Sr. Executive Assistant

2 weeks ago

Sacramento, United States Ultimate Staffing Full time

Essential Duties and Responsibilities: include the following. Other duties may be assigned.


* Assists in writing letters of intent, proposals, and other documents to support agency and program development;
* Takes minutes at all Board of Directors meetings, maintains a record of all Board of Directors meeting minutes;
* Acts as the Responsible Safety Officer for the Agency, oversees the safety initiative within all Agency locations;
* Provides vendor oversight for facilities related matters, arranges for necessary maintenance and facility upgrades or moves;
* Acts as a liaison between members of the Agency's executive Management team and the Executive Director, provides the executive Director with information on a timely basis;
* Assists the Executive Director as well as other members of the Executive Management Team with resolution of problems, concerns, or initiatives within the Agency;
* Provides recruiting as well as interview assistance as needed to maintain adequate and qualified staffing;
* Provides oversight of all outside contractor selection and interactions under the direction of the Executive Director;
* Oversees the development of all Agency printed materials and communications outside of the Agency;
* Coordinates doctor schedules and assists in finding coverage when needed;
* Ensures absolute confidentiality on all information, including but not limited to, personnel files, employee data, agency activities, management decisions, special projects, legal matters, etc.;
* Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings;
* Participates in Agency Executive Management meetings as well as various task committees as needed;
* Presents or attends meetings on behalf of the Agency with outside stakeholders, business partners, and prospective business partners;
* Keeps Executive Director apprised of activities including meeting times, special projects and ancillary activities.
* Attends all Management Team meetings to ensure the company is represented;
* Ensures compliance with company standards throughout the Agency;
* Interacts with members of management to promote business retention and timely submission of survey related materials;
* Assists in the development, production, and review of documents, articles, or other written material needed;
* Participates as requested on internal committees or task force groups for business re-engineering plans or for revision or development of new policies, procedures, and standards. Attends unit or staff meetings as required;
* Reviews Quality Improvement Plans for accuracy;
* Prepares for site visit.

Skills and abilities:
* Attention to detail;
* Problem assessing and solving skills;
* Ability to organize and prioritize;
* Ability to communicate clearly both verbally and in writing;
* Microsoft computer skills, including Word, Excel, and database skills;
* Ability to initiate and perform tasks with minimal supervision;
* Ability to communicate professionally with staff members.

Education and/or Experience:
* Minimum of five (5) years full time experience working in an Administrative Assistant position or equivalent.
* At least two years experience providing direct support to upper level Management.
* Bachelor's Degree or equivalent experience required.

Desired Skills and Experience

- A minimum of 5-7 years of experience working in an Executive Administrative Assistant role, supporting a C-Suite level executive.
- A High School diploma or Bachelor's degree (preferred)
- Ability to multi-task in a fast paced environment

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

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