Executive Administrative & Operations Coordinator

Position: EXECUTIVE ADMINISTRATIVE & OPERATIONS COORDINATOR
Location: Rancho Santa Fe

Description

A behind-the-scenes role with a front-row seat to business operations.

A private professional organization in the Rancho Santa Fe area is seeking a polished, highly organized Executive Administrative & Operations Coordinator to provide direct support to senior leadership and help oversee the daily flow of office operations.

This is an opportunity for someone who enjoys being the go-to person, anticipating needs before they arise, and keeping multiple moving pieces organized. You'll work closely with leadership, coordinate schedules and meetings, manage sensitive information, and help ensure the administrative side of the business runs seamlessly.

The right person will be resourceful, composed, and comfortable interacting with executives, clients, vendors, and internal staff. This position is ideal for an experienced administrative professional who enjoys variety, takes pride in producing polished work, and wants to be involved in more than calendar management.

Your day-to-day will include:

+ Provide direct administrative support to senior leadership, including calendar management and meeting coordination.

+ Coordinate internal and external meetings, prepare agendas, and organize supporting materials.

+ Manage incoming communications, screen requests, and prioritize items requiring leadership attention.

+ Arrange business travel, itineraries, reservations, and expense reporting.

+ Prepare professional correspondence, presentations, reports, and confidential documents.

+ Coordinate vendor relationships, office services, supplies, and facilities-related requests.

+ Track invoices, purchase orders, expenses, and administrative budgets.

+ Maintain organized electronic records, contracts, and important business documents.

+ Assist with special projects, event coordination, and operational initiatives.

+ Serve as a professional point of contact for visitors, clients, and business partners.

+ Identify administrative gaps and help create more efficient processes.

Requirements

+ 3+ years of executive assistant, senior administrative, or operations coordination experience.

+ Experience supporting managers, directors, executives, or business owners.

+ Excellent calendar management, scheduling, and organizational skills.

+ Advanced proficiency in Microsoft Outlook, Word, PowerPoint, and Excel.

+ Strong writing, proofreading, and document preparation skills.

+ Professional judgment and experience handling confidential information.

+ Ability to anticipate priorities, work independently, and adjust quickly when plans change.

+ A polished, personable communication style and strong attention to detail.

Talent Match®

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.

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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  for more information.

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