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Office Support Staff - Substitute
San Diego Country Estates, California
The Rock Academy
Posted today
Job Viewed
Job Description
Job Description
Job Posted by ApplicantPro
Job Description
POSITION SUMMARY: The Office Support Staff - Substitute plays a crucial role in maintaining the front office's efficiency and productivity while ensuring a welcoming and professional atmosphere. This position provides exceptional customer service to student families, promptly addressing inquiries and resolving issues.
PARENT CUSTOMER SERVICE: Serve as the primary contact for parent needs, answering phones and emails promptly. Manage phone messages and ensure timely callbacks to address parental concerns.
HEALTHCARE FOR STUDENTS: Administer care for students who become ill or injured, including contacting parents for student pick-up. Perform data entry for injured or sick students and manage medication forms for those requiring on-campus medication. Issue medical exposure notices when necessary.
ADMISSIONS SUPPORT: Assist the admissions team by greeting families and supporting assessments. Occasionally aid families with application and enrollment processes.
OFFICE EQUIPMENT MANAGEMENT: Ensure smooth operation of office equipment such as copiers and laminators by troubleshooting issues and performing regular maintenance. Collect incoming shipments from security.
DAILY TASKS (Shared Responsibilities):
- Assist students with tardy passes and manage attendance records, communicating with parents/guardians via calls and emails.
- Conduct laminating tasks and distribute laminated materials as needed.
- Handle mail collection and dispatch outgoing items.
- Open and close the front office and nurse's station daily.
- Organize events like Uniform Exchange and Lost and Found services.
- Assist students with photocopies and other office tasks.
- Provide teacher breaks and cover duties during absences, including recess and lunch supervision.
- Support Substitute Teachers by preparing necessary materials and providing assistance during their assignments.
This role requires versatility, strong organizational skills, and the ability to multitask in a fast-paced environment. The Office Support Staff - Substitute contributes to the smooth operation of administrative functions and ensures a supportive environment for students, faculty, and families alike.
COMPANY OVERVIEW: Rock Academy builds leaders who are deep thinkers, dynamic communicators, and do something Christians prepared for college and life.
Job Posted by ApplicantPro
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0
Office Support - Early Education Center
San Diego Country Estates, California
The Rock Academy
Posted today
Job Viewed
Job Description
Job Description
Job Posted by ApplicantPro
Job Description
Office Support - Early Education Center
San Diego, CA Rock Academy
Description
The office support position creates a friendly and professional atmosphere for the front office, provides quality customer service, resolves issues for students and families in a timely manner, and undertakes basic office tasks for the Early Education Center.
Essential Duties and Responsibilities
- Parent Customer Service: Ensures friendly and professional check-in and pick-up environment for EEC families, is the first contact for parent needs; answers phones and emails; checks phone messages and returns as needed.
- Admissions: Assist families with application/enrollment questions. Follows up on enrollment leads, contacts families to schedule interviews, helps parents to complete enrolment forms.
- Health Care for Students: Call parents to pick up students who may get sick; minor non-emergency care for students who may get injured; Data entry for students who are injured or sent home due to illness; manage medication forms for students who need medication on campus; send medical exposure notices when necessary.
- Responsible for opening and/or closing of the front office daily, providing breaks for teachers when needed, and aiding substitute teachers with check-in, assignment notification.
Requirements
Education Training and Experience
- 3 -5 year in a customer service/support role preferred.
- Certified to assist in the EEC classrooms preferred (3 units in each of the following Child Development courses: Family Child and Community, Principals of Child Development, Infant/Toddler, Curriculum courses.)
Job Skills Knowledge Abilities
- Current Pediatric CPR and First Aid Certification preferred.
- Strong oral and written communications to verbalize issues clearly, concisely, and competently in positive or negative situations.
- Adapts to changes in the work environment; able to deal with frequent change, delays, or unexpected events with poise and professionalism.
- Experience in conflict resolution with the ability to identify and resolve problems promptly.
- Ability to recognize and maintain confidentiality as appropriate.
- Self-motivated and flexible with strong organizational skills.
Organizational and Spiritual Requirements
- Christ-centered behavior at all times. i.e. treating people with dignity, respect, compassion and integrity.
- For all grievances, follow Matthew 18 and Ephesians 4:1
- Successful completion of both a LiveScan and reference check.
- Regular attendee of a Bible believing Christian church
- Attendance at all mandatory meetings (and events, as needed).
- Signed acknowledgement of the Rock Church Statement of Faith.
- Adheres to policies and procedures as stated in the Rock Academy Staff Handbook.
- Pleasant and professional personality and appearance.
- Notifies Rock Academy Preschool Director and/ or Preschool Assistant Director if an absence or tardy arrival is anticipated. A message may be left but continue to call back until an administrator is reached in person.
Physical Requirements
- Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
- Must be able to work independently, communicate effectively, and lift up to 60lbs (with or without assistance).
- This position also may require long periods of sitting, standing, walking, and hand/eye coordination for keyboard data entry and viewing data on a computer monitor.
- External and internal applicants, as well as position incumbents who are or become disabled, as defined under the American with Disabilities Act, must be able to perform the Essential Job Functions either unaided or with assistance of a "reasonable accommodation", if such is determined, on a case-by-case basis.
Job Posted by ApplicantPro
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1
Office Administration Support - Entry-Level (Part-Time or Full-Time)
92189 San Diego Country Estates, California
Top Level Promotions
Posted 4 days ago
Job Viewed
Job Description
Office Administration Support - Entry-Level (Part-Time or Full-Time)
About the Job Position
This flexible opportunity is open to individuals living in or near San Diego, California. Remote options are available, and all tasks are completed off-site. This entry-level role focuses on basic administrative duties such as organizing data, collecting consumer feedback, updating records, managing simple email communication, and assisting with general office tasks. You'll be able to manage your schedule while contributing to projects that help brands better understand their customers.
Who We Are
Top Level Promotions is a digital consultancy that partners with well-known companies to gather genuine consumer insights. We provide straightforward, task-based assignments that support brands in refining their products and services. As we grow our presence in the San Diego area, we seek reliable, detail-oriented individuals who can work independently on entry-level office support tasks.
Industries We Support:
Some assignments may relate to San Diego's diverse economy, including biotechnology, defense, tourism, and clean energy. Known for its mild climate and coastal lifestyle, San Diego also boasts a thriving innovation sector and a strong military presence. Its mix of urban and suburban populations offers unique consumer insights that help brands cater to a variety of customer needs. Your feedback may influence how companies develop products for this dynamic Southern California region.
Qualifications
Compensation
Pay ranges from $18.50 to $36.00 USD per hour based on the nature and complexity of assignments.
Experience
No prior experience is required. Detailed instructions accompany every task to ensure confident completion.
How to Apply
If you're based in San Diego and interested in flexible entry-level work with remote options, we invite you to apply online.
About the Job Position
This flexible opportunity is open to individuals living in or near San Diego, California. Remote options are available, and all tasks are completed off-site. This entry-level role focuses on basic administrative duties such as organizing data, collecting consumer feedback, updating records, managing simple email communication, and assisting with general office tasks. You'll be able to manage your schedule while contributing to projects that help brands better understand their customers.
Who We Are
Top Level Promotions is a digital consultancy that partners with well-known companies to gather genuine consumer insights. We provide straightforward, task-based assignments that support brands in refining their products and services. As we grow our presence in the San Diego area, we seek reliable, detail-oriented individuals who can work independently on entry-level office support tasks.
Industries We Support:
- Administrative and Clerical Services
- Environmental and Renewable Energy
- Transportation and Logistics
- E-commerce and Retail
- Apparel and Consumer Goods
- Food and Beverage
- Automotive Services and Products
- Technology and Communications
- Customer Service and Support
- Education and Online Learning
- Media and Entertainment
- Healthcare and Wellness
- Manufacturing and Industrial
- Pet Products and Animal Care
- Outdoor Recreation and Sporting Goods
- Travel, Tourism, and Hospitality
- Toys, Games, and Family Products
- Consumer Market Research
Some assignments may relate to San Diego's diverse economy, including biotechnology, defense, tourism, and clean energy. Known for its mild climate and coastal lifestyle, San Diego also boasts a thriving innovation sector and a strong military presence. Its mix of urban and suburban populations offers unique consumer insights that help brands cater to a variety of customer needs. Your feedback may influence how companies develop products for this dynamic Southern California region.
Qualifications
- Stable internet connection
- Laptop or desktop computer with webcam and microphone
- Quiet and organized workspace
- Clear written communication
- Strong time management and independence
- Familiarity with basic digital tools and spreadsheets
- Attention to detail and accuracy
- Flexible part-time or full-time hours
- Remote options available - complete tasks from the location that works best for you
- Provide feedback on everyday products and services
- No experience necessary - instructions provided for each task
- Continued work opportunities for consistent contributors
- No office commute needed
- You choose where you work
Compensation
Pay ranges from $18.50 to $36.00 USD per hour based on the nature and complexity of assignments.
Experience
No prior experience is required. Detailed instructions accompany every task to ensure confident completion.
How to Apply
If you're based in San Diego and interested in flexible entry-level work with remote options, we invite you to apply online.
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2
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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**Job ID** _2025-13765_
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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**Job ID** _2025-13765_
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3
Administrative Assistant
92024 Encinitas, California
Robert Half
Posted 4 days ago
Job Viewed
Job Description
Description
A boutique financial services firm in Encinitas is hiring a polished and dependable Administrative Assistant for a hybrid role supporting their client services and operations teams. This firm is known for its personalized approach to wealth management and its collaborative, professional culture. This is a great opportunity for someone who enjoys working in a structured environment, values discretion, and is looking for a flexible schedule that combines remote and in-office work.
Key Responsibilities:
+ Manage calendars, schedule meetings, and coordinate travel arrangements
+ Prepare client documentation, reports, and presentation materials
+ Handle incoming calls and client inquiries with professionalism
+ Maintain organized filing systems and assist with compliance tracking
+ Support internal communications and assist with special projects
Requirements
+ 2+ years of administrative experience, preferably in finance or professional services
+ Strong written and verbal communication skills
+ Proficiency in Microsoft Office and CRM platforms
+ Ability to multitask and maintain confidentiality
+ Professional demeanor and attention to detail
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 ( .
A boutique financial services firm in Encinitas is hiring a polished and dependable Administrative Assistant for a hybrid role supporting their client services and operations teams. This firm is known for its personalized approach to wealth management and its collaborative, professional culture. This is a great opportunity for someone who enjoys working in a structured environment, values discretion, and is looking for a flexible schedule that combines remote and in-office work.
Key Responsibilities:
+ Manage calendars, schedule meetings, and coordinate travel arrangements
+ Prepare client documentation, reports, and presentation materials
+ Handle incoming calls and client inquiries with professionalism
+ Maintain organized filing systems and assist with compliance tracking
+ Support internal communications and assist with special projects
Requirements
+ 2+ years of administrative experience, preferably in finance or professional services
+ Strong written and verbal communication skills
+ Proficiency in Microsoft Office and CRM platforms
+ Ability to multitask and maintain confidentiality
+ Professional demeanor and attention to detail
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
4
Administrative Assistant
92108 Mission Valley, California
Robert Half
Posted 4 days ago
Job Viewed
Job Description
Description
Are you an organized and detail-oriented professional looking to contribute to a dynamic team? We're seeking an Administrative Assistant who thrives in a fast-paced environment and excels at multitasking. As a crucial member of our team, you'll provide support to ensure smooth daily operations and help maintain our company's efficiency.
Key Responsibilities:
+ Provide general administrative support, including answering calls, responding to emails, and managing correspondence.
+ Organize and maintain schedules, appointments, and calendars for team members or executives.
+ Coordinate internal and external meetings, including room bookings, travel arrangements, and catering as needed.
+ Prepare reports, presentations, and other documentation using MS Office Suite tools.
+ Manage databases and ensure accurate record-keeping or filing systems.
+ Assist with project management tasks, including tracking deadlines and progress updates.
+ Communicate effectively with clients, vendors, staff, and other stakeholders in a professional manner.
+ Perform other administrative duties or special projects as assigned.
Requirements
+ High school diploma or equivalent required; Bachelor's degree in business or related field preferred.
+ Proven experience as an Administrative Assistant, Office Manager, or similar role.
+ Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
+ Excellent organizational skills and attention to detail.
+ Ability to multitask and prioritize work effectively in a fast-paced environment.
+ Excellent written and verbal communication skills.
+ Professional demeanor and interpersonal skills to build relationships with colleagues and external contacts.
+ Familiarity with Google Workspace or additional software 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 and detail-oriented professional looking to contribute to a dynamic team? We're seeking an Administrative Assistant who thrives in a fast-paced environment and excels at multitasking. As a crucial member of our team, you'll provide support to ensure smooth daily operations and help maintain our company's efficiency.
Key Responsibilities:
+ Provide general administrative support, including answering calls, responding to emails, and managing correspondence.
+ Organize and maintain schedules, appointments, and calendars for team members or executives.
+ Coordinate internal and external meetings, including room bookings, travel arrangements, and catering as needed.
+ Prepare reports, presentations, and other documentation using MS Office Suite tools.
+ Manage databases and ensure accurate record-keeping or filing systems.
+ Assist with project management tasks, including tracking deadlines and progress updates.
+ Communicate effectively with clients, vendors, staff, and other stakeholders in a professional manner.
+ Perform other administrative duties or special projects as assigned.
Requirements
+ High school diploma or equivalent required; Bachelor's degree in business or related field preferred.
+ Proven experience as an Administrative Assistant, Office Manager, or similar role.
+ Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
+ Excellent organizational skills and attention to detail.
+ Ability to multitask and prioritize work effectively in a fast-paced environment.
+ Excellent written and verbal communication skills.
+ Professional demeanor and interpersonal skills to build relationships with colleagues and external contacts.
+ Familiarity with Google Workspace or additional software 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 4 days ago
Job Viewed
Job Description
Description
Are you an organized, detail-oriented professional passionate about supporting meaningful causes? Our client, a dynamic nonprofit organization, is seeking a dedicated Administrative Assistant to join their team. This role offers a unique opportunity to contribute directly to an organization that positively impacts communities while showcasing your administrative expertise.
Key Responsibilities:
+ Provide high-level administrative support to organizational leadership and program teams.
+ Manage calendars, schedule meetings, and coordinate logistics for in-person and virtual events.
+ Oversee document preparation, including formatting, proofreading, and distribution of reports, correspondence, and presentation materials.
+ Maintain and organize filing systems, databases, and records in compliance with organization policies.
+ Serve as the primary point of contact for office operations, responding to inquiries and ensuring a professional and welcoming environment.
+ Support budget tracking, donor coordination, and fundraising initiatives by maintaining accurate records and generating reports as needed.
+ Manage supply inventory and liaise with vendors to ensure operational efficiency.
Requirements
+ At least 2-3 years in an administrative or office support role, preferably within the nonprofit sector.
+ Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). Familiarity with donor management or CRM software is a plus.
+ Strong written and verbal communication skills, with the ability to interact professionally with diverse stakeholders, including donors, partners, and volunteers.
+ Exceptional attention to detail, time management, and multitasking capabilities in a fast-paced environment.
+ Resourceful and proactive in finding solutions to administrative challenges.
+ A genuine passion for the nonprofit's mission and a commitment to supporting its goals.
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, detail-oriented professional passionate about supporting meaningful causes? Our client, a dynamic nonprofit organization, is seeking a dedicated Administrative Assistant to join their team. This role offers a unique opportunity to contribute directly to an organization that positively impacts communities while showcasing your administrative expertise.
Key Responsibilities:
+ Provide high-level administrative support to organizational leadership and program teams.
+ Manage calendars, schedule meetings, and coordinate logistics for in-person and virtual events.
+ Oversee document preparation, including formatting, proofreading, and distribution of reports, correspondence, and presentation materials.
+ Maintain and organize filing systems, databases, and records in compliance with organization policies.
+ Serve as the primary point of contact for office operations, responding to inquiries and ensuring a professional and welcoming environment.
+ Support budget tracking, donor coordination, and fundraising initiatives by maintaining accurate records and generating reports as needed.
+ Manage supply inventory and liaise with vendors to ensure operational efficiency.
Requirements
+ At least 2-3 years in an administrative or office support role, preferably within the nonprofit sector.
+ Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). Familiarity with donor management or CRM software is a plus.
+ Strong written and verbal communication skills, with the ability to interact professionally with diverse stakeholders, including donors, partners, and volunteers.
+ Exceptional attention to detail, time management, and multitasking capabilities in a fast-paced environment.
+ Resourceful and proactive in finding solutions to administrative challenges.
+ A genuine passion for the nonprofit's mission and a commitment to supporting its goals.
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
92108 Mission Valley, California
Robert Half
Posted 4 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
7
Administrative Assistant
92108 Mission Valley, California
Robert Half
Posted 4 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 ( .
View Now
8
Administrative Assistant
92024 Encinitas, California
Robert Half
Posted 4 days ago
Job Viewed
Job Description
Description
An established investment firm in the heart of Encinitas is looking for a sharp, detail-oriented Administrative Assistant to support their client services and operations teams. This firm is known for its boutique approach to wealth management and its commitment to personalized service. If you're someone who thrives in a professional, fast-paced environment and enjoys being the go-to person for keeping things running smoothly, this could be your next great opportunity.
What You'll Do:
+ Provide administrative support to advisors and operations staff
+ Prepare client documents, reports, and meeting materials
+ Manage calendars, schedule appointments, and coordinate meetings
+ Handle inbound calls and client inquiries with professionalism
+ Maintain organized digital and physical filing systems
+ Assist with compliance documentation and internal reporting
Requirements
+ 2+ years of administrative experience, preferably in finance or professional services
+ Strong organizational and multitasking skills
+ Proficiency in Microsoft Office and CRM systems
+ Excellent communication and client service abilities
+ Discretion and professionalism when handling sensitive information
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 ( .
An established investment firm in the heart of Encinitas is looking for a sharp, detail-oriented Administrative Assistant to support their client services and operations teams. This firm is known for its boutique approach to wealth management and its commitment to personalized service. If you're someone who thrives in a professional, fast-paced environment and enjoys being the go-to person for keeping things running smoothly, this could be your next great opportunity.
What You'll Do:
+ Provide administrative support to advisors and operations staff
+ Prepare client documents, reports, and meeting materials
+ Manage calendars, schedule appointments, and coordinate meetings
+ Handle inbound calls and client inquiries with professionalism
+ Maintain organized digital and physical filing systems
+ Assist with compliance documentation and internal reporting
Requirements
+ 2+ years of administrative experience, preferably in finance or professional services
+ Strong organizational and multitasking skills
+ Proficiency in Microsoft Office and CRM systems
+ Excellent communication and client service abilities
+ Discretion and professionalism when handling sensitive information
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
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