Executive Assistant

CARDEA HEALTH•Oakland, CA

14d•$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 possessstrong 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.

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)
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

Office Management: 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
Calendar and Schedule Management: 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
Communication and Correspondence: 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
Data Entry and Record Keeping: Maintain accurate and up-to-date records, databases, and filing systems
Assist in data entry and record-keeping related to various projects and programs
Travel Coordination: Arrange travel plans and accommodation for team members as needed
Process travel expenses and ensure compliance with organizational policies
Team Support: 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
Errands and Other Administrative Duties: 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
Other 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