Calendar Coordinator Job at Robert Half (Emeryville)

Executive Coordinator

Reporting directly to the SVP, Global Head of Pricing, Access, Value and Evidenc...

Location

United States , San Rafael

Salary:

88000.00 - 121000.00 USD / Year

BioMarin Pharmaceutical

Expiration Date

Until further notice

Requirements

Minimum of 5 – 10 years experience of executive level support, including experience supporting global teams
Excellent computer skills with strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Experience with coordinating complex travel
Working knowledge of Concur Expense management
Bachelor’s degree preferred

Job Responsibility

High volume calendar management for the SVP, Global Pricing, Access, Value and Evidence, as well as calendar support for others on the PAVE leadership team
Understanding priority and seniority of meetings
Initiates and determines which meetings to reschedule to resolve conflicts
Scheduling meetings (virtual, in-person, and hybrid) with participants and stakeholders across various functions and regions/time-zones
Confirms virtual vs in-person attendance as needed
Coordinating catering for on-site critical meetings (when appropriate and approved)
Working and partnering with the Sr Executive Coordinator to the Chief Commercial Officer of BioMarin’s Global Commercial Organization and working closely with other BioMarin Administrative Assistants
Coordinate and organize complex domestic and international travel (flights, hotel, ground transportation, travel agenda, etc)
Preparing expense reports, ensuring alignment to policies and submitting in a timely manner
Resolving IT issues, ordering equipment upon request

What we offer

company-sponsored medical, dental, vision, and life insurance plans
discretionary annual bonus
discretionary stock-based long-term incentives
paid time off

Fulltime

Executive Assistant

A leading healthcare organization is seeking an experienced Executive Assistant ...

Location

United States , Los Angeles

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

detail-oriented professional with exceptional organizational skills
proactive mindset
ability to handle a fast-paced and dynamic environment
experience in calendaring and scheduling
meeting coordination
communication management
travel coordination
document preparation
confidentiality
administrative support

Job Responsibility

Manage complex calendars for the COO and CMO
Schedule and organize meetings
Act as a liaison between executives and stakeholders
Plan and book domestic and international travel
Prepare high-quality reports and presentations
Handle sensitive information with discretion
Perform general administrative tasks

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Fulltime

Executive Assistant

We are looking for an Executive Assistant to join our team located in Newport Be...

Location

United States , Newport Beach

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Manage and maintain executive calendars, ensuring efficient scheduling and organization
Coordinate executive meetings and presentations, ensuring all necessary materials are prepared
Use Office 365 and other software to perform administrative tasks and manage data
Handle daily schedule management, coordinating schedules as needed
Utilize Google Calendar and other tools for effective calendar management
Respond to inquiries and issues, providing timely and efficient resolution
Monitor and manage multiple executives' tasks and activities
Maintain accurate records of customer credit applications
Monitor customer accounts and take appropriate action when necessary
Proficient in Calendar Management and Calendaring

Job Responsibility

Manage and maintain executive calendars, ensuring efficient scheduling and organization
Coordinate executive meetings and presentations, ensuring all necessary materials are prepared
Use Office 365 and other software to perform administrative tasks and manage data
Handle daily schedule management, coordinating schedules as needed
Utilize Google Calendar and other tools for effective calendar management
Respond to inquiries and issues, providing timely and efficient resolution
Monitor and manage multiple executives' tasks and activities
Maintain accurate records of customer credit applications
Monitor customer accounts and take appropriate action when necessary

What we offer

medical, vision, dental, and life and disability insurance
eligible to enroll in our company 401(k) plan

Fulltime

Executive Assistant

We are looking for a highly skilled Executive Assistant to provide comprehensive...

Location

United States , Bakersfield

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Minimum of 5 years of experience as an Executive Assistant or in a similar role
Proficiency in managing calendars and coordinating complex travel arrangements
Strong writing skills with the ability to draft clear and concise correspondence
Bilingual proficiency is required, with excellent verbal and written communication
Demonstrated ability to multitask and prioritize effectively in a fast-paced environment
Experience in preparing board packets, meeting notes, and other executive-level documentation
High level of proficiency with digital organization tools and office software
Exceptional organizational skills and attention to detail

Job Responsibility

Manage complex calendars, including scheduling meetings and appointments for executives
Coordinate travel arrangements, including booking flights, accommodations, and transportation
Prepare and organize board packets, meeting notes, and other essential documentation
Compose clear and concise correspondence and other written communications on behalf of executives
Facilitate executive meetings by preparing agendas and ensuring follow-ups are completed
Maintain digital organization systems to ensure easy access to critical files and documents
Act as a liaison between executives and internal or external stakeholders
Handle multiple projects simultaneously while meeting deadlines and maintaining accuracy
Provide general administrative support to ensure the smooth operation of the executive office

What we offer

medical
vision
dental
life and disability insurance
401(k) plan

Fulltime

Executive Assistant

We are looking for a detail-oriented and proactive Executive Assistant to suppor...

Location

United States , Philadelphia

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

High School Diploma or equivalent is required
Minimum of five years of experience in a senior-level administrative assistant role
Proven expertise in calendar management and coordinating travel arrangements
Exceptional communication skills, both written and verbal, with attention to detail
Strong organizational and time management abilities to handle multiple priorities
Proficiency in preparing and reviewing administrative and financial documents
Ability to work independently and make sound decisions in a fast-paced environment
Familiarity with board and committee meeting preparation is preferred

Job Responsibility

Organize and manage the Vice President's calendar by scheduling and prioritizing meetings, arranging travel plans, and preparing relevant materials and agendas
Communicate efficiently with internal and external stakeholders, addressing inquiries or directing them appropriately on behalf of the Vice President
Draft, proofread, and respond to correspondence, ensuring professionalism and accuracy in all written communication
Coordinate and manage divisional activities, including correspondence and requests for information
Assist in the preparation of agenda materials for board meetings and various committees
Process and monitor administrative forms, records, reports, and other division-related documents
Oversee budgetary tasks such as tracking expenditures, processing purchase orders, and preparing expense reports
Facilitate invoice payments and ensure timely processing of financial documents

What we offer

Medical insurance
Vision insurance
Dental insurance
Life and disability insurance
Eligibility to enroll in 401(k) plan

Fulltime

Executive Administrative Assistant

To provide day-to-day support for the Global Data & Analytics and Global Foodser...

Location

United States of America , Charlotte

Salary:

Not provided

Circle K

Expiration Date

Until further notice

Requirements

High School diploma or equivalent plus 2+ years' work experience in fast paced corporate setting
Highly proficient with Microsoft Office applications, specifically Word, Excel, Outlook, and PowerPoint
Knowledge of administrative and clerical procedures including typing, records management and data entry
Strong organizational skills with ability to manage multiple priorities and deadlines
Excellent communication skills (written and verbal), professionalism, customer service focus, and business acumen
Ability to read and listen, understand and communicate information and ideas in a clear and understandable manner
Ability to effectively analyze and evaluate information to make decisions, solve problems and achieve goals
Ability to work with executives remotely
Experience in organizing travel, including international entry documentation and support
Open to working flexible hours on an ad hoc basis if needed, which could include evenings, weekends, and/or select holidays as needed

Job Responsibility

Provide day-to-day support for the Global Data & Analytics and Global Foodservice Executives and teams
Manage calendars, coordinate meetings and travel, handle correspondence
Serve as a key liaison across departments and with external partners
Organize and facilitate team events and activities
Organize workload to meet internal and external departmental deadlines
Prioritize, screen, route and answer routine correspondence
Screen and direct employees and visitors
Take, transcribe, compose, edit, and send correspondence
Maintain and update departmental files, records and publications
Maintain executives' calendar, schedule appointments, coordinate meetings and travel itineraries

Fulltime

Executive Assistant

This is an exciting and unique opportunity to join a high-growth SaaS company an...

Location

Ireland , Dublin

Salary:

Not provided

Intercom

Expiration Date

Until further notice

Requirements

3+ years’ experience in an administrative role in a fast-paced environment
Excellence in tactical administration — especially complex calendar management, travel logistics, and operational coordination
Ability to prioritise your own workload to manage multiple requests from leadership or stakeholders at the same time
High bar for professionalism and confidentiality
Highly dependable, detail-oriented, resourceful, and consistent in execution
Comfortable with ambiguity and the ability to stay calm under pressure
Excellent communication skills, adapting to the style and needs of different stakeholders
Interest in technology and openness to using AI tools to streamline and improve workflows
Proficiency with Gmail, Google Calendar, Google Drive, Slack, and similar tools

Job Responsibility

Provide direct support to senior leadership, ensuring their time and energy are maximised on the most important matters
Manage high-volume, complex calendars with frequent reprioritisation, with the ability to prioritise access to your Leaders based on their evolving needs
Coordinate global travel with precision, delivering clear plans and a seamless, high quality experience
Assist with organising successful leadership or departmental events, such as off-sites
Handle expenses and reimbursements within your leader’s departments in an effective and timely manner
Handle personal tasks on behalf of the leaders you support
Experiment with AI-powered tools to improve efficiency for yourself and your leaders
Collaborate closely with other EAs within your team to cover absences and deliver cross-team projects
Stay connected to the pulse of the business, building a strong internal network and surfacing relevant organisational context that may lead to blockers/reprioritisation
Maintain the highest standard of professionalism and confidentiality in all matters

What we offer

Competitive salary and equity in a fast-growing start-up
We serve lunch every weekday, plus a variety of snack foods and a fully stocked kitchen
Regular compensation reviews - we reward great work!
Pension scheme & match up to 4%
Peace of mind with life assurance, as well as comprehensive health and dental insurance for you and your dependents
Flexible paid time off policy
Paid maternity leave, as well as 6 weeks paternity leave for fathers, to let you spend valuable time with your loved ones
Cycle-to-Work Scheme
MacBooks are our standard, but we also offer Windows for certain roles when needed

Fulltime

Executive Assistant

We are in search of a proficient Executive Assistant to become an integral part ...

Location

United States , Plano

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Minimum of 8 years of experience providing high-level executive support to a C-suite executive in a corporate environment
Expertise in MS Office Suite (Outlook, Word, Excel, PowerPoint) with the ability to create complex reports, presentations, and spreadsheets
Extensive experience using Concur for expense reporting, travel coordination, and budgeting
Strong organizational and calendar management skills, with the ability to prioritize and schedule meetings efficiently
Experience handling confidential and sensitive information with the highest level of professionalism and discretion
Exceptional written and verbal communication skills, including the ability to draft and proofread executive correspondence
Proven ability to manage complex travel arrangements, including international itineraries and last-minute changes
Strong problem-solving skills and ability to work independently in a fast-paced, high-pressure environment
Ability to liaise with senior executives, board members, and external stakeholders with professionalism and diplomacy.

Job Responsibility

Provide extensive support to the CEO, acting as the primary point of contact for all matters, while maintaining utmost confidentiality and professionalism
Ensure efficient management of the CEO’s calendar, prioritizing meetings and aligning them with business objectives
Handle complex travel coordination, including flight bookings, accommodations, and itineraries, keeping cost-efficiency in mind
Prepare and compile reports, presentations, and other materials for various meetings, including board and investor presentations
Act as a gatekeeper, effectively screening calls, emails, and visitors to the CEO's office
Draft, edit, and proofread correspondence, memos, and other communication on behalf of the CEO
Manage and coordinate internal and external communication, ensuring all key stakeholders are updated promptly
Take charge of special projects and initiatives assigned by the CEO, liaising cross-functionally with other departments to achieve goals
Track progress and follow up on action items from executive meetings and strategy sessions
Build and maintain positive relationships with internal executives, board members, investors, clients, and other external partners

What we offer

Medical
Vision
Dental
Life and disability insurance
401(k) plan

Fulltime

Calendar Coordinator

Robert Half

Location:
United States , Emeryville

Category:
Legal

Contract Type:
Not provided

Salary:

Job Description:

Job Responsibility:

Requirements:

Nice to have:

Additional Information:

Job Posted:
March 26, 2025

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Job Posted:
March 26, 2025