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Description

We are looking for a detail-oriented and proactive Administrative Assistant to join our team in Seattle, Washington. In this contract role, you will play a pivotal part in ensuring seamless organization, communication, and project management across various departments. The ideal candidate will thrive in a dynamic environment, managing schedules, maintaining records, and supporting billing and estimation processes with precision.

+ Organize digital and physical project files, ensuring accuracy and accessibility.

+ Manage calendars and coordinate appointments with clients and vendors.

+ Assist in preparing estimates and reconciling budgets.

+ Prepare, review, and track invoices while collaborating with accounting teams to follow up on outstanding payments.

+ Help track design revisions, approvals, and client communications to ensure consistency throughout projects.

+ Facilitate progress tracking with shared folders, checklists, and detailed reports.

+ Coordinate materials, vendors, and meetings to ensure smooth workflows.

+ Occasionally visit client sites to gather on-the-ground context and details that improve project execution.

+ Take initiative and anticipate team needs by proactively addressing issues and ensuring operational efficiency.

+ Organize spreadsheets and schedules with precision, supporting the team in tracking and achieving project milestones.

+ Enjoy working behind the scenes to make the designer's work easier, bringing reliability, positive energy, and professionalism to each task.

+ Deliver thoughtful support by collaborating with the designer to understand client needs and logistics, ensuring no critical details are missed.

Requirements • Proven experience in administrative support, including scheduling, file management, and documentation.

• Strong skills in data entry, spreadsheet management, and attention to detail.

• Familiarity with billing and invoicing processes, including tracking payments and reconciling records.

• Ability to manage multiple priorities and deadlines in a fast-paced environment.

• Proficiency in using shared storage platforms like Google Drive or similar systems.

• Excellent communication and organizational skills, with the ability to coordinate with diverse stakeholders.

• Experience in coordinating schedules and managing client communications.

• Comfortable learning and adapting to new tools and operational procedures. 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.

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) .