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Robert Half



Executive Assistant

San Francisco Bay Area, US - Accounting, Management Consulting, Staffing and Recruiting

Robert Half is seeking an Executive Assistant II who will provide analytical and specialized administrative support to relieve executive and/or managers of complex details and advanced administrative duties. Executes special or continuous research and data analysis tasks. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. Coordinates activities between departments and outside parties. Contacts company personnel at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature.



Specific Responsibilities

• Liaise with HR and Accounting Departments to ensure proper coding and research of outstanding items, such as invoices, expense reports, accruals and budget reports, employee documents and HR forms.


• Reviewing and interpreting Accounts Payable and HR reports to ensure appropriate allocation and processing of submitted items.


• Provide recommendations for additional forms and/or reclassifications of department charges.


• Analyze and verify various reports: expense reports, performance reviews, various budget reports (all highly confidential) as needed.


• Create summaries and custom reports as needed using mainly excel.


• Answer and screen incoming calls, requests, email and correspondence; direct individuals as needed and respond appropriately.


• Manage calendar. Plan and organize travel and hotel arrangements, prepare itineraries; schedule regular and ad hoc teleconferences and appointments, coordinate department event arrangements, including restaurant and catering for conferences, department meetings, outings and training.


• Plan and prepare meetings and presentation materials for meetings in a timely manner. Assist with departmental event meetings as needed.


• Prepare/set up new or existing office space within the department, including coordinating with the Facilities and Technical Support departments for Telecom needs, desk moves and new-hires in office or cube areas, and submitting appropriate forms for logins, file access, telephone, etc.


• Assist with a variety of projects and business processes including performance reviews, job descriptions, compensation grids, mailings, preparing binders, internet research, etc.


• Manage, track and prepare departmental payroll timesheets, check requests, CTO balance, spreadsheets, business cards, New Hire Forms (i.e. Log-in, access, phone), and other pertinent HR information within the department in accordance with RHI policies and procedures. Process and track various documents for management approval.


• Plan and organize teleconferences and maintain schedules. Oversee the department calendar, which is used by all team members, and schedule meetings, including maintaining telephone and e-mail distribution lists.


• Ensure all printers and fax machines are working properly and supplies are available to the department, interfacing with appropriate departments and vendors as needed to fulfill requests.


• Also ensure, through subordinate Executive Assistant, overall business unit is following all company policies and procedures.

Competitive Compensation



Posted February 28, 2015 at 07:31PM from LinkedIn http://ift.tt/1wyvYHp

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