Executive Assistant

Job Description

Job Description

JOB SUMMARY

The Executive Assistant performs a wide variety of complex and confidential administrative and secretarial duties in providing high level of support to the Program Director and High Desert PACE staff.

The Executive Assistant receives assignments in terms of broad objectives and maintains full responsibility for completion of assignments with minimal supervision.

• RESPONSIBILITIES
• Provides executive assistance to a program director that includes handling confidential and sensitive matters of an administrative nature, which may include related secretarial functions.
• Initiates, organizes and reviews a variety of administrative assignments.
• Develops and implements organization or procedural improvements affective clerical activities particularly in areas of record keeping systems, forms control, office layout and procedures.
• Conducts regular staff meetings with subordinate staff.
• Maximizes productivity through effective communication.
• May serve as a secretary for meeting which includes; recording minutes, prepares materials and files for meeting, follows through on actions taken by formally notifying parties involved and documenting remaining procedures or alternatives available to those involved.
• Types and organizes a variety of materials including general and detailed correspondence, memoranda, and sensitive personnel actions utilizing word processing and / or computer equipment, initiates and maintains a variety of files and records.
• Researches, complies and analyzes data for special projects and various reports; coordinates special projects and activities as assigned.
• May make travel arrangements, maintains appointment schedules and calendars, and arranges meetings and conferences.
• Manage office supplies and equipment and places order for supplies upon prior approval.
• Answer and respond to phone calls / emails and communicates messages and information to Program Director and / or appropriate staff member.
• Adhere to and support High Desert PACEs practices, procedures, and policies including assigned break times and attendance.
• Assist in the creation and modification of presentations, spreadsheets, and other documents.
• Actively engage in teamwork, collaborating effectively with staff.
• Accept assigned duties in a cooperative manner; and perform all other related duties as assigned.
• Manages department processes.
• May require use of personal vehicle.

EDUCATION AND TRAINING

• Minimum of five (5) years of demonstrated successful administrative assistant experience, with a minimum of two (2) years supporting Executive Leadership preferred.
• Minimum of one (1) year o documented experience working with frail or elderly population or in a healthcare setting.
• Minimum of a High School Diploma or GED is required.
• Bachelors degree in business, Healthcare or related field preferred.
• Is medically cleared for communicable diseases and has all immunizations up-to-date before engaging in direct participant contact.

SKILLS AND ABILITIES

• Excellent written and verbal communication skills
• Time-management skills with proven ability to meet deadlines
• Ability to pay attention to detail
• Organizational skills
• Ability to multi-task
• Interpersonal skills
• Ability to function well in a high-paced environment.
• Ability to plan, organize and schedule priorities in the office.
• Ability to analyze situations carefully and recommend and / or adopt effective courses of action.
• Must be familiar with scheduling of calendars on Microsoft Outlook with internal staff and external customers.
• Proficient knowledge of computer skills, MS Office (Word, Excel, PowerPoint, Publisher, and Outlook).
• Ability to speak, read, write, and understand English effectively at a level appropriate for the job.
24 days ago