Executive Assistant

Hanker Systems; Los Angeles (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Hanker Systems in Los Angeles, CA, seeks a Senior Administrative Assistant / Executive Assistant to support executive leadership and coordinate a busy healthcare office. You will manage calendars, coordinate travel, prepare reports, and maintain filing systems to ensure smooth day-to-day operations.

The role requires strong organizational, communication, and problem-solving skills, with meticulous attention to detail and the ability to handle confidential information.

Qualifications

• High School Diploma or GED is required.
• 4+ years of progressive office administration experience.
• Experience as a Senior Administrative Assistant or Executive Assistant is required.
• Strong customer service, written and verbal communication, and organizational skills.
• Ability to work independently and prioritize multiple priorities.
• Proficiency with computer systems, office applications, databases, and administrative technology.

Responsibilities

• Provide high-level administrative support to executive-level leadership and department management.
• Manage the supervisor's calendar, schedule appointments and meetings, and coordinate travel arrangements.
• Screen and prioritize incoming calls and appointments and route inquiries to the appropriate departments or individuals.
• Coordinate department meetings, including reserving meeting rooms, communicating with attendees, and ensuring required materials and equipment are available.
• Prepare correspondence, reports, presentations, and other documents from verbal instructions or rough drafts.
• Take and accurately transcribe meeting minutes.
• Draft routine business correspondence independently or with minimal supervision.
• Maintain professional standards for spelling, grammar, punctuation, and document formatting.
• Establish and maintain organized office filing systems and database records.
• Prepare recurring reports and develop special reports, files, and database systems as needed.
• Research, gather, edit, compile, and organize information from internal departments and external sources.
• Review financial, business, and operational reports for accuracy and coordinate corrections when necessary.
• Identify unusual variations in data or performance and bring concerns to management's attention.
• Coordinate departmental projects, including tracking tasks, deadlines, budgets, timelines, and deliverables.
• Assist with human resources and payroll-related administrative functions.
• Review the department's Kronos/UKG timekeeping system each pay period and complete required approvals.
• Assist with departmental budget-related activities and administrative tracking.
• Maintain confidentiality when handling sensitive employee, financial, and organizational information.
• Perform other administrative duties and special projects as assigned.

Skills

Administrative support

Calendar management

Meeting coordination

Communication skills

Problem-solving

Attention to detail

HR payroll support

Education

High School Diploma / GED

Bachelor's degree (preferred)

Tools

Kronos/UKG

Job description

We are seeking an experienced and highly organized Senior Administrative Assistant / Executive Assistant to provide administrative support to executive-level leadership and coordinate the day-to-day activities of a busy healthcare office. The ideal candidate will have strong administrative, customer service, communication, organizational, and problem-solving skills, with the ability to work independently and manage multiple priorities.

Key Responsibilities

• Provide high-level administrative support to executive-level leadership and department management.
• Manage the supervisor's calendar, schedule appointments and meetings, and coordinate travel arrangements.
• Screen and prioritize incoming calls and appointments and route inquiries to the appropriate departments or individuals.
• Coordinate department meetings, including reserving meeting rooms, communicating with attendees, and ensuring required materials and equipment are available.
• Prepare correspondence, reports, presentations, and other documents from verbal instructions or rough drafts.
• Take and accurately transcribe meeting minutes.
• Draft routine business correspondence independently or with minimal supervision.
• Maintain professional standards for spelling, grammar, punctuation, and document formatting.
• Establish and maintain organized office filing systems and database records.
• Prepare recurring reports and develop special reports, files, and database systems as needed.
• Research, gather, edit, compile, and organize information from internal departments and external sources.
• Review financial, business, and operational reports for accuracy and coordinate corrections when necessary.
• Identify unusual variations in data or performance and bring concerns to management's attention.
• Coordinate departmental projects, including tracking tasks, deadlines, budgets, timelines, and deliverables.
• Assist with human resources and payroll-related administrative functions.
• Review the department's Kronos/UKG timekeeping system each pay period and complete required approvals.
• Assist with departmental budget-related activities and administrative tracking.
• Maintain confidentiality when handling sensitive employee, financial, and organizational information.
• Perform other administrative duties and special projects as assigned.

Required Qualifications

• High School Diploma/GED required.
• Minimum 4 years of progressive office administration experience.
• Previous experience as a Senior Administrative Assistant or Executive Assistant required.
• Strong customer service experience.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and problem-solving skills.
• Ability to prioritize competing demands and work independently.
• Strong attention to detail and accuracy.
• Proficiency with computer systems, office applications, databases, and administrative technology.

Preferred Qualifications

• Bachelor's Degree preferred.
• Healthcare experience preferred.
• College degree or coursework in Business, Accounting, Computer Operations & Applications, or a related field.
• Experience supporting executive-level leadership.
• Experience with Kronos/UKG.
• Experience with HR, payroll, budgeting, reporting, or project coordination.