Executive Assistant

Partnership HealthPlan of California • Fairfield, CA

35d • $85,174 - $106,467 • 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree