Administrative Assistant

Chinese Hospital | San Francisco Bay Area

Department

Administration

Reports to

CEO

Type

Full Time, Exempt

Requisition #

The Administrative Assistant provides administrative support to the Chief Executive Officer, in a customer-focused manner and upholding a strict level of confidentiality.

Administrative Support

• Performs administrative duties as assigned, including processing administrative details as appropriate. Manages CEO’s expense submissions and processes invoices for payment, including the company credit card.
• Maintains the CEO’s schedule; makes travel arrangements for the CEO and for others as appropriate.
• Ensures that regularly scheduled meetings for the CEO are scheduled. Receives and screens telephone calls, takes messages, provides information and answers questions where judgment or interpretation is necessary; and exercises discretion in public contacts.
• Prepares agendas for management staff meetings and organizes background material, prepares packets for distribution, and takes and distributes minutes at meetings as necessary.
• Manages information flow in a timely and accurate manner.
• Assists in maintaining contact and communications with individuals, groups and associations.
• Assembles information for internal and external communication – memos, emails, presentations, reports.
• Assists CEO with the preparation of ordinary and complex materials: charts, tables, reports, etc.
• Orders supplies and processes other purchase orders.
• Provides timely communication to Administration Office staff and Housekeeping/Engineering on matters relating to office cleaning, safety, security, maintenance, shutdowns or repairs.
• Performs other duties as assigned.

Board of Trustees

• Maintains corporate minutes of all Board and Committee meetings.
• Maintain corporate documents in the central filing system using common corporate language.
• Collects materials, prepares, and publishes Board and Committee meeting materials .
• Arranges for rooms, audiovisual equipment, and refreshments as appropriate.
• Attends meetings for purpose of recording vital discussions and resolutions of the meetings.
• Publishes minutes of meetings by working with the President and various Chairpersons.
• Provides support to the members of the Board of Trustees and other executives committees as needed.

• A college degree preferred and a minimum of three years general office experience or equivalent combination of office work and related experience.
• Proficient with MS Office applications including Word, Excel, and PowerPoint.
• Excellent oral and written communication skills in English required.
• Excellent oral and written communication skills in Chinese preferred.
• Excellent customer service skills.
• Demonstrated problem solving skills and ability to follow through with projects.
• Ability to prioritize tasks; highly organized with attention to detail.
• Excellent time management skills.
• Ability to uphold a strict level of confidentiality.
• Ability to work under pressure with many priorities and deadlines.
• Knowledge or prior experience with hospital and/or medical office preferred.

While performing the duties of this job, staff is regularly required to sit, stand, walk, talk, and/or listen. He/she uses his/her hands to do computer work, write reports, do equipment set-up/cleaning/storage, clerical support, etc. He/she will be using the phone frequently. Good vision is needed to be able to read schedules, enter accurate data, etc. He/she must have good general health and demonstrate emotional stability so as to carry out the above-enumerated duties.

• Able to lift up to 30 pounds.
• Stand, walk, and move 50% of the day.
• Use proper body mechanics when handling equipment.

Complies with Chinese Hospital Compliance Handbook including Code of Ethics and all statutes, regulations, guidelines applicable to federal and state programs. Responsibilities include, following the guidelines and reporting suspected violations of any statute, regulations, agreements or guidelines applicable to all healthcare programs.

I have read and understand the duties, responsibilities, and expectations pertaining to the position. I understand that this job description is intended to describe the general nature and level of work performed. It is not intended to serve as an exhaustive list of all duties, skills and responsibilities required. I have been allowed to clarify and ask questions about this job description.

Starting at $24.00 – $38.00 per hour. The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.