Sr. Executive Assistant

We are looking for an experienced Sr. Executive Assistant to provide high-level support across executive coordination, office administration, and business entity oversight in Newport Beach, California. This contract-to-permanent opportunity is ideal for an experienced candidate who can manage competing priorities, communicate with discretion, and keep critical administrative processes running smoothly. The role combines complex scheduling and travel planning with compliance tracking, vendor coordination, and day-to-day operational support for a growing team.

Responsibilities:

• Organize and manage executive calendars, ensuring internal and external meetings are scheduled efficiently and supported with the necessary materials.

• Prepare, review, and distribute clear communications on behalf of leadership with strong attention to tone, accuracy, and detail.

• Arrange comprehensive domestic and international travel plans, including bookings, itineraries, and schedule adjustments as needed.

• Monitor the status of multiple legal entities and help ensure filings, registrations, and related obligations remain current with the appropriate agencies.

• Serve as a point of contact with registered agents and coordinate with external legal, accounting, and financial partners on compliance-related matters.

• Maintain accurate and well-structured records for entity documents, administrative files, and other important business information in both digital and physical formats.

• Oversee incoming mail, package handling, and check deposit coordination while supporting daily office workflow.

• Manage office supplies, vendor partnerships, and facility-related needs to help maintain an organized and productive work environment.

• Assist with light human resources and onboarding activities as new team members join the organization.

• At least 5 years of experience in an Executive Assistant, Senior Administrative, or Office Management role.

• Background supporting leaders in environments such as a family office, private equity firm, law practice, or financial services organization is preferred.

• Strong working knowledge of Outlook and Microsoft 365, with the ability to adapt quickly to new platforms and technology.

• Demonstrated ability to coordinate complex travel arrangements and executive meetings with a high degree of accuracy.

• Excellent written and verbal communication skills with a detail-oriented and discreet approach.

• Experience related to business entity compliance, regulatory filings, or interaction with government agencies is highly desirable.

• Interest in applying AI tools to improve daily productivity and administrative effectiveness.

• Notary Public certification, or willingness to obtain certification, is preferred.

TalentMatch ®

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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 roberthalf.gobenefits.net for more information.

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