BCBA Executive Assistant to the CEO

1 month ago

Walnut Creek, California, United States Behavior Treatment & Analysis Full time

Behavior Treatment and Analysis Inc. is seeking a highly skilled and motivated Executive Assistant to join our team. The ideal candidate will be organized, proactive, and have at least 3 years of experience in a similar role. This position will challenge and reward those who seek an opportunity for growth and professional development in a dynamic and collaborative work environment.

General Responsibilities:

  • Provide administrative support to the CEO to ensure efficiency in all operations.
  • Manage the CEO's schedule, coordinating meetings and events as needed.
  • Communicate effectively and professionally with clients, vendors, and other contacts.
  • Maintain confidentiality of information and ensure data security.

Specific Responsibilities:

Schedule Management:

  • Coordinate and schedule meetings, appointments, and events according to the CEO's preferences, considering time and resource availability.
  • Prioritize tasks and events based on importance and urgency, ensuring the CEO is informed of any changes to the schedule.

Communication:

  • Manage the CEO's correspondence, responding to emails and phone calls promptly and professionally.
  • Communicate with clients, vendors, and other contacts on behalf of the CEO, maintaining an appropriate tone and conveying information clearly and concisely.

Travel Organization:

  • Plan and coordinate the CEO's business trips, including booking flights, hotels, and transportation, considering the CEO's preferences and needs.
  • Prepare detailed itineraries and travel packages that include all relevant information for the trip.

Documentation and Presentations:

  • Prepare and edit documents, reports, and presentations for the CEO, ensuring they are accurate, complete, and properly formatted.
  • Collaborate with other departments to gather necessary information and ensure documents meet company standards.

Information Management:

  • Organize and maintain physical and electronic files systematically, ensuring information is easily accessible and well-organized.
  • Maintain confidentiality of information and follow company data security policies.

Meeting Coordination:

  • Organize and prepare materials for meetings, ensuring all participants have the necessary information.
  • Take notes during meetings and follow up on agreed actions, ensuring they are completed on time.

Project Management:

  • Assist in the planning, execution, and tracking of projects assigned by the CEO, ensuring deadlines and objectives are met.
  • Keep the CEO informed of project progress and potential issues, providing periodic reports and updates.

Administrative Support:

  • Perform general administrative tasks, such as managing office supplies, processing invoices, and maintaining basic financial records.
  • Assist in the preparation of expense reports and in managing the CEO's expense schedule, ensuring procedures and policies are followed.

Department Report Review:

  • Collect and review reports from all company departments, and collaborate to identify trends, issues, or areas for improvement.
  • Communicate findings and recommendations to the CEO based on the reports, collaborating with department leaders to implement changes and improvements.

Company Reengineering:

  • Collaborate with the CEO and department leaders to develop optimal workflow for each area, identifying key processes and areas for improvement.
  • Collaborate with the company leaders to create a comprehensive company workflow that identifies interdepartmental processes and ensures greater efficiency and collaboration.

New Contract Applications:

  • Coordinate with the Finance and Legal departments to prepare and submit contract applications with new insurers and counties, ensuring all documentation is complete and in order.
  • Maintain updated records of all contracts and ensure terms are met, communicating any changes or updates to the CEO.

Insurance and County Rate Tracking:

  • Stay informed about changes in rates and requirements of insurers and counties, analyzing their impact on company costs and billing.
  • Work with the Finance department to adjust budgets and billing strategies in response to changes in insurers and counties, ensuring the company remains profitable and competitive.

Requirements:

  • Master's degree in a ABA
  • BCBA Certificate
  • Minimum of 3 years of experience in a similar role.
  • Excellent verbal and written communication skills, with attention to detail.
  • Strong organizational and time management skills, able to prioritize tasks effectively.
  • Ability to work independently and as part of a team, showing initiative and adaptability.
  • Advanced knowledge of Microsoft Office and other productivity tools.
  • Spanish required

Benefits:

  • Competitive salary based on experience and skills.
  • Opportunities for growth and professional development.
  • Collaborative and dynamic work environment.
  • Health benefits and paid vacations.

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