Executive Assistant

Insight Global; Palo Alto (CA); On-site; USD 69,000 - 114,000; Full time

Job summary

Insight Global is seeking an organized project and administrative coordinator to support a healthcare facility in Palo Alto. You will oversee reporting, schedules, and departmental project activities while liaising with customers and internal teams to ensure timely, quality outcomes.

The role requires 2–5 years as an Executive/Administrative Assistant, strong MS Outlook and PowerPoint skills, event management experience, and comfort supporting leadership-level staff within a healthcare context.

Qualifications

• 2–5 years of experience as an Executive Assistant or Administrative Assistant.
• Proficiency in MS Outlook for heavy calendar management
• Proficient with PowerPoint to create engaging presentations
• Experience with event management
• Experience supporting leadership level individuals, including Directors, Sr. Directors and C-level executives.
• Healthcare background
• Experience with calendaring software outside of Outlook.

Responsibilities

• Project Coordinator: Manages reporting and ensures company resources are utilized appropriately. Manages project schedules. Coordinates departmental project activities and ensures project phases are documented appropriately.
• Leadership: Manages individual projects as they arise and provides direction regarding additional areas of opportunity. Presents results and manages/facilitates individual workshops and committee meetings.
• Administrative Support: Provides leadership and expertise of the administrative processes and flow of paperwork .
• Human Resources & Recruitment: Provides policy and procedure expertise as requested by the Management Team. Guarantees timely submission of evaluations and paperwork associated with the smooth functioning of personnel within department. Coordinates hiring new employees, and gives initial department orientation and reviews departmental HealthStream Courses compliance.
• Supplies and Inventory Management: Oversees equipment and supplies allocation. Facilitates periodic inventory review of all equipment and prepares appropriate facility reports as requested. Tracks and presents cost management efforts to at departmental staff meetings.
• Events Coordinator: Manages events.
• Department Support: Coordinates requests for support from departments such as communications, housekeeping and engineering and maintenance. Serves as the STAR representative, coordinating the installation and maintenance of data and phone communication. Works with representatives from those departments to insure that quality work is completed on a timely basis. Ensures that new hires have resources as needed – at the right place at the right time.
• Other Duties: Participates in projects as assigned and completes within requested timeframes. Performs other related work as assigned.

Skills

Executive Assistant experience

Outlook calendar

PowerPoint presentations

Event management

Leadership support

Healthcare background

Calendaring tools

Tools

MS Outlook

PowerPoint

Calendaring software

Job description

Job Description

Under the direction of the Manager, assist managing projects.Provides leadership in the areas of financial management, human resources, communications, purchasing, inventory management, and other department support. Coordinates projects and activities. Serves as liaison to customers and other departments. Strong, positive relationships required with support departments as well as with vendors.

What you will do:

• Project Coordinator: Manages reporting and ensures company resources are utilized appropriately. Manages project schedules. Coordinates departmental project activities and ensures project phases are documented appropriately.
• Leadership: Manages individual projects as they arise and provides direction regarding additional areas of opportunity. Presents results and manages/facilitates individual workshops and committee meetings.
• Administrative Support: Provides leadership and expertise of the administrative processes and flow of paperwork .
• Human Resources & Recruitment: Provides policy and procedure expertise as requested by the Management Team. Guarantees timely submission of evaluations and paperwork associated with the smooth functioning of personnel within department. Coordinates hiring new employees, and gives initial department orientation and reviews departmental HealthStream Courses compliance.
• Supplies and Inventory Management: Oversees equipment and supplies allocation. Facilitates periodic inventory review of all equipment and prepares appropriate facility reports as requested. Tracks and presents cost management efforts to at departmental staff meetings.
• Events Coordinator: Manages events.
• Department Support: Coordinates requests for support from departments such as communications, housekeeping and engineering and maintenance. Serves as the STAR representative, coordinating the installation and maintenance of data and phone communication. Works with representatives from those departments to insure that quality work is completed on a timely basis. Ensures that new hires have resources as needed – at the right place at the right time.
• Other Duties: Participates in projects as assigned and completes within requested timeframes. Performs other related work as assigned.

All though this role is not clinical you will be working within a health care facility so there are health screenings involved

Par range for this role is: $33 - $55 depending on years of experience and education.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [e-mail]. To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

• 2-5 years of experience as an Executive Assistant or Administrative Assistant.
• Proficiency in MS Outlook for heavy calendar management
• Proficient with PowerPoint to create engaging presentations
• Experience with event management
• Experience supporting leadership level individuals. Ex. Directors, Sr. Directors and C-level executives. - Hospitality.
• Health care background.
• Experience with calendaring software outside of Outlook.