Executive Assistant

Responsibilities

• Fields telephone calls.
• Receives and directs visitors.
• Maintains assigned calendars and schedules.
• Schedules and coordinates executive level meetings.
• Prints and distributes meeting packets.
• Creates and processes expense reports.
• Creates correspondence, forms, reports, graphs, visual presentations, and other related documents.
• Places catering orders.
• Captures and publishes meeting minutes and other correspondence as directed.
• Develops, formats, and distributes information to internal and external stakeholders.
• Orders and maintains department supplies.
• Creates travel requests and travel arrangements as needed (airfare, hotel, rental cars, registration).
• Maintains organization charts.
• Creates and maintains effective filing systems.
• Creates, submits, and tracks to completion applicable training requests and other documents as directed.
• Ensures applicable employee timesheets are approved per payroll timelines.
• Works with leadership to develop and submit monthly update reports and documents per schedule or direction.
• Acts on and/or responds to correspondence on behalf of direct manager as directed.
• Applies prior experience to identify necessary efficiencies and brings to leadership’s attention.
• Works with leadership on project coordination as directed.
• Works with all levels of internal staff and external clients/vendors.
• Serves as liaison to external stakeholders.
• Serves as a point of contact for external stakeholders.
• Submits flower orders per policy (ADM-15) and maintains a flower order log.
• Assists with planning and organizing company events.
• Other duties as assigned.

Qualifications

• High school diploma or equivalent, associate’s degree preferred; minimum five (5) years of administrative assistant experience, preferably at an executive level and interacting with governing boards; or equivalent combination of education and experience.
• Familiarity with Medicaid (Medi-Cal) program preferred.
• Proficient in applicable business software applications such as Microsoft Office Suite.
• Project coordination experience; requires strong computer and internet research skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, external clients and vendors.
• Valid California driver’s license and proof of current automobile insurance compliant with Partnership policy are required to operate a vehicle and travel for company business.