EXECUTIVE ASSISTANT I

Stanford Health Care Tri-Valley•Dublin, CA

6d•$42 - $55•Onsite

About The Position

The Executive Assistant I (EA-I) is responsible for providing high quality administrative and clerical assistance as well as managing the office of the Executive. S/he serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive's office. S/he also serves as a liaison to leadership teams and oversees special projects. To be successful in this role, one must be creative and enjoy working within an environment that is mission-driven, results-driven and community oriented.

Requirements

3+ years to 5 years in an administrative role in health care or related field Required
Advanced or expert proficiency with word processing, spreadsheets and databases.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media platforms.
Excellent organizational skills with an ability to think proactively and prioritize work
Ability to balance work across multiple priorities.
Excellent written and verbal communication skills - via phone, email and in-person
Strong relationship building and interpersonal skills
Ability to adapt to shifting priorities, demands and timelines
Ability to solve technical and non-technical problems
Knowledge of office procedures
Familiarity with online calendars and cloud systems
Experience exercising discretion and confidentiality with sensitive company information
Ability to embrace change and view challenges as opportunities
Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times
High School Diploma or GED Required

Nice To Haves

Associate's Degree in business administration or related field of study Preferred
1+ year to 2 years of experience supporting executive leader roles Preferred

Responsibilities

Manages an extremely active calendar of appointments and events and prioritizing conflicting needs.
Arranges travel plans, itineraries, and agendas
Prepares and completes the executive’s expense reports, including reconciling credit card and other statements
Composes and prepares correspondences; manages phone calls and emails
Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive’s time and office
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive and determines appropriate course of action, referral, or response.
Works closely and effectively with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately
Handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Works on special projects as needed
Creates regular and ad hoc reports
Facilitates internal communications – create, schedule and deliver presentations, distribute information.
Takes meeting minutes and publishes to meeting participants
Responds promptly to the executive’s queries
Suggests more efficient ways to run the office and troubleshoot malfunctions.
Reviews and recommends changes to processes and procedures
Provide administrative and backup support to the EA II and EA III roles to ensure efficient operations are achieved for the Board of Director meetings.
Employee must perform all duties and responsibilities in accordance with the C-I-CARE Standards of the Hospital.