Executive Assistant

CommonSpirit Health•Sacramento, CA

25d

About The Position

As our Executive Assistant, you will be an indispensable strategic partner, providing high-level administrative leadership and support to empower executive effectiveness. Every day, you will expertly oversee daily administrative operations for executives, acting as a primary point of contact and independently managing routine matters. You'll represent executives, manage schedules, coordinate communications, and prepare sensitive documents, utilizing comprehensive organizational knowledge for confident decision-making. To be successful in this role, you will possess exceptional organizational skills, discreet judgment, superior communication, and advanced tech proficiency.

Requirements

5+ years of related executive-level administrative support experience.
High school diploma or GED.
Minimum typing speed of 65 W.P.M.
Excellent analytical and composition abilities.
Excellent organizational and multi-tasking abilities.
Must exercise discretion and confidentiality with proprietary information.
Thorough knowledge of general office practices, business document formats, telephone etiquette, and basic accounting principles.

Nice To Haves

Two years of college level courses preferred.

Responsibilities

Assists one or more high-level Executives to perform daily job functions.
Defines issues, analyzes problems, and implements solutions under existing general policies by researching facts and developing solutions.
Works on special reports/projects, which may include data gathering and consolidation, through surveys, reports and other media.
Prepares preliminary reports, using personal computer and word processing and/or spreadsheet software and other support material on data requests and other special studies, as needed. These projects may be in the areas of purchasing activities, account and invoice reconciliation, etc.
May prepare and maintain budget for department. May generate reports related to budgeted or actual expenditures, and completes Monthly Budget Analysis (MBAs).
Researches various financial items, such as invoices, purchase orders, check requests, wire transfers, budget to actual variances, etc., as directed.
Audits MBAs received from groups in the department. Identifies errors and resolves issues as appropriate.
Validates authorization approval levels and proper account coding for items requiring Executive approval.
May maintain accurate documentation of departmental internal controls. May document any changes in processes and verify that all processes are accurately portrayed in the narratives and flow charts associated with the functions of the position.
May assist in maintenance of respective software/application program, training of new employees and communicating with all users of respective software/application program.
Compiles, composes, types, proofreads, edits, prints, and files memos, requisitions, correspondence, and other documents. Proofreads documents composed by others and recommends changes in spelling, grammar, punctuation, and clarity.
Copies, distributes, sorts, and files documents.
Serves as timekeeper. Enters timesheet data, verifies accuracy of data, prints timekeeping reports, and processes paperwork to change timesheet coding.
Prepares reports detailing sick leave and paid time off used and accrued by their direct reports.