Executive Assistant

CARDEA HEALTH•Oakland, CA

3d•$35 - $45•Hybrid

About The Position

The Executive Assistant to the CEO provides high-level administrative support to executives by managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks. They serve as a primary point of contact for internal and external stakeholders, prioritize incoming requests, and ensure efficient communication within the organization. Additionally, they may conduct research, prepare reports, and assist with special projects as needed. The ideal candidate should possess strong organizational skills, attention to detail, discretion, and the ability to multitask effectively in a fast-paced environment. They may also provide calendar and variety of support assistance to other leadership team members when time allows. Cardea Health is a non-profit organization dedicated to providing compassionate health care to marginalized populations. Our mission is to create and support programs that protect the health and autonomy of vulnerable individuals and promote equity and social justice to improve the well-being of our entire community. We provide medical support to populations that experience homelessness. At Cardea, we are dedicated to creating a workplace that celebrates diversity and actively seeks to include underrepresented communities. We believe that diversity drives innovation and fosters a more dynamic, inclusive, and productive work environment. We actively encourage individuals from underrepresented backgrounds to apply for our open positions. We value your unique perspectives, experiences, and talents, and we are committed to providing equitable opportunities for growth and advancement. Join us in building a team that reflects the rich diversity of our society and let's make a positive impact together.

Requirements

Display resilience and resourcefulness in tackling tasks and finding solutions
Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software
Must have reliable transportation to travel all around the Bay Area (including but not limited to Alameda County, San Francisco County, Contra Costa County)

Nice To Haves

High school diploma or equivalent required, bachelor’s degree preferred or equivalent work experience
Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
At least four years of related experience
Proven experience as an executive assistant or similar role, preferable supporting C-level executives
Excellent communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders
Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively
Proficiency in Microsoft Office Suite and other relevant software applications
Discretion and confidentiality in handling sensitive information
Professionalism, integrity, and a proactive approach to problem-solving
Flexibility to work outside regular business hours as needed
Knowledge of office management procedures and best practices

Responsibilities

Maintain a well-organized and efficient office environment
Manage office supplies, equipment, and coordinate maintenance as needed
Travel between all of our sites to deliver and organize miscellaneous materials and tasks. Sites are located all around the Bay Area
Coordinate and manage appointments, meetings, and events for the team
Manage Executive Leaderships calendars and meeting requests via Outlook. Strong focus on CEO calendar management with lighter support for remaining C-suite
Assist in scheduling internal and external meetings, ensuring all logistics are in place
Handle incoming calls, emails, and other correspondence and direct inquiries to the appropriate team members when applicable
Draft, proofread, and edit documents and communications as necessary
Maintain accurate and up-to-date records, databases, and filing systems
Assist in data entry and record-keeping related to various projects and programs
Arrange travel plans and accommodation for team members as needed
Process travel expenses and ensure compliance with organizational policies
Provide administrative support to various teams as required
Assist in coordinating team-building activities and events
Assist a variety of teams from Finance, HR, Operations, and IT, supporting them on an ad hoc basis for any tasks and projects that need additional hands
Run errands, such as picking up supplies or documents, and conducting bank runs, as requested by executives
Provide general administrative support, including filing, copying, scanning, and managing office supplies
Monitor general Cardea email inbox
Monitor general Cardea business line
Board management, which includes scheduling board meetings, managing board documents, distributing board materials, and taking board meeting minutes
Provide administrative support for organizational meetings such as distributing agendas, taking minutes, booking space, and organizing refreshments
Coordinate and produce the organization-wide newsletter, gathering updates from departments and ensuring timely distribution to staff.
Manage and maintain the organizational event calendar