Executive Assistant (Limited Term)

Salud-Para-La-Gente; Watsonville (CA); On-site; USD 41,000 - 49,000; Full time

Job summary

Salud Para La Gente (SALUD) seeks an experienced Executive Assistant to support the Executive Team with a range of administrative duties, travel arrangements, meeting coordination and reporting. The role requires strong organizational and communication skills and the ability to handle confidential information with discretion.

Ideal candidates will have 3+ years supporting executives, a college degree preference, and proficiency in Microsoft Office.

Qualifications

• College degree preferred from an accredited college/university, or
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Responsibilities

• Prepare department meeting notices, agendas and packets; attend meetings and distribute minutes.
• Schedule and manage Executive Team appointments; screen calls and arrange complex travel.
• Brief executives on appointments and events; coordinate information gathering.
• Plan multiple meetings, arrange IT support, and organize catering/meetings.
• Prepare, edit and format correspondence, documents and presentations.
• Support contracts management and continuity of administrative staff duties.
• Prepare expense reports and manage filing systems.
• Demonstrate initiative, time management, and ability to multi-task under pressure.

Skills

Interpersonal skills

Organizational skills

Communication skills

Multitasking

Education

Experience supporting executive level managers

Tools

Microsoft Office Suite

Word

Excel

PowerPoint

Outlook

Job description

Description

Salud Para La Gente (SALUD) provides high quality, comprehensive and cost-effective medical, dental, behavioral health, optometry and other services to underserved, low-income communities in the Monterey Bay area, including Santa Cruz and Monterey Counties. SALUD began in Watsonville in 1978 as a storefront free clinic, and is now a Federally Qualified Health Center (FQHC). With two main health center sites, three specialty sites, school-based health centers and over 400 employees, we provide high quality services to patients of all ages. We offer a competitive salary and benefits package and a collaborative culture that values excellence, achievement, innovation and compassion.

We are seeking an experienced Executive Assistant to provide administrative support to the Executive Team members under the direction of the Executive Coordinator. This position provides support in a variety of areas, including but not limited to: represents and supports Executive Team both internally and externally, committee meeting preparation and minutes, oversees and supports projects as assigned, correspondence preparation, travel arrangements, compilation of necessary information for reports and correspondence, support contracts management, provides independent and responsible administrative support for the Executive Team.

The ideal candidate will support Salud's mission, vision and values through excellence and competence, collaboration, innovation, respect, commitment to our community and accountability and ownership.

Responsibilities include, but are not limited to, the following:

• Prepares Department meeting notices, agendas and meeting packets. Attends Department meetings and takes and distributes minutes for approval.
• Schedules and manages Executive Team appointments, which includes screening of calls and requests, prioritizing, researching background information, preparing meeting packets, and making arrangements for meetings/conferences and complex travel reservations and itineraries.
• Briefs the Executive Team regularly on appointments, meetings and other events which require independent judgment and initiative and requesting information via phone calls, e-mail, mail and faxes.
• Plans and organizes multiple meetings in support of the Executive Team that require identifying meeting spaces, confirming through meeting invitations, ordering IT support when necessary and purchasing/ordering refreshments/meals.
• Prepares agendas and minutes for meetings and coordinates follow-up with meeting participants on tasks/issues as appropriate.
• Reviews, screens, prioritize and refers (as necessary) incoming mail/correspondence according to action required and deadlines.
• Manages phone calls and directs callers to the appropriate sources of information or service.
• Prepares, edits and formats correspondence, documents, spreadsheets and presentations in support of executive team activities and projects.
• Supports contracts management activities as directed.
• Supports the continuity of coverage of other administrative staff duties when needed.
• Prepares expense reports.
• Must be able to manage multiple projects and meet deadlines.
• Creates and maintains digital and hard copy filing systems.
• Consistently adhere to and/or exceed SPLG's communication guidelines and expectations with internal and external customers including co-workers, patients, and external partners.
• Communicate effectively by using welcoming words, proper tone of voice, appropriate body language, eye contact and smiling in all interactions. Listen skillfully and display a willingness and ability to acknowledge patient and co-workers' needs, expectations and values through the use of reflective listening and empathy conveyance. Respond to co-worker and patient needs in ways that are helpful and beyond expectation.
• Performs other duties as assigned

Requirements

REQUIRED MINIMUM QUALIFICATIONS:

• College degree preferred from an accredited college/university, or;
• Minimum three (3) years of experience supporting executive level managers
• Experience working in health care or non-profits highly desirable

DESIRABLE QUALIFICATIONS:

• Proficient in Microsoft Office Suite: Word, Excel, PowerPoint and Outlook and Internet searches
• Must possess strong interpersonal, organizational and communication (written and verbal) skills
• Working knowledge of taking meeting minutes, etc.
• Must be able to demonstrate self-initiative, time management skills, ability to prioritize, organize and problem solve with minimal supervision
• Demonstrated ability to proactively anticipate the executives' needs
• Ability to handle confidential information with discretion
• Must be able to multi-task with a strong attention to detail
• Must be able to work effectively with different levels and with a variety of personalities both internally and externally
• Functions well under pressure taking initiative as appropriate
• Must have excellent follow-up skills
• Bilingual: English/Spanish preferred

PHYSICAL REQUIREMENTS

• Extensive computer/keyboarding up to 8 hours per day
• Sit for prolonged periods of time
• Use telephone and office machines daily
• Travel to multiple locations as needed
• Lift and carry up to 25 pounds on occasional basis

SALARY & BENEFITS

Salary: $29.46 - $35.81 per hour

Employment Type: Limited Term

Additional Information:

• Employees on temporary assignments are eligible for holiday pay and California sick pay, both pro-rated based on hours worked.

Salud is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Salud is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact the Salud Human Resources Department, [831-728-8250, and [e-mail]].