Administrative Assistant

We are looking for an Administrative Assistant to support a Financial Services team in Palo Alto, California through a Contract assignment. This role focuses on coordinating investor-related administrative activities, maintaining accurate records, and helping keep recurring financial reporting processes on track. The ideal candidate is organized, responsive, and comfortable managing deadlines, documentation, and communication with internal teams and outside partners.

Responsibilities:
• Manage the tracking and processing of capital call activity, ensuring records are updated accurately and promptly.
• Work closely with external vendors and service partners to support ongoing administrative and reporting needs.
• Schedule and record capital call and distribution activity in time to meet established deadlines.
• Send timely reminders and follow-up communications related to investor actions and required documentation.
• Enter and maintain data across administrative and accounting support records with a strong focus on accuracy.
• Assist with quarter-end reporting cycles by monitoring timelines, preparing materials, and helping keep deliverables on schedule.
• Coordinate the compilation of financial statements and related reporting packages across multiple contributors.
• Verify that all required reporting components are completed, collected, and finalized within expected timeframes.
• Assemble investor reporting materials, including combining financial files and organizing documentation for distribution.
• Provide support during intensive quarter-end projects that typically span several weeks each reporting cycle.

Qualifications:

• At least 1 year of experience in administrative support, office coordination, or a related role.
• Ability to perform high-volume data entry with strong accuracy and attention to detail.
• Experience handling administrative office tasks such as scheduling, document preparation, and record maintenance.
• Comfortable managing inbound calls and responding professionally to internal and external inquiries.
• Strong organizational skills with the ability to prioritize multiple deadlines in a fast-paced environment.
• Clear written and verbal communication skills for coordinating with stakeholders and service providers.
• Proficiency with standard office software and digital document management tools.
• Ability to support accounting-related administrative processes while maintaining confidentiality and precision.

Compensation

$28.50-$33.00 Hourly

About Us

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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 roberthalf.gobenefits.net for more information.

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