Executive Assistant To Ceo

Overview:

The Executive Assistant to the CEO is crucial in supporting high-level executives by managing their daily activities, streamlining workflows, and ensuring effective communication within and outside the organization. The Executive Assistant adeptly handles both professional and personal tasks and employees keep problem-solving skills. The Executive Assistant's responsibilities are variable and include administrative tasks as well management and execution of special projects. Administrative tasks include managing calendars, making travel arrangements, coordinating meetings, procurement of supplies and materials, editing and assisting in the development of presentations and proposals. Special projects requiring initiation, management, and implementation include human resources related projects, supporting and monitoring of invoicing and contracting activities, and supporting of employee engagement activities.

The dual nature of the position requires the Executive Assistant to navigate between professional and personal tasks adeptly an in independent manner. This blend of roles demands high discretion, as the assistant is often privy to sensitive and confidential information in both spheres. This position requires strong judgement, independent and critical thinking, superior communication and organizational skills that support sound decision-marking skills. The Executive Assistant to the CEO brings issues, concerns, or problems to the CEO for resolution. This position reports to the Chief Executive Officer, the company's founder.

Qualifications:

Education/Certification:

• Bachelor’s degree
• Work experience as an Executive Assistant, Personal Assistant or similar role
• Equivalent combination of education and/or work experience may be substituted.

Required Relevant Work Experience

• 3+ years of and/or other relevant work experience
• Prior work experience in similar role strongly preferred

Specialized Knowledge, Skills, and Abilities:

• Knowledge of healthcare delivery systems and health care provider data
• 2+ years of experience and skill using Microsoft Office 365 & Office Suite
• 2+ years of experience of social media management including LinkedIn, Instagram, and Twitter
• 1 year of Canva, Mailchimp, Adobe Pro, and Smartsheet
• Exceptional interpersonal and problem-solving skills with superior ability to communicate with C-suite executives, vendors, and staff.
• Excellent oral and written communications skills
• Ability to organize and coordinate multiple simultaneous tasks in a team environment and manage multiple projects simultaneously.
• Agility in working and thriving in a fast-paced environment with minimal supervision.
• Strong attention to detail.
• Ability to handle confidential information with discretion.

Preferred:

• Human resources experience
• Contracting and invoicing experience
• Corporate purchasing experience
• Employee engagement experience
• Marketing experience

Location: Must reside in the city or county of San Diego, CA. Must possess vehicle for reliable transportation.

Typical Job Accountabilities:

• Schedule and coordinate meetings, appointments, and travel arrangements for the executive.
• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Prioritize and manage the executive's calendar to optimize time efficiency.
• Draft, review, and respond to emails, letters, and other communications on behalf of the executive.
• Organize and maintain confidential information, files, and records.
• Manage aspects of personnel files and coordinate human resources topics which may include sensitive topics.
• Manage and monitor invoicing and contracting activities between accounting and other vendors as needed.
• Secure materials, equipment, and supplies.
• Coordinate, interface, and serve as liaison between trade associations to support sponsorship of conferences.
• Support employee engagement activities to include virtual and in-person events and meetings.
• Provide detailed itineraries and ensure all travel-related logistics are in order.
• Coordinate logistics for meetings, conferences, and events.
• Exercise sound judgment and discretion in handling confidential, sensitive, and legal information.
• Screen phone calls, emails, and other communications to filter and prioritize information.
• Represent the executive in a professional manner during interactions with internal and external contacts.
• Occasional travel outside of San Diego, as needed.
• Anticipate hybrid position where in office / in person days and remote days are anticipated.
• Travel between home and other locations for work errands that support role.

Job Types: Contract, Temporary

Pay: $50.00 - $70.00 per hour

Expected hours: 20 – 40 per week

Benefits:

• Flexible schedule

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Personal assistant: 3 years (Required)

Ability to Relocate:

• San Diego, CA: Relocate before starting work (Required)

Work Location: In person