(Executive Assistant --SHADC5636637)

Compunnel Inc.; San Jose (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

A reputable organization in California is seeking an Executive Assistant to provide comprehensive administrative support to the CFO and Chief of Administrative Services. The role demands managing confidential information, overseeing day-to-day administrative functions, and assisting with various projects. The ideal candidate will have at least a High School diploma, a year of relevant experience, and proficiency in Microsoft Office. Strong communication and organizational skills are essential for success in this varied and dynamic role.

Qualifications

• Minimum of one year experience related to duties and responsibilities specified.
• Experience as an administrative assistant in a medical office setting is preferred.
• Community or public health experience is a plus.

Responsibilities

• Provide administrative support to the CFO and other senior management.
• Handle walk-up and phone interactions professionally.
• Perform complex analytical and operational support activities.
• Manage calendars, travel arrangements, and correspondence.
• Compile financial and statistical reports as needed.

Skills

Communication skills

Organizational skills

Interpersonal skills

Time management

Proficiency in Microsoft Office

Education

High School Diploma or equivalent

AA Degree in Business or related field

Job description

The Executive Assistant assigned to the CFO and Chief of Administrative services and Chief Information systems is responsible for providing administrative support ensuring the smooth workflow and daily activities of the CFO and Chief of Administrative services and Chief Information systems, working with highly confidential information and matters. Acts as the primary point of contact for both internal and external constituencies, assists and represents the CFO and Chief of Administrative services and Chief Information systems in communicating with constituents, and handles multiple projects and other matters as they arise.

• Under the general direction of the Business Office Manager, the Executive Assistant performs a variety of complex, professional, analytical, and confidential Administration services. Duties include:
• Responsible for day-to-day administrative functions of routine nature to complex special projects that require the ability to organize and communicate information.
• Provides administrative support to the CFO and Chief of Administrative services and Chief Information systems and Senior Management such as prepare meeting minutes, reports, letters, memos and other correspondence.
• Provides support to include handling walk-up, phone interactions, and maintaining calendars, travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations.
• Performs a range of operational support activities to include but not limited to research and analysis on specific issues, special project oversight, and serving as liaison with other departments on basic administrative or operational matters.
• Compiles a variety of narrative, statistical, financial and other documentation as needed for various reports.
• Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.
• Provides assistance and support in problem solving, project planning and management, and the development and execution of administrative and operational goals and objectives as requested.
• Track and report on Operations measures and targets
• Collaborate with department administrators to identify problems and trends in order to develop solutions to enhance the overall performance of Operations
• Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
• Assists in the coordination, supervision, and completion of special projects, as appropriate.
• Work flexible schedule and overtime as necessary.
• Secondary Responsibilities:
• Attend workshops, training and meetings as needed, and as requested.
• Perform other related duties as assigned by supervisor.

Qualifications:

Required education, experience, training

• High School Diploma or equivalent
• Minimum of one year experience related to duties and responsibilities specified
• Proficient in Microsoft Office products including Excel, Word, and Outlook.

Preferred education, experience, training

• AA Degree in Business or related field.
• One year experience as an administrative assistant in a medical office setting.
• Community or public health experience.
• Critical Success Factors in this role include: Knowledge, Skills, and Abilities
• The ability to follow directions.
• The ability to communicate effectively, both orally and in writing.
• Strong interpersonal skills with the ability to work collaboratively.
• Maintaining confidentiality
• Excellent organizational, time management and multi-tasking skills with attention to detail.
• Excellent customer service and client services philosophy in all interactions.
• Successfully manage multiple projects at the same time.
• Appreciation and respect for working with and serving a diverse population.
• Proficiency in Microsoft Office and the internet.
• The ability to investigate and analyze information, draw conclusions and problem solve.
• The ability to gather data, compiles information, and prepares reports.