Alameda Health System Hiring for Executive Assistant at San Leandro, CA Full Time

SUMMARY: Under minimal supervision, performs varied, complex and often confidential administrative support duties for the C-suite level executives of AHS. The Executive Assistant also plans and conducts studies and inquiries, and facilitates implementation of programs and projects. Performs related duties as required.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: Following are duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Assists the C-suite level executive staff member in managing departmental and associated budgets, including preparing and maintaining detailed spreadsheets, monitoring encumbrances, payments and journal entries; analyzes budget requests and provides recommendations to the executive staff member.

2. Coordinates and administers personal service or consultant contracts; ensures that contract provisions are met and that appropriate approvals are received.

3. Initiates correspondence for signature of C-suite level executive staff member; receives incoming correspondence, attaches appropriate supporting documentation and distributes to executive staff member or professional staff as appropriate.

4. Maintains accurate records and files related to work performed.

5. Performs and directs office administrative activities such as organizing and maintaining confidential and administrative files and purchasing office supplies and related equipment for the C-suite level executive staff member; maintains records of purchases.

6. Performs revenue and expenditure projections for department’s budget; compiles figures, prepares justifications and coordinates the budget development process; reviews expenditure reports, prepares internal reports and maintains inventory records.

7. Plans, oversees, reviews and implements administrative services supporting C-suite level executive staff member’s activities and functions.

8. Prepares and maintains all agreements under the purview of C-suite level executive staff member(s) between AHS and outside individuals and agencies, ensures that agreements are properly executed and, as requested, prepares associated payments.

9. Prepares periodic and special reports and compiles information including varied, complex, sensitive and confidential information such as operational and administrative concerns, policies, procedures, function and organizational structure, expense control, record-keeping procedures with forms, documents and payrolls; assists line managers with revised procedures.

10. Represents and serves as liaison between C-suite level executive staff member(s) and representatives from other departments and agencies. Transmits information to management staff in other AHS departments and to members of staff.

11. Schedules appointments and arranges conferences for C-suite level executive staff member and other relevant staff; makes travel arrangements, preparing invoices, payments and reimbursement forms.

MINIMUM QUALIFICATIONS:

Education: Associate’s degree or some college coursework required. Bachelor’s degree preferred.

Minimum Experience: Eight years office administrative experience and two years experience reporting to an executive or senior management staff.