Executive Assistant I II

BEHAVIORAL HEALTH SERVICES INC•Alondra Park, CA

2d•$24 - $32•Onsite

About The Position

The Executive Assistant provides assistance and support to the Executive Management and the Executive team. This role involves managing confidential information, coordinating schedules, preparing documents, and representing the organization professionally. There are two levels described: Executive Assistant I and Executive Assistant II, with the latter involving supervision of clerical staff and handling more complex tasks, including travel arrangements and expense reconciliation.

Requirements

Secretarial or Business school plus three years increasingly responsible office/secretarial experience, or Associate of Arts degree plus two years office/secretarial experience.
Excellent computer skills.
Excellent writing and grammar skills.
Knowledge of office procedures.
Must have valid California driver’s license and liability insurance if driving personal vehicle on BHS business.
Able to stand, stoop, bend, squat and reach for purpose of performing job duties such as handling materials stocked on shelves, filing, and handling and sorting mail.
Routinely lift and move items weighing up to ten pounds; is expected to ask for assistance and use dolly or cart for any heavy items.
Vision, hearing, manual dexterity and eye-hand coordination must be adequate to answer telephones, use keyboard, and write messages.
Comply with BHS health and safety standards.
Work as a team member in performing duties and assignments.
Adhere to professional standards.

Nice To Haves

Bilingual abilities may be required within certain BHS programs.

Responsibilities

Assists Executive office with projects involving confidential and sensitive information.
Works with clerical staff assigned to Executive office.
Assists Executive Management in arranging their weekly calendar.
Preparation of meeting agendas, monthly meeting calendars, records, transcription and distribution of meeting minutes.
Preparation of clear and accurate correspondence.
Opening, sorting, review and distribution of mail.
Preparation of responses to routine inquiries.
Answering inquiries concerning activities and operations.
Maintains file system for Executive and corporate files.
Recording employee enhancements and client incentives across multiple programs.
Represents BHS and the Executive office well in all contacts, whether within BHS or outside of agency.
Manages time efficiently with little supervision.
Demonstrates ethical and professional behavior.
Communicates clearly & respectfully with clients, staff, peers, supervisors and non-BHS resources.
Understands computer operations for performance of job duties; this may include but is not limited to Microsoft Office, graphics and other programs as needed.
Readily adapts to the changes in computer systems.
Supervises clerical staff assigned to Executive office.
Booking of all Executive travel including conference and training registration, air and hotel reservations.
Processing of travel advances and reconciliation of expense receipts.
Manages time efficiently without supervision.
Develops complex documents such as newsletters, brochures and reports.
Maintains discretion and confidentiality in relationships with Executives and Board members.