Executive Assistant II

Pacific Clinics; San Bernardino (CA); On-site; USD 40,000 - 51,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision coverage

401K match up to 4%

Paid time off

Job summary

Pacific Clinics seeks a skilled executive assistant to provide high-level administrative support to senior executives. You will manage calendars, schedule meetings, screen calls and emails, and prepare reports and presentations.

The role involves coordinating travel, handling expense reports, and maintaining confidential records. You may supervise junior staff and collaborate with multiple departments to meet organizational needs.

Qualifications

• AA/AS or equivalent education with related experience.
• Four years of executive administrative experience or five years in senior administrative roles.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and communication skills with attention to detail.
• Experience with shorthand/note taking.
• Experience coordinating events and travel planning.

Responsibilities

• Provide high-level administrative support to executives; manage calendars and schedules.
• Screen calls, emails, and correspondence; prepare reports and presentations.
• Coordinate travel arrangements and expense reports; maintain confidential files.
• Supervise and guide lower-level administrative staff when needed.
• Maintain professional communications with internal/external stakeholders.
• Assist in budgeting, office supply management, and cost tracking.

Skills

Executive liaison

Calendar management

Communication skills

Shorthand/note taking

Event coordination

Travel planning

Microsoft Office proficiency

Education

Associate Degree (AA/AS)

Tools

Microsoft Office Suite

Database management

Flowchart software

Job description

Overview

Compensation We Offer

• The initial compensation for this position ranges from $29.29 - $37.11 per hour, depending on experience, location, and internal equity considerations.

Benefits We Offer

• BenefitsEligibilitystarts on day ONE
• We provide a robust benefits package which includes medical, dental, vision, See our Benefits Page HERE.
• 401K Employer Match up to4%
• Competitive Time Off Plans

Must meet eligibility requirements based on employment status

**Must meet eligibility requirements

Pay Range

$29.29 to $37.11

Job Summary

Provides high-level administrative support to executives at the senior executive management level. Manages calendars, schedules appointments, and arranges meetings. Screens and manages phone calls, emails, and other correspondence. Prepares reports, presentations, and other documents. Handles travel arrangements and expense reports. Maintains confidential files and records. May supervise and provide guidance to lower-level administrative staff.

Responsibilities

• Applies the highest level of confidentiality and recognizes the level of confidentiality necessary for various types of information.
• Applies knowledge of agency practices and organizational requirements.
• Participates in or leads activities at an agency level to help agency meet requirements or regulatory standards.
• Receives and reviews significant communications to the agency; conducts research and analysis to support executive decision-making with relevant background information.
• Edits agency documents for grammar, spelling and formatting.
• May recommend or alert executive to the need for revisions to documents based upon extensive knowledge of agency and outside organization contact and experience.
• As a representative of the agency, maintains appropriate professional and courteous manner in communicating with members of outside agencies, vendors, youth and families.
• Coordinates and manages special events.
• Independently creates forms, reports, manuals, documentation storage and filing systems and the like in order to facilitate completion of agency business.
• Acts as an informed source of company policies and procedures by answering questions or routing to appropriate employees for answers.
• Handles administrative functions including budgets, ordering of office supplies and equipment, and performs, or
• Keeps track of all expenses and assist in conducting reconciliation and preparing reports on activities costs.
• Works well with colleagues at all levels of the organization.
• Observes and participates in committees and continuous quality improvement activities as needed
• Performs other related responsibilities, as assigned, to support specific department/business needs.

Qualifications

• Associates Degree (AA/AS) and (6) six or more years of experience required, or combination of equivalent education and experience to include:
• Four (4) years of progressively responsible executive administrative experience or five (5) years of senior level Administrative Assistant experience.
• Computer skills: intermediate to advanced skill with Microsoft Office (Word, Excel, PowerPoint, and Outlook (and other software applications such as database management or organizational and flowchart software).
• Requires strong organizational and communication skills, attention to detail, and the ability to prioritize and multitask effectively.
• Experience with Shorthand and/or efficient note taking.
• Event coordination and travel planning experience.

Job Competencies

• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills.
• Professional demeanor and ability to interact with executives and stakeholders at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other business tools.
• Ability to manage sensitive information with discretion and confidentiality.
• Proactive and resourceful problem-solving skills.
• Time management and adaptability in fast-paced, dynamic environments.
• Strong interpersonal skills and customer service orientation.

Physical Requirements

While performing the duties of this job the employee is frequently required to stand or sit. The employee is required to use hands to produce records and/or documentation in manual or electronic format. The employee must possess ability to ensure significant communication with the Clinics' community members. The employee must regularly lift and/or move up to 5 pounds and occasionally move or lift up to 10 pounds. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Level of Contact with Children

• Will not have unsupervised contact with children.
• Requires full background check and TB exam.

Driving Privelidges

• May be called upon to drive on agency business. Needs acceptable MVR and appropriate insurance coverage.

Driving Required Will not have unsupervised contact with children. Requires full background check and TB Exam.

We are Equal Opportunity Employer, which includes providing reasonable accommodations for individuals with a disability. We will consider for employment, qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.