Executive Assistant

Full Job Description

Position Summary:

The ideal candidate will be a senior-level EA, experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting the CEO. The ideal candidate will also possess 1-2 year of clinical and/or hospital work experience.

Personality is equally as important as experience and must be able to formulate decisions and execute independently with a high degree of efficiency and accuracy.

The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Exceptional written and verbal communication skills, strong independent decision-making ability and attention to detail are critically important.

Position Description:

• Act as liaison to maximize CEO’s focus on priorities

• Manage busy and ever-changing business calendars

• Handle arrangements for all executive-sponsored events

• Arrange travel schedule and reservations for executives, as well as manage expense reports

• Handle multiple requests for time on executive’s calendar and utilize strong judgment in managing priorities of requests and escalating, as necessary, for resolution and/or prioritization

• Plan, coordinate, and facilitate on-site and off-site meetings and functions

• Assist executive with preparation of presentation materials

• Review and summarize select reports and documents; prepare background documents and outgoing mail as necessary

• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner

• Assist other operations team staff and provide back-up, when necessary

• Provide insight into operations, care and management as necessary

Requirements:

• Minimum of four (4) years of experience supporting C-level executives
• Bachelor's Degree (BA or BS) required

• One (1) year of experience required in a clinical setting (laboratory, administration, medical office or hospital)

• A track record of exemplary tenure over the course of his/her career

• Excellent calendar management skills, including the coordination of complex executive meetings/tasks

• Experience assisting executive with the creation and editing of presentations and reports within PowerPoint, Excel, MS Office products and Google Suite

• Deep experience scheduling travel arrangements for a highly mobile set of executives and their teams

• Flexibility to adapt to rapid changes, with ability to quickly make ad hoc changes to schedules or processes

• Experience successfully creating and/or modifying processes

• Availability to perform job duties outside of normal business hours, when necessary

PHYSICAL DEMANDS/WORKING ENVIRONMENT

• Flexibility is a requirement for this position and technology will be made available to perform work (text, email and phone conversations) after regular business hours. Office hours and days may vary depending on operational needs but are generally Monday through Friday 8:00 am 5:00pm

• Standing or sitting for long periods of time may be necessary.

• Some lifting (up to 40 pounds) may be necessary.

Position Type: Full-time

Employee Status: Regular

Benefits: Yes

Position Status: Non Exempt

Union: No

Job Shift: Day

Shift Hours:8 Hour Shift / on-call

Days of the Week Scheduled: Monday-Friday

Weekend Requirements: Occasional

Schedule: Full Time

Hrs Per 2wk Pay Period: 80

Applications Accepted: All Applications Accepted

Equal Employment Opportunity

Bay Area PL Services (“BayPLS”) is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

About BayPLS

Bringing the Laboratory to you & humanizing healthcare on demand. BayPLS provides

blood draws, covid tests, covid vaccines, in home or at work, for both personal and corporate needs. We have been providing these services to the Greater Bay Area since 2017.

Benefits include but are not limited to:

• Competitive compensation

• Flexible PTO (exempt) and generous PTO (non-exempt

• Wellness and mental health resources, including Employee Assistance Programs (EAPs), Paid maternity and paternity leave

• 401(k) plan with match opportunity after 6 months of employment

Applicants have rights under Federal Employment Laws.

• Family & Medical Leave Act (FMLA)

• Equal Employment Opportunity (EEO)

• Employee Polygraph Protection Act (EPPA)

Job Type: Full-time

Pay: $60,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• On call
• Weekend availability

Ability to commute/relocate:

• San Bruno, CA 94066: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• What city do you live in?
• If hired, what is your availability to start work?
• Do you have at least 1-2 years of clinical and/or hospital work experience?

Experience:

• Executive Assistance work: 4 years (Preferred)

Work Location: One location