax Coordination
+ Distribute tax documents to CPAs and process estimated tax payments
Addepar Reporting
+ Generate, reconcile, and distribute Addepar reports
Administrative Support
+ Manage CEO's calendar, travel, events, and reimbursements
+ Assist with year-end events, holiday gifting, and monthly reconciliations
Client Correspondence
+ Prepare and send client communications and documentation
Requirements
- Proven experience in administrative assistance or a similar role and/or supporting a CEO/C-suite.
- Proficiency in answering and managing inbound calls with professionalism.
- Strong organizational skills and attention to detail.
- Industry experience is a plus in wealth management or financial services sector.
- Ability to perform accurate data entry and maintain records.
- Bilingual Spanish/English MUST.
- Ability to work with very senior level partners and clients.
- Excellent communication skills, both written and verbal.
- Competence in using office software and tools.
- Ability to multitask and prioritize tasks effectively in a fast-paced environment.
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 ( 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.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
Position Summary
The Administrative & Investment Assistant supports the CEO (a senior financial advisor and firm owner) and the Advisory Associate across a wide range of responsibilities, including executive support, family office services, investment operations, and client service. This role serves as a key liaison between the executive team, clients, custodians, and back office, ensuring smooth execution of both daily and strategic tasks. Reports to the CEO's Advisory Associate.
Key Responsibilities
Family Office & Client Administration
+ Manage household payments (utilities, insurance, etc.) and monitor bank balances
+ Coordinate fund transfers, property taxes, and insurance procurement
+ Assist with personal/business banking needs and archive relevant documents
Financial Reconciliation & Reporting
+ Maintain Excel reconciliations for bank/credit accounts (bi-monthly)
+ Support budgeting and prepare annual financial reports
+ Reconcile AMEX cards and monitor payment accounts
Account Opening & Maintenance
+ Manage onboarding (NetX360/Pershing), documentation, and compliance coordination
+ Track and renew W-8 forms; update client records
Statement & Documentation Management
+ Print, reconcile, and distribute account statements and reports
Transfers & SLOAs
+ Process transfer requests (SLOA, ACH, checks), distributions, and follow-ups
Invoice & Billing Review
+ Track and review fiduciary invoices as needed
Alternative Investments
+ Coordinate subscription agreements, AML docs, capital calls, and online access
+ Conduct quarterly reviews and upload K-1s
Tax Coordination
+ Distribute tax documents to CPAs and process estimated tax payments
Addepar Reporting
+ Generate, reconcile, and distribute Addepar reports
Administrative Support
+ Manage CEO's calendar, travel, events, and reimbursements
+ Assist with year-end events, holiday gifting, and monthly reconciliations
Client Correspondence
+ Prepare and send client communications and documentation
Requirements
- Proven experience in administrative assistance or a similar role and/or supporting a CEO/C-suite.
- Proficiency in answering and managing inbound calls with professionalism.
- Strong organizational skills and attention to detail.
- Industry experience is a plus in wealth management or financial services sector.
- Ability to perform accurate data entry and maintain records.
- Bilingual Spanish/English MUST.
- Ability to work with very senior level partners and clients.
- Excellent communication skills, both written and verbal.
- Competence in using office software and tools.
- Ability to multitask and prioritize tasks effectively in a fast-paced environment.
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 ( 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.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
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6
Administrative Assistant
92075 Solana Beach, California
HUB International
Posted 4 days ago
Job Viewed
Job Description
We are looking for an Administrative Assistant to join our team. This person should possess understanding of administrative processes, honed customer service skills and a passion for technology, new systems, and innovative business solutions in a variety of settings and inceptions. We value individuals who are passionate about growing our existing accounts while proactively pursuing new accounts and identifying roadblocks and obstacles to increasing business. The ideal fit will be innovative enough to suggest tailored solutions to common account problems. Dedication to growing the business and facilitating smoother connections between our clients and our internal executives is a must.
Candidates will have the following skills.
*Must be able to negotiate and problem-solve.
- Strong oral and written communication skills.
- Proficient in programs including MS Office and Excel.
- Strong decision-making skills.
- Demonstrable understanding of administrative processes.
Pay: $20.00 - $23.00/hour
Department Office Administration & Clerical
Required Experience: 1-2 years of relevant experience
Required Travel: No Travel Required
Required Education: High school or equivalent
HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.
E-Verify Program ( endeavor to make this website accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact the recruiting team . This contact information is for accommodation requests only; do not use this contact information to inquire about the status of applications.
Candidates will have the following skills.
*Must be able to negotiate and problem-solve.
- Strong oral and written communication skills.
- Proficient in programs including MS Office and Excel.
- Strong decision-making skills.
- Demonstrable understanding of administrative processes.
Pay: $20.00 - $23.00/hour
Department Office Administration & Clerical
Required Experience: 1-2 years of relevant experience
Required Travel: No Travel Required
Required Education: High school or equivalent
HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.
E-Verify Program ( endeavor to make this website accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact the recruiting team . This contact information is for accommodation requests only; do not use this contact information to inquire about the status of applications.
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7
Administrative Assistant
92108 Mission Valley, California
HUB International
Posted 4 days ago
Job Viewed
Job Description
We are looking for an Administrative Assistant to join our team. This person should possess understanding of administrative processes, honed customer service skills and a passion for technology, new systems, and innovative business solutions in a variety of settings and inceptions. We value individuals who are passionate about growing our existing accounts while proactively pursuing new accounts and identifying roadblocks and obstacles to increasing business. The ideal fit will be innovative enough to suggest tailored solutions to common account problems. Dedication to growing the business and facilitating smoother connections between our clients and our internal executives is a must.
Candidates will have the following skills.
*Must be able to negotiate and problem-solve.
- Strong oral and written communication skills.
- Proficient in programs including MS Office and Excel.
- Strong decision-making skills.
- Demonstrable understanding of administrative processes.
Pay: $20.00 - $23.00/hour
Department Office Administration & Clerical
Required Experience: 1-2 years of relevant experience
Required Travel: No Travel Required
Required Education: High school or equivalent
HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.
E-Verify Program ( endeavor to make this website accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact the recruiting team . This contact information is for accommodation requests only; do not use this contact information to inquire about the status of applications.
Candidates will have the following skills.
*Must be able to negotiate and problem-solve.
- Strong oral and written communication skills.
- Proficient in programs including MS Office and Excel.
- Strong decision-making skills.
- Demonstrable understanding of administrative processes.
Pay: $20.00 - $23.00/hour
Department Office Administration & Clerical
Required Experience: 1-2 years of relevant experience
Required Travel: No Travel Required
Required Education: High school or equivalent
HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.
E-Verify Program ( endeavor to make this website accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact the recruiting team . This contact information is for accommodation requests only; do not use this contact information to inquire about the status of applications.
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8
Administrative Assistant
92108 Mission Valley, California
WuXi AppTec
Posted 4 days ago
Job Viewed
Job Description
**Overview**
In partnership with the Operations teams **,** the Administrative Assistant will be responsible for providing support to senior leaders and the overall site. With supervision, the employee will help ensure that the site operates smoothly and productively.
**Responsibilities**
+ Answering the main company phone line and relaying messages as necessary.
+ Greet and register visitors. Notifying and escorting visitors to colleagues.
+ Prepare for client visits by reserving and setting up conference rooms, providing supplies (agendas, pens, water, coffee, ect), and cleaning up the conference room at the end of the visit.
+ Provide administrative support for the site head and other senior leaders as needed.
+ Maintaining individual as well as site and corporate calendars.
+ Assist with conference room reservations for colleagues and business partners.
+ Scheduling, coordinating, and executing hybrid (in-person/virtual) meetings for the site.
+ Creating documents and presentations using Word and/or PowerPoint as directed.
+ Maintain copy machines, breakroom supplies, and coffee service.
+ Assists to organize and execute site events such as company lunches, holiday parties, picnics, birthday celebrations, etc.
+ Compiling and processing reimbursement forms.
+ Other miscellaneous duties as assigned.
**Qualifications**
+ High School Diploma/GED required
+ Experience in and/or knowledge of biotech or pharmaceutical industry is a plus
**Knowledge / Skills / Abilities:**
+ Ability to handle day-to-day activities for busy departments while meeting important deadlines on a variety of projects.
+ Must have an interactive and collaborative approach while on the job.
+ Ability to work well in a team environment.
+ Must have excellent attention to detail, organizational and time management skills.
+ Ability to identify process improvements and make constructive suggestions for change.
+ Proficient in MS Word, Excel, PowerPoint, and Outlook.
+ Clear and professional, written, oral, and interpersonal skills.
+ Must be able to speak, understand, read, and write English proficiently.
**Physical Requirements:**
+ Significant standing and walking
+ Clarity of sight and hearing
Anticipated salary range: $24.72 to $31.95
**An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.**
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In partnership with the Operations teams **,** the Administrative Assistant will be responsible for providing support to senior leaders and the overall site. With supervision, the employee will help ensure that the site operates smoothly and productively.
**Responsibilities**
+ Answering the main company phone line and relaying messages as necessary.
+ Greet and register visitors. Notifying and escorting visitors to colleagues.
+ Prepare for client visits by reserving and setting up conference rooms, providing supplies (agendas, pens, water, coffee, ect), and cleaning up the conference room at the end of the visit.
+ Provide administrative support for the site head and other senior leaders as needed.
+ Maintaining individual as well as site and corporate calendars.
+ Assist with conference room reservations for colleagues and business partners.
+ Scheduling, coordinating, and executing hybrid (in-person/virtual) meetings for the site.
+ Creating documents and presentations using Word and/or PowerPoint as directed.
+ Maintain copy machines, breakroom supplies, and coffee service.
+ Assists to organize and execute site events such as company lunches, holiday parties, picnics, birthday celebrations, etc.
+ Compiling and processing reimbursement forms.
+ Other miscellaneous duties as assigned.
**Qualifications**
+ High School Diploma/GED required
+ Experience in and/or knowledge of biotech or pharmaceutical industry is a plus
**Knowledge / Skills / Abilities:**
+ Ability to handle day-to-day activities for busy departments while meeting important deadlines on a variety of projects.
+ Must have an interactive and collaborative approach while on the job.
+ Ability to work well in a team environment.
+ Must have excellent attention to detail, organizational and time management skills.
+ Ability to identify process improvements and make constructive suggestions for change.
+ Proficient in MS Word, Excel, PowerPoint, and Outlook.
+ Clear and professional, written, oral, and interpersonal skills.
+ Must be able to speak, understand, read, and write English proficiently.
**Physical Requirements:**
+ Significant standing and walking
+ Clarity of sight and hearing
Anticipated salary range: $24.72 to $31.95
**An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.**
**Need help finding the right job?**
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