Healthcare Executive Admin & Projects Coordinator

Massachusetts Gaming Commission; Newark (CA); On-site; USD 45,000 - 88,000; Full time

Job summary

Aston Carter is seeking an Executive Administrative Assistant to support department leadership in Newark, CA. The role covers coordinating department projects, maintaining schedules, and providing HR and purchasing support.

The position emphasizes confidentiality, strong communication, and the ability to balance multiple priorities in a fast-paced environment. Responsibilities include document preparation, reporting, and coordinating with internal departments and vendors.

Qualifications

• Demonstrated experience in project coordination and project management within an administrative or operational environment.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to create and manage documents, spreadsheets, and presentations.
• Experience with calendar management, meeting scheduling, and general administrative support for a busy department or leadership team.
• Excellent organizational and problem-solving skills with the ability to prioritize multiple and diverse tasks effectively.
• Ability to manage multiple changing priorities while maintaining accuracy and attention to detail.
• Ability to take direction and work effectively both independently and collaboratively with others.
• Demonstrated ability to independently seek out and obtain information needed to complete tasks and resolve issues.
• Proven ability to exercise good judgment and maintain discretion in handling confidential information and situations.
• Excellent written and verbal communication skills, with the ability to communicate clearly and maintain a professional demeanor with a wide range of individuals, including clinical and administrative staff.
• Strong sense of responsibility and ownership for assigned duties, with a professional approach to work.
• Ability to maintain accurate and well-organized file systems consistent with standard office practices.
• Strong critical thinking and time management skills, with the ability to develop effective work plans and meet deadlines.
• Demonstrated interest in and ability to learn new software programs and office technologies as required.
• Intermediate-level proficiency using computer software systems and office equipment, including Microsoft Office, Meridian phone systems, copiers, and fax machines.
• Ability to follow safety policies and procedures and apply ergonomic principles in daily tasks.

Responsibilities

• Coordinate and manage departmental projects from initiation through completion, ensuring that company resources are utilized appropriately and project schedules are maintained.
• Document project phases and activities accurately and consistently, and ensure reporting is completed on time.
• Lead and manage individual projects as they arise, identifying additional areas of opportunity for process and performance improvement.
• Present project results and facilitate workshops, committee meetings, and other group sessions as needed.
• Provide advanced administrative support and expertise in departmental administrative processes, including the flow of paperwork and documentation.
• Serve as a key resource for human resources and recruitment processes, providing policy and procedure guidance to the management team.
• Coordinate hiring activities for new employees, including initial departmental orientation and review of required training compliance.
• Ensure timely submission and tracking of evaluations and personnel-related paperwork to support smooth departmental operations.
• Oversee supplies and inventory management, including equipment and supply allocation for the department.
• Facilitate periodic inventory reviews of equipment and prepare facility reports and other documentation as requested.
• Track, analyze, and present cost management and resource utilization efforts at departmental staff meetings.
• Plan, coordinate, and manage departmental events, meetings, and related logistics.
• Coordinate requests for support from internal departments such as communications, housekeeping, engineering, and maintenance, ensuring quality work is completed on time.
• Serve as the primary representative for data and phone communication coordination, including installation and maintenance activities.
• Ensure that new hires receive the appropriate tools, access, and resources at the right place and time to perform their roles effectively.
• Schedule and manage calendars, meetings, and appointments, ensuring appropriate preparation and follow-up.
• Prepare, edit, and format documents, presentations, and reports using Microsoft Office applications, including Word, Excel, and PowerPoint.
• Maintain accurate and organized file systems and records in line with standard office practices and confidentiality requirements.
• Follow safety policies and procedures and incorporate ergonomic principles into daily work habits.

Skills

Project coordination

Microsoft Office Suite

Calendar management

Organizational skills

Communication skills

Discretion with confidential info

Independent and collaborative work

Learning new software

Time management

Attention to detail

Tools

Meridian phone systems

Copiers

Fax machines

Job description

Aston Carter is seeking an Executive Administrative Assistant to support department leadership in Newark, CA. The role covers coordinating department projects, maintaining schedules, and providing HR and purchasing support.

The position emphasizes confidentiality, strong communication, and the ability to balance multiple priorities in a fast-paced environment. Responsibilities include document preparation, reporting, and coordinating with internal departments and vendors.