Executive Assistant

Partnership HealthPlan of California•Fairfield, CA

7d•$88,155 - $110,193

About The Position

The Executive Assistant provides administrative support to an executive leader, leadership teams, and staff as assigned. Compared with an Administrative Assistant II, the role requires a higher level of education and experience, greater autonomy, interaction with higher-level internal and external customers, service as a liaison to external customers, and exposure to more confidential information. The position supports executive operations through calendar and meeting coordination, preparation and distribution of materials, correspondence and report production, travel arrangements, expense reporting, records and supply management, and project and event coordination. It also works with leadership and employees across the organization and interacts with external stakeholders, clients, and vendors. The role handles highly confidential and sensitive matters, including personnel affairs and controversial matters. The stated hiring range is $88,154.59–$110,193.23. The job description notes that listed duties and qualifications are representative rather than exhaustive and may be revised.

Requirements

High school diploma or equivalent; an associate’s degree is preferred.
At least five years of administrative assistant experience, preferably at an executive level and interacting with governing boards, or an equivalent combination of education and experience.
Proficiency in applicable business software applications, such as Microsoft Office Suite.
Project coordination experience.
Strong computer and internet research skills.
Flexibility and excellent interpersonal skills, with the ability to work well with internal management and staff at all levels, as well as external clients and vendors.
Valid California driver’s license and proof of current automobile insurance compliant with Partnership policy are required to operate a vehicle and travel for company business.
Excellent oral and written communication skills.
Excellent organizational skills, including the ability to prioritize assignments, maintain effective filing systems, and meet deadlines.
Ability to work under minimal supervision and exercise independent judgment.
Diplomacy and tact in handling highly confidential and sensitive information regarding controversial matters and personnel affairs.
Ability to interact effectively with executives, governing board members, and vendors and handle assignments efficiently.
Ability to handle multiple tasks and meet deadlines.
Strong work ethic and ability to take ownership and responsibility for projects.
Ability to use a computer keyboard and other business machines.
When required, ability to move, carry, or lift objects weighing up to 25 pounds.

Nice To Haves

Associate’s degree.
Familiarity with the Medicaid (Medi-Cal) program.
Administrative assistant experience at an executive level and experience interacting with governing boards are preferred.

Responsibilities

Fields telephone calls.
Receives and directs visitors.
Maintains assigned calendars and schedules.
Schedules and coordinates executive-level meetings.
Prints and distributes meeting packets.
Creates and processes expense reports.
Creates correspondence, forms, reports, graphs, visual presentations, and other related documents.
Places catering orders.
Captures and publishes meeting minutes and other correspondence as directed.
Develops, formats, and distributes information to internal and external stakeholders.
Orders and maintains department supplies.
Creates travel requests and travel arrangements as needed, including airfare, hotel, rental cars, and registration.
Maintains organization charts.
Creates and maintains effective filing systems.
Creates, submits, and tracks applicable training requests and other documents to completion as directed.
Ensures applicable employee timesheets are approved according to payroll timelines.
Works with leadership to develop and submit monthly update reports and documents according to schedule or direction.
Acts on and/or responds to correspondence on behalf of the direct manager as directed.
Identifies potential efficiencies based on prior experience and brings them to leadership’s attention.
Works with leadership on project coordination as directed.
Works with all levels of internal staff and external clients and vendors.
Handles highly confidential and sensitive information regarding controversial matters and personnel affairs.
Develops meeting agendas.
Serves as liaison to external stakeholders.
Submits flower orders according to policy ADM-15 and maintains a flower order log.
Assists with planning and organizing company events.
Performs other duties as assigned.
Provides the highest possible level of service to clients.
Promotes teamwork and cooperative effort among employees.
Maintains safe practices and abides by HealthPlan policies and procedures.