Executive Assistant Job at Robert Half in San Diego

Job Summary

We are seeking an experienced, highly organized Part-Time Contract Executive Assistant to support our board-level scheduling and event coordination for 2025. The ideal candidate will have a minimum of 4 years of EA experience, specifically managing high volume travel arrangements and complex scheduling. This role focuses exclusively on scheduling board meetings, large-scale events, and conferences, ensuring seamless coordination through persistent communication, calendar management, and travel booking.

Key Responsibilities

• Board Meeting Coordination:
• Schedule and coordinate board meetings, including pre-meeting preparations, calendar invites, and follow-ups.
• Manage logistics for board meetings and related events, ensuring all necessary arrangements (venue, technology, materials) are in place.
• Maintain ongoing communication with board members and internal stakeholders via emails, phone calls, and calendar updates.
• Event and Conference Support:
• Assist in organizing large events and conferences, including booking venues, coordinating with vendors, and managing event itineraries.
• Oversee the planning and execution of meetings scheduled for 2025 and 2026.
• Travel Management:
• Manage high volume travel arrangements including booking flights, accommodations, ground transportation, and any special travel requirements.
• Coordinate travel itineraries and handle changes and updates promptly.
• Administrative Support:
• Handle extensive back-and-forth communications through email, phone calls, and digital calendar management.
• Maintain accurate records and provide timely updates to all stakeholders regarding scheduling and travel arrangements.
• Assist in the preparation and distribution of meeting materials as needed.

Qualifications & Requirements

• Experience:
• Minimum of 4 years’ experience as an Executive Assistant or in a similar administrative role.
• Demonstrated expertise in managing high volume travel arrangements and scheduling for senior-level executives.
• Skills:
• Strong organizational and time management skills, with the ability to handle multiple tasks and tight deadlines.
• Excellent communication skills, both written and verbal, with experience in managing extensive email and phone communications.
• Proficient in using digital calendars, scheduling tools, and travel booking platforms.
• Detail-oriented with a proactive approach to problem solving and coordination.
• Additional Requirements:
• Ability to work independently and handle back-and-forth communications with multiple stakeholders.
• Flexibility to adjust to changes in schedules and manage last-minute updates effectively.
• Experience coordinating large-scale events and board-level meetings is highly desirable.