Executive Assistant to CEO

Imperial Beach Community Clinic•San Diego, CA

just now•Onsite

About The Position

The Executive Assistant is responsible for providing support to the Chief Executive Officer (CEO). The Executive Assistant will work closely with the CEO to provide high level research, technological, project and administrative support. The Executive Assistant will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Director will also serve as liaison to the Executive Team. The Executive Assistant must be creative and enjoy working within a Clinic environment that is mission-driven high performing and results oriented. The Executive Assistant must also have the ability to interact with staff at all levels, Board Members, legislators and others in a fast-paced, sometime pressure-filled environment, remaining respectful, flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. The Executive Assistant must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to remain calm and effectively manage multiple priorities. The Executive Assistant must be able to work independently on projects from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Requirements

Demonstrated experience providing professional support to C-Suite executives.
Highly skilled in effective internal and external communications with superior experience in written, oral and interpersonal communication skills.
Strong ability to build effective relationships with stakeholders, including staff, Board Members and external partners.
Polished and professional demeanor with a proactive, positive and energetic personality.
Demonstrated proactive approach to problem solving with strong decision making capability.
Emotional maturity and a proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
Excellent organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Ability to work independently and the ability to demonstrate and exercise effective and appropriate independent judgment.
Bachelor’s degree is required.
Minimum of seven years of supporting C-Suite executives.
Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat and Outlook.

Nice To Haves

Bachelor’s degree, preferably in Business Administration or similar field.
Strong work tenure, preferably in a fast paced, innovative, entrepreneurial organization.

Responsibilities

Completes a broad variety of administrative tasks for the CEO, including managing an extremely active calendar, completing expense reports, composing and preparing correspondence that may be confidential, arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
Communicates with Board Members, community partners and others as needed.
Researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO those of a sensitive and confidential nature. May determine appropriate course of action, referral or response.
Provides a bridge for smooth communication between the CEO and others, demonstrating leadership to maintain credibility, trust and support with others.
Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer” having a sense for the issues taking place in the environment and keeping the CEO updated.
Responsible for formatting, editing and proofing documents and the production of presentation material when needed.
Assist with general research for the organization, such as literature reviews, benchmarking, data collection and products and service analysis.
Manages a variety of special projects for the CEO.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO’s abilities to effectively lead the organization.
Serves as CEO administrative liaison to the IBCC Board of Directors, including board meeting preparation and timely and accurate minutes of the meetings.
Maintains discretion and confidentiality in relationships with Board Members.
Screen telephone calls with tact, diplomacy and good judgment. Assess caller needs and refer caller to correct source of information as required.
Handle assigned special projects in a wide variety of areas, including coordination of special events and creating/modifying presentation materials as required.
Prepare data analysis as needed; develop presentation materials using graphic and spreadsheet software. Develop internal forms as needed. Track and maintain internal form revisions as required.