Executive Assistant

Job Title: - Executive Assistant

Job Location: -2121 Santa Monica Boulevard Santa Monica, CA 90404

Job Duration: 3+ Months (High Possibility of Extension)

Pay Range: $36.00 to $37.00/Hr. on W2

Shift:Day 5x8-Hour (08:00 AM - 04:30 PM)

Job Description:

Under the general supervision of the Vice President of Foundation, the Executive Assistant performs standard and advanced confidential administrative and secretarial duties.

Responds to office needs, which includes maintaining comfortable working environment, ordering of office supplies, answering phones, setting up meetings, taking notes, scheduling conference rooms, responsible for work area safety issues, and other administrative duties.

The job duties listed are essential functions of the position. However, other duties may be assigned, and may also be considered essential functions of the position.

The caregiver must be sufficiently fluent in the English language to satisfactorily perform the essential functions of the position. The degree of fluency required will vary depending upon the nature of the position.

Caregivers are expected to honor the Mission, Values, Vision and Promise and adhere to the Code of Conduct, policies and standards of their organization.

For direct patient care roles: Performs and maintains currency of essential competencies as required by specific area of hire and populations served.

• Performs standard and advanced confidential administrative and secretarial duties.

• Prioritizes work and provides prompt and efficient service.

• Demonstrates competency in selected administrative skills. Including but not limited to:

• Processes and maintains confidential information and correspondence; organizes and maintains hospital and department records (e.g., financial reports, contracts, legal matters, meeting minutes, etc.).

• Manages office-related activities for the Vice Presidents, including, but not limited to, space planning, furniture needs, building maintenance and safety, ordering supplies, maintenance of copy machines and scheduling of trash/recyclable pickup.

• Assists with scheduling of conference rooms.

• Coordinates scheduling and securing laptop, projector and other equipment.

• Serves as liaison between departments, other Health Center personnel and outside customers on behalf of the Vice Presidents. This includes reviewing projects/memos and delegates responsibilities to appropriate parties in the Vice Presidents’ absences. Keeps track of deadlines and contacts individuals of pending due dates for the Vice Presidents’ review.

• Schedules and coordinates meetings, which includes travel and lodging arrangements.

• Collects and prepares information needed by Vice Presidents for conferences and reports.

• Composes letters and memoranda from verbal direction, written concepts or from knowledge of hospital policy or procedures; prepares memoranda and other materials for staff and business meetings.

• Receives and handles calls and messages both from outside clients and within the department promptly and courteously using critical judgment in transferring calls to Directors or Managers as appropriate.

• Assembles financial statements and other departmental specialty reports for distribution in a timely fashion. Assists in compiling and distributing highly confidential reports.

• Prepares presentations for various audiences, utilizing Power Point and other equipment.

• Demonstrates responsibility and accountability for own professional practice in regards to:

• Attendance, punctuality, confidentiality and professionalism.

• Positive public relation image and working relationships.

• Obtaining necessary knowledge and skill needed to maintain competence.

• Completing all mandatory requirements.

• Strive to streamline processes and improve efficiency of the department.

• Participates in the development and attainment of team, department and hospital goals including:

• Attending and participating in division meetings.

• Volunteering or accepting assignments for projects.

• Mission, vision and team ground rules.

Education Requirements: Preferred Associate's or Bachelor's

Requirements: 3 years’ experience.

Job Type: Contract

Salary: $36.00 - $37.00 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Executive Assistant: 3 years (Preferred)
• Manages office-related activities for the Vice Presidents: 1 year (Preferred)
• Schedules and coordinates meetings,: 1 year (Preferred)
• healthcare industry: 1 year (Preferred)

Ability to Relocate:

• Santa Monica, CA 90404: Relocate before starting work (Required)

Work Location: In person