Executive Assistant to COO

1 week ago

Tustin, United States Families Together of Orange County Full time
Job DescriptionJob DescriptionSalary: $26-$29 per hour

Job Title:      Executive Assistant to the COO 

Salary:          $32 - 40 per hour 

Location:      Tustin, CA

Openings:    1) Positions Available

Duration:      Full Time - Permanent


About Families Together of Orange County:

Since its founding in 2003, Families Together of Orange County is dedicated to helping our community overcome obstacles to obtaining quality healthcare. We serve as the bridge between the people within our community and the services they need to stay healthy. Offering an array of wellness, health and medical services, we provide the tools to help empower individuals to take charge of their family’s health.


Since becoming an FQHC Look-Alike in 2016, Families Together has experienced dramatic growth in its services offered and reach of more than 100% every year, allowing for more people in the community to gain access to essential medical, dental, vision and behavioral health services as well as community resources, regardless of inability to pay.

 

Qualified individuals will have a minimum of 3+ years of experience as an executive assistant, preferably in a healthcare, political, or legal setting. A proven track record of drafting meticulous contracts and internal/external communications, with the ability to work at a fast pace, prioritize tasks, and multi-task with ease is a must. This position requires an individual with outstanding self-management skills, problem-solving ability, keen decision-making, as well as diplomacy and tact. Advanced typing skills and Microsoft Office Suite experience (including Excel and PowerPoint) are required.


Education and Experience

  • Bachelor’s degree in a related field (business, communications, public relations, etc.) is preferred
  • In lieu of a Bachelor’s degree, a minimum of an Associate Degree or continued education beyond a high school diploma is required
  • Contract law training or experience is preferred
  • Professional Administrative Certification of Excellence (PACE) is preferred
  • Experience taking Minutes and notes for meetings
  • Proficiency with MS Office Suite is required


Core Duties:

  • Draft, edit and prepare high-quality written communications including executive correspondence, presentations, reports, and other critical documents on the COO’s behalf
  • Maintain an efficient and organized document management system for the COO, ensuring critical files, records, and reference materials are readily accessible when needed
  • Expertly manage the COO’s complex calendar and schedule, coordinating all appointments, meetings, travel arrangements, and commitments with precise attention to detail and forward planning
  • Plan and execute high-stakes meetings, events, and COO engagements with mastery, handling all logistics, materials, and details to ensure flawless execution
  • Act as a strategic gatekeeper for the COO’s time and attention by intelligently evaluating, prioritizing, and responding to all incoming communications with excellent judgment and discretion
  • Serve as the COO’s first point of contact by professionally managing all incoming phone calls, providing exemplary customer service, and tactfully addressing or routing inquiries as appropriate
  • Draft clear, well-composed responses to routine correspondence on behalf of the COO, ensuring consistent voice, tone, and an executive-level quality standard
  • Manage the COO’s corporate expenses by accurately reconciling credit card statements, tracking spend, and ensuring proper expense reporting adherence
  • Capture comprehensive meeting records by taking detailed minutes and ensuring key discussion points, action items, and decisions are accurately documented and disseminated to all relevant parties in a timely manner
  • Compile and present comprehensive monthly reports to the COO
  • Provide strategic oversight and coordination for the COO’s priority projects and initiatives, driving cross-functional alignment, removing roadblocks, and ensuring timely execution against goals
  • Receive and interact with incoming visitors and allow access to appropriate parties
  • Maintain a strong working relationship with Department Directors across the organization
  • Liaise with internal staff at all levels
  • Interact with external clients

 

 

Families Together of Orange County (FTOC) is proud to be an equal opportunity employer.  FTOC does not discriminate based on race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.


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