Description Job Summary: The Executive Assistant is responsible for providing high-level administrative support to the Facilities Engineering Department. This role ensures the efficient operation of the department by managing schedules, coordinating activities, overseeing office operations, and serving as a critical liaison between internal teams and external stakeholders. The ideal candidate is highly organized, adaptable, and skilled at balancing competing priorities within a dynamic environment. Administrative Support: + Provide direct administrative assistance to the Engineering & Maintenance Director, including managing schedules, calendars, travel arrangements, and expense reports. + Draft, edit, and disseminate business correspondence, reports, presentations, and other materials as needed. + Screen incoming communications (emails, calls, etc.) and prioritize tasks that require immediate attention or escalation. Operations Coordination: + Oversee day-to-day office operations, including maintaining equipment, supplies, and digital filing systems. + Coordinate and schedule meetings, prepare agendas, and ensure distribution of related documentation. + Plan and organize department events, trainings, and workshops, including liaising with vendors and suppliers. Data Management & Reporting: + Assist in preparing and tracking department budgets, purchase requests, and expenditures. + Gather, analyze, and consolidate data to support the preparation of department-wide reports. + Maintain department records in compliance with institutional standards, policies, and procedures. Cross-functional Collaboration: + Serve as the department liaison to other internal teams, ensuring alignment and seamless communication. + Assist in the administration of contracts and interactions with the Procurement and Finance teams. + Manage external vendor relationships and help resolve related issues effectively. Required Qualifications: + High school diploma or GED required; Bachelor’s degree in business administration or a related field preferred. + 3–5 years of administrative support experience, preferably within a facilities, engineering, or technical environment. Knowledge, Skills, and Abilities: + Advanced proficiency with office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). + Exceptional organizational, time management, and multitasking skills. + Strong interpersonal abilities with excellent communication and customer service skills. + Knowledge of project management principles and tools is a plus. + Ability to handle confidential and sensitive information with a high level of professionalism. + Comfortable working in fast-paced environments and meeting tight deadlines. Requirements ADP - Financial Services, Cisco Webex Meetings, Concur, CRM, Kronos Timekeeping System, About Time, Calendar Management, Communication, Conference Calls, Correspondence 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 (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more. Robert Half will consider for employment qualified applicants with arrest or conviction records in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. 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 (https://www.roberthalf.com/us/en/terms) .