Executive Assistant II

Pacific Clinics•San Bernardino, CA

About The Position

Provides high-level administrative support to senior executive management. The role manages calendars, schedules appointments and meetings, screens and manages calls, emails, and correspondence, prepares reports and presentations, arranges travel, processes expense reports, and maintains confidential records. The position may supervise and guide lower-level administrative staff. The Executive Assistant applies discretion in handling confidential information, supports agency operations and regulatory requirements, researches and analyzes significant communications to inform executive decisions, edits agency documents, coordinates special events, and independently creates administrative forms, reports, manuals, and filing systems. The role also serves as a resource on company policies and procedures, supports administrative functions such as budgets and supplies, tracks expenses, and participates in committees and continuous quality improvement activities as needed. Compensation ranges from $29.29 to $37.11 per hour, depending on experience, location, and internal equity considerations. Benefits eligibility begins on day one, subject to eligibility requirements based on employment status.

Requirements

Associate degree (AA/AS) and six or more years of experience, or an equivalent combination of education and experience.
Four years of progressively responsible executive administrative experience or five years of senior-level Administrative Assistant experience.
Intermediate to advanced Microsoft Office skills, including Word, Excel, PowerPoint, and Outlook; familiarity with other software such as database management or organizational and flowchart software.
Strong organizational and communication skills, attention to detail, and ability to prioritize and multitask effectively.
Experience with shorthand and/or efficient note-taking.
Event coordination and travel planning experience.
Strong written and verbal communication skills and professional demeanor when interacting with executives and stakeholders.
Ability to manage sensitive information with discretion and confidentiality.
Proactive, resourceful problem-solving skills; effective time management and adaptability in fast-paced environments.
Strong interpersonal skills and customer service orientation.
Full background check and TB exam required.
If called upon to drive on agency business, an acceptable MVR and appropriate insurance coverage are required.

Responsibilities

Apply the appropriate level of confidentiality to different types of information.
Apply knowledge of agency practices and organizational requirements.
Participate in or lead agency-level activities to help meet requirements or regulatory standards.
Receive and review significant agency communications; conduct research and analysis to support executive decision-making.
Edit agency documents for grammar, spelling, and formatting, and recommend or alert executives to needed revisions when appropriate.
Communicate professionally and courteously with outside agencies, vendors, youth, and families as an agency representative.
Coordinate and manage special events.
Create forms, reports, manuals, documentation storage, and filing systems to support agency business.
Answer questions about company policies and procedures or route questions to appropriate employees.
Handle administrative functions, including budgets and ordering office supplies and equipment.
Track expenses, assist with reconciliation, and prepare reports on activity costs.
Work effectively with colleagues at all levels of the organization.
Observe and participate in committees and continuous quality improvement activities as needed.
Perform other related responsibilities as assigned to support department or business needs.
Manage executives' calendars, schedule appointments and meetings, screen correspondence, prepare documents, arrange travel, process expense reports, and maintain confidential files and records.
May supervise and provide guidance to lower-level administrative staff.