Executive Assistant

Partnership HealthPlan of California•Fairfield, CA

11d•Onsite

About The Position

To provide administrative support to the executive leader, leadership teams, and staff as assigned. In addition to the Administrative Assistant II duties, the Executive Assistant has a higher level of education and experience and more autonomy, works with a higher level of internal/external customers, serves as liaison to external customers, and a exposed to higher confidentiality.

Requirements

High school diploma or equivalent, associate’s degree preferred
Minimum five (5) years of administrative assistant experience, preferably at an executive level and interacting with governing boards; or equivalent combination of education and experience.
Familiarity with Medicaid (Medi-Cal) program preferred.
Proficient in applicable business software applications such as Microsoft Office Suite.
Project coordination experience
Requires strong computer and internet research skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, 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 are required.
Excellent organizational skills with 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, sensitive information regarding controversial matters and personnel affairs as required.
Ability to interact with executives and governing board members and vendors effectively, handling all assignments with efficiency.
Must be able to handle multiple tasks and meet deadlines.
Possess a strong work ethic and ability to take ownership and responsibility for projects.

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 (airfare, hotel, rental cars, registration).
Maintains organization charts.
Creates and maintains effective filing systems.
Creates, submits, and tracks to completion applicable training requests and other documents as directed.
Ensures applicable employee timesheets are approved per payroll timelines.
Works with leadership to develop and submit monthly update reports and documents per schedule or direction.
Acts on and/or responds to correspondence on behalf of direct manager as directed.
Applies prior experience to identify necessary efficiencies and brings to leadership’s attention.
Works with leadership on project coordination as directed.
Works with all levels of internal staff and external clients/vendors.
Exposed to highly confidential, sensitive information regarding controversial matters and personnel affairs.
Develops meeting agendas.
Serves as liaison to external stakeholders.
Submits flower orders per policy (ADM-15) and maintains a flower order log.
Assists with planning and organizing company events.
Other duties as assigned.