Executive Assistant

Northeast Community Clinic; Alhambra (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

Northeast Community Clinic in Alhambra, CA seeks an Executive Assistant to provide administrative support, manage calendars, prepare reports and coordinate meetings with Directors and staff.

You will handle correspondence, travel arrangements, expense reports, and presentations while maintaining professional interactions with patients, vendors and public agencies. Fluency in Spanish is preferred.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• Proficiency in Microsoft Office applications.
• Excellent proofreading and grammar skills.
• 2–3 years of administrative experience (executive support preferred)

Responsibilities

• Prepares correspondence, reports, agendas and spreadsheets.
• Arranges appointments, conferences and travel.
• Coordinate meetings, take meeting minutes, maintains files.
• General office duties: filing, faxing, photo copying and order office supplies for department.
• Manages multiple calendars.
• Handles phones and assists visitors and interacts with vendors.
• Prepares expense reports.
• Prepares presentations.
• Plans and coordinates multiple projects for completion.
• Handling of all incoming/outgoing correspondences for department.

Skills

Communication skills

Customer service

Bi-lingual Spanish/English

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Job description

Position Summary

The Executive Assistant provides administrative support and demonstrates initiative, resourcefulness and problem-solving skills in applying a detailed knowledge of the responsibilities and functions of the department in organizing and prioritizing projects and all related duties.

Schedule

Flexible, may require some evening and weekends

Primary Duties And Responsibilities

• Prepares correspondence, reports, agendas and spreadsheets
• Arranges appointments, conferences and travel
• Coordinate meetings, take meeting minutes, maintains files
• General office duties: filing, faxing, photo copying and order office supplies for department
• Manages multiple calendars
• Ability to interact effectively with Directors, Managers, patients, internal staff and representatives of public agencies and businesses
• Handles phones and assists visitors and interacts with various vendors
• Prepares expense reports
• Prepares presentations
• Plans and coordinates multiple projects for completion
• Handling of all incoming/outgoing correspondences for department
• Maintain a positive working relationship with staff
• Other duties as assigned by Executive Director

Minimum Requirements

• Microsoft Office/Word/Excel/Outlook
• Excellent Communication Skills
• Excellent Customer Service Skills
• Bi-lingual Spanish/English (preferred) Ability to work as a team player and work independently
• Reliable transportation
• Must be able to travel from facility to facility
• This position requires 10 % travel outside the local area

Required Education/Experience And/or Licensure/Certification

• Bachelor’s degree in Business Administration, or coursework in related field (experience may substitute for education)
• Proficiency in Microsoft Office applications
• Excellent proofreading and grammar skills

Minimum 2-3 Years Administrative Experience (high-level Executive Support Preferred)

• Commitment to goals and philosophy of Northeast Community Clinic
• Valid State Identification

Physical Requirements And Working Conditions

• OSHA Category 3 Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment.
• The work is majority of the time sedentary in nature.
• The employee is regularly required to communicate, frequently required to use repetitive motions, move, remain stationary, regularly push, pull and lift up to 20 pounds and occasionally push, pull and lift up to 40 pounds.
• Must possess mobility to work in a standard office/clinic setting (in some cases both settings) and to use standard office/clinic equipment, including a computer, stamina to maintain attention to detail despite interruptions, read printed materials and use a computer, and communicate in person and over the telephone.