Executive Assistant

4 weeks ago

Arcadia, United States Pacific Clinics Full time

Who We Are

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support. Our team of more than 2,000 employees speak 22 languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults.

Who We Serve

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.

What We Offer

* Pay Range: $23.27 - $25.69 per hour. Compensation may vary based on skills, experience, education, and location.
* We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more
* Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve.

About our Program:

Public Relations

Under the direct supervision of the Vice President of Human Resources (HR), this position provides administrative and secretarial support for the Vice President of Human Resources and Sr. HR Director.

Position Summary

Under the direct supervision of the Vice President of Human Resources (HR), this position provides administrative and secretarial support for the Vice President of Human Resources and Sr. HR Director.

Essential Duties and Responsibilities

* Provides administrative support to the Vice President and the Sr. Director including high-level secretarial support. Schedules and organizes meetings, trainings, conferences and department activities for the Vice President and Sr. Director. Creates and develops training presentations for the Vice President and Sr. Director.
* Assists with planning, organizing and coordinating HR meetings and HR training sessions; coordinates facilities/location and refreshments; secures necessary media equipment; distributes meeting announcements; prepares and distributes meeting materials.
* Excellent verbal and written communication skills. Proofreading skills and the ability to draft and initiate correspondence.
* Ability to handle confidential and sensitive information.
* Advanced computer skills in Word, PowerPoint, and Excel are required; familiarity with Ulitpro or other HRIS is preferred. Adobe Acrobat experience highly preferred.
* Establishes, develops, maintains and updates filing system for the Vice President and Sr. Director.
* Answers calls and takes messages for Vice President and Sr. Director, opens mail for the Vice President. Drafts written responses or replies by phone or e-mail as directed.
* Works independently and within a team on special and ongoing projects. Acts as project manager for special projects, at the request of the Vice President and Sr. Director, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings or posting on Agency's internal website.
* Types and designs general correspondences, memos, charts, tables, graphs, business plans, and related forms and/or documents. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
* Advanced experience with spreadsheets and formulas required; databases, on-line systems, and Internet research preferred.
* Participates in HR department meetings and takes notes as requested. Monitors assignments, deliverables and deadlines of projects assigned during meetings.
* Reports to work on time and maintains reliable and regular attendance.
* Models Pacific Clinics' approach, mission and core values in all communication and correspondence.
* Communicates effectively in a culturally competent and diverse consumer population and promotes favorable interaction with managers, co-workers and others.
* Performs other duties as assigned.

Experience / Requirements

* Bachelor of Arts or Bachelor of Science Degree from a four (4) year college or university preferred.
* Minimum five (5) years experience providing administrative support for senior-level management required.
* Experience working in Human Resources Department preferred.
* Excellent organizational and time management skills with the ability to work with a high level of productivity and accuracy/attention to detail and to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
* Strong ability to take initiative, and to independently prioritize and coordinate multiple and shifting work objectives and meet deadlines.
* Ability to work within a team environment.
* Must possess a valid California driver's license and maintain an insurable driving record under the Clinics' liability policy.

Physical Requirements

While performing the duties of this job the employee is frequently required to stand or sit.  The employee is required to use hands to produce records and/or documentation in manual or electronic format.  The employee must regularly lift and/or move up to 5 pounds and occasional

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