Executive Administrative Assistant

VSP Vision; Rancho Cordova (CA); On-site; USD 25,000 - 40,000; Full time

Job summary

VSP Vision in Rancho Cordova, CA seeks an experienced confidential administrative assistant to the Executive's Office. You will draft high-level correspondence, manage schedules, handle escalations, and coordinate travel.

This role requires discretion, strong writing, and proficiency with MS Office. You will liaise with internal and external contacts, prepare reports and presentations, and support executive-level projects while maintaining organized records.

Qualifications

• Four years of high-level administrative experience with at least two years providing complex secretarial support or the equivalent.
• Demonstrated ability to support a vice president or above (E1 - E3) greater than 50% of the time.
• Demonstrated ability to represent the executive in a professional manner to internal and external audiences.
• Type 30 wpm
• Demonstrate experience working with confidential and sensitive information.
• Proficient with spreadsheet, word processing, and presentation applications.
• Strong verbal and written communication skills.
• Strong business acumen skills.
• Ability to meet tight deadlines.
• Ability to be flexible.
• Ability to understand and follow department and company policies and procedures.

Responsibilities

• Compose and release a variety of high-level correspondence to ensure timely, effective, professional correspondence from the Executive's Office
• Act as the Executive's liaison with internal and external contacts, to ensure routine questions or problems are answered timely and effectively
• Receive, track, and follow up on the resolution of escalations to the Executive
• Type correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed to ensure effective, accurate, and timely correspondence
• Perform confidential administrative functions such as assembling reports or proposals for internal and external use
• Prepare routine and non-routine reports to ensure timely, effective distribution of information
• Support departmental projects by gathering information and tracking status
• Support the development of departmental presentations by gathering information, preparing handouts, preparing PowerPoint presentations, and preparing text
• Transcribe and distribute minutes of important meetings to maintain records and ensure effective, timely communication to relevant parties
• Manage and maintain departments' records/files to ensure the security and confidentiality of the files
• Maintain calendars, schedule meetings and appointments, and arrange travel and hotel accommodations to ensure effective time management

Skills

Executive support

Secretarial support

Confidential information handling

Communication skills

MS Office

PowerPoint

Typing 30 wpm

Tools

MS Office

PowerPoint

Excel

Word processing

Job description

With minimal supervision, provide the highest level of confidential administrative support to the Executive's Office (Position Category E1 - E3; 50% or more of the time).

• Compose and release a variety of high-level correspondence to ensure timely, effective, professional correspondence from the Executive's Office
• Act as the Executive's liaison with internal and external contacts, to ensure routine questions or problems are answered timely and effectively
• Receive, track, and follow up on the resolution of escalations to the Executive
• Type correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed to ensure effective, accurate, and timely correspondence
• Perform confidential administrative functions such as assembling reports or proposals for internal and external use

• Prepare routine and non-routine reports to ensure timely, effective distribution of information
• Support departmental projects by gathering information and tracking status
• Support the development of departmental presentations by gathering information, preparing handouts, preparing PowerPoint presentations, and preparing text
• Transcribe and distribute minutes of important meetings to maintain records and ensure effective, timely communication to relevant parties
• Manage and maintain departments' records/files to ensure the security and confidentiality of the files
• Maintain calendars, schedule meetings and appointments, and arrange travel and hotel accommodations to ensure effective time management

Job Specifications

Typically has the following skills or abilities:

• Four years of high-level administrative experience with at least two years providing complex secretarial support or the equivalent
• Demonstrated ability to support a vice president or above (E1 - E3) greater than 50% of the time
• Demonstrated ability to represent the executive in a professional manner to internal and external audiences
• Type 30 wpm
• Demonstrate experience working with confidential and sensitive information
• Proficient with spreadsheet, word processing, and presentation applications
• Strong verbal and written communication skills
• Strong business acumen skills
• Ability to meet tight deadlines
• Ability to be flexible
• Ability to understand and follow department and company policies and procedures
• Ability to develop good working relationships across functional areas
• For roles that are remote (i.e., Work From Home (WFH)) or hybrid (i.e., partial onsite at a VSP location and WFH), must demonstrate a high level of engagement in virtual environments, including maintaining camera presence during meetings to support effective communication and team alignment

#LI-VISIONCARE

Compensation range for the role is listed below. Applicable salary ranges may differ across markets. Actual pay will be determined based on experience and other job-related factors permitted by law. As a part of the compensation package, this role may include eligible bonuses and commissions. For more information regarding VSP Vision benefits, please click here.

Salary Ranges: $17.85 - $28.88

VSP Vision is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to age, gender, race, color, religion, sex, national origin, disability or protected veteran status. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

Unincorporated LA County Residents: Qualified Applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act, and any other similar laws.

As a regular part of doing business, VSPVision ("VSP") collects many different types of personal information, including protected health information, about our audiences, including members, doctors, clients, brokers, business partners, and employees. VSP Vision employees will have access to this sensitive personal information and are subject to Information Security and Privacy Policies.