Executive Administrative Assistant

1 week ago

Westlake Village, United States Vigilance Health Inc. Full time

Executive Administrative Assistant

Success Description

Role Overview: Vigilance Health is seeking a proactive and highly organized Executive Administrative Assistant / Office Supervisor to oversee administrative operations and support senior leadership. This role is key to ensuring smooth office operations and facilitating effective executive communication. The ideal candidate will embody our core values of Having Fire, Being Driven, Being Partners, Building Solutions, and Being Coaches, while taking initiative and delivering results across a range of administrative and office management tasks.

Key Responsibilities:

Oversee Day-to-Day Office and Administrative Operations:

Manage office logistics such as ordering supplies, maintaining inventory, handling mail, and ensuring the office runs smoothly. You’ll identify and implement improvements to office processes for greater efficiency. Support VP of Operations and CEO with People Operations related items.

Accounts Payable Assistance:
Assist with tracking and managing accounts payable tasks to ensure timely and accurate processing of payments. This demonstrates vigilance and perseverance in maintaining financial accuracy.

Onboarding and Orientation of New Staff:
Facilitate new hire orientations and ensure a smooth onboarding experience for all new team members. Provide training and guidance, nurturing a supportive environment for their growth and success. Supports ordering supplies & equipment for new team members. Keeps inventory of equipment available in the office.

Conference Planning and Corporate Event Coordination:
Coordinate and organize corporate events, conferences, and meetings. Foster a spirit of teamwork by collaborating with various teams to ensure successful execution of these events.

Calendar and Meeting Management:
Monitor and maintain leadership calendars, schedule appointments, coordinate travel, and ensure that meetings and deadlines are met with precision. Keep the leadership team on track and ahead of their commitments.

Executive Communication and Prioritization:
Serve as a gatekeeper for executive communications, managing calls, emails, and client interactions. Prioritize and escalate communications as needed, showing energy and passion in protecting leadership’s time and ensuring urgent matters are addressed.

Preparation of Internal Documents and Presentations:
Create, edit, and manage internal presentations, reports, and documents for the team. Provide innovative and effective solutions to present data and information clearly and concisely.

Assist with Meeting Minutes and Project Tracking:
Maintain meeting minutes for senior leadership meetings and update Planner in O365, ensuring all projects and tasks are tracked effectively. Drive operational excellence through accountability.

Review and Improve Administrative Policies and Procedures:
Continuously assess and improve office policies and procedures, adapting to changes in workflows and business needs. Train administrative staff to ensure consistency in following policies.

Vendor Relationship Management:
Manage relationships with vendors, ensuring clear communication, accountability, and the fulfillment of all agreements. Act as the main point of contact for vendor interactions, building long-term partnerships.

Key Performance Indicators (KPIs):

Operational Efficiency: Reduction in office operational bottlenecks and improvements in administrative workflows.

Onboarding Success: Timeliness and effectiveness of new hire onboarding and orientation processes.

Vendor Satisfaction: Positive feedback from vendors and efficient management of vendor relationships.

Meeting and Calendar Management: Leadership’s schedule is well-managed, with minimal scheduling conflicts and all meetings running on time.

Executive Support Effectiveness: Leadership is well-supported, with communications effectively managed, deadlines met, and reports and presentations prepared on time.

Expected Outcomes:

Smooth Office Operations: The office environment runs efficiently with proactive management of all administrative tasks, supplies, and vendor relations.

Effective Executive Support: Senior leadership is well-supported, with their time, communications, and commitments managed seamlessly.

Strong Onboarding Experience: New team members are integrated quickly and effectively, ensuring a smooth transition into the organization.

Improved Processes: Continuous improvements are made to administrative processes, increasing overall efficiency and streamlining workflows.

Positive Event and Conference Outcomes: Corporate events and meetings are organized with precision and successfully executed, contributing to company-wide engagement and productivity.

Success in this role means you are a trusted partner to senior leadership, anticipating their needs and ensuring they are always well-prepared and on track. The office runs smoothly under your supervision, and new hires are effectively onboarded. You will continuously seek and implement process improvements that lead to greater efficiency, while also maintaining strong relationships with vendors and supporting teams across the organization. Through your problem-solving abilities and organizational excellence, you will contribute to the overall success and growth of Vigilance Health.

  • Executive Administrative Assistant

    2 months ago

    Greenwood Village, United States Mile High Multilingual Services, Inc Full time

    Location: Greenwood VillageAbout Us: At Mile High Multilingual Services, we pride ourselves on maintaining a professional, productive, and positive work environment. Our company adheres to a no-drugs and no-alcohol policy to ensure employees' safe and healthy workplace. We are committed to excellence in everything we do and seek an Executive Assistant who...

  • Executive Administrative Assistant

    1 month ago

    Greenwood Village, United States Mile High Multilingual Services, Inc Full time

    Location: Greenwood VillageAbout Us: At Mile High Multilingual Services, we pride ourselves on maintaining a professional, productive, and positive work environment. Our company adheres to a no-drugs and no-alcohol policy to ensure employees' safe and healthy workplace. We are committed to excellence in everything we do and seek an Executive Assistant who...

  • Administrative Assistant

    3 weeks ago

    Westlake Village, United States fibr Full time

    About Us: At FIBR, we specialize in connecting top talent with leading fitness organizations. We are passionate about promoting health and wellness through effective recruitment. We are looking for a detail-oriented and proactive Administrative Assistant to support our operations and enhance our efficiency. Job Summary: As an Administrative Assistant, you...

  • Administrative Assistant

    3 weeks ago

    Westlake Village, United States fibr Full time

    About Us: At FIBR, we specialize in connecting top talent with leading fitness organizations. We are passionate about promoting health and wellness through effective recruitment. We are looking for a detail-oriented and proactive Administrative Assistant to support our operations and enhance our efficiency. Job Summary: As an Administrative Assistant, you...

  • Administrative Assistant

    6 days ago

    Westlake Village, United States fibr Full time

    About Us: At FIBR, we specialize in connecting top talent with leading fitness organizations. We are passionate about promoting health and wellness through effective recruitment. We are looking for a detail-oriented and proactive Administrative Assistant to support our operations and enhance our efficiency.Job Summary: As an Administrative Assistant, you...

  • Administrative Assistant

    3 weeks ago

    Westlake Village, United States fibr Full time

    About Us: At FIBR, we specialize in connecting top talent with leading fitness organizations. We are passionate about promoting health and wellness through effective recruitment. We are looking for a detail-oriented and proactive Administrative Assistant to support our operations and enhance our efficiency.Job Summary: As an Administrative Assistant, you...

  • Administrative Assistant

    1 month ago

    Westlake Village, United States eCruit Full time

    OverviewReference AA75 Salary $21 - $25/hour Job Location - United StatesCaliforniaWestlake Village Job Type Permanent Posted 05 September 2024 Administrative Assistant- $21.00 - $25.00 per hour- Westlake Village, CAThe Role Do you thrive in a fast-paced environment? Are you organized with a keen eye for detail? If so, we're looking for a skilled...

  • Administrative Assistant

    3 weeks ago

    Westlake Village, California, United States Ferrone Law Group PLC Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Receptionist to join our team at Ferrone Law Group PLC. As a Receptionist, you will be responsible for providing exceptional customer service, managing administrative tasks, and maintaining a professional and welcoming environment.Key ResponsibilitiesAnswer and direct phone calls, respond to...

  • Clinical Administrative Assistant

    1 week ago

    Westlake Village, California, United States Cortica Full time

    About the RoleCortica is seeking a highly reliable and well-organized Clinical Administrative Assistant to join its growing team in Westlake Village, CA. As a key member of our team, you will play a vital role in supporting the delivery of clinical and operational excellence.Key ResponsibilitiesPrepare and sanitize treatment rooms, equipment, common areas,...

  • Clinical Administrative Assistant

    5 days ago

    Westlake Village, California, United States Cortica Full time

    Clinic Aide Job DescriptionCortica is a rapidly growing healthcare company that is dedicated to delivering clinical and operational excellence. We are seeking a highly reliable and well-organized Clinic Aide to join our team in Westlake Village, CA.Key Responsibilities:Prepare and sanitize treatment rooms, equipment, common areas, and gym.Maintain center...

  • Chief Executive Administrative Assistant

    4 weeks ago

    GREENWOOD VILLAGE, United States Empower Full time

    Grow your career with a growing organizationWhether they’re helping people reach their long-term financial goals or providing personal wealth management strategies, every associate contributes to changing the lives of those we serve for the better. When it comes to job satisfaction, that’s hard to beat. And from a personal satisfaction perspective,...

  • Administrative Coordinator

    3 weeks ago

    Westlake Village, California, United States eCruit Full time

    About the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to provide essential support to our project manager and office manager. This is a varied role, perfect for someone who enjoys juggling multiple tasks and playing a crucial role in project success.Key ResponsibilitiesProvide comprehensive administrative support,...

  • Executive Assistant

    3 weeks ago

    Stotonic Village, United States Skyline Enterprises Full time

    {"title": "Executive Assistant", "content": "Job SummaryWe are seeking an experienced Executive Assistant to join our team at Skyline Enterprises. As a key member of our support staff, you will provide administrative support to our executive team, ensuring the smooth operation of our office.ResponsibilitiesProvide exceptional administrative support to our...

  • Contract Administrator

    4 weeks ago

    Westlake Village, California, United States TEKsystems Full time

    Job Description Overview:The Contract Administrator plays a pivotal role in managing the contract lifecycle process, ensuring seamless collaboration with various lines of business. This position involves assisting with document management in the contract repository, tracking contract-related data, and serving as a liaison between departments.This role...

  • Administrative Assistant

    3 weeks ago

    Lincoln Village, United States Spectrum Ventures Full time

    The Spectrum Ventures network of clinics and outpatient facilities for psychiatry, psychotherapy, and psychosomatics for children, adolescents, and adults, neurology, and social pediatrics is a team of around 7,500 employees and approximately 450 trainees. We provide inpatient, partial inpatient, and outpatient services at over 50 locations throughout Upper...

  • Administrative Assistant

    1 month ago

    Westlake, United States Hunt-Guillot & Associates Full time

    Position Summary & Duties: The Administrative Assistant position is based out of Westlake, LA working on-site at one of our specialty chemical client's facilities. This is a contract position that is expected to last 12 months. Administrative Assistant Key Responsibilities: -Perform administrative duties to support the efficient operation of the...

  • Executive Assistant

    4 weeks ago

    Greenwood Village, Colorado, United States Beacon Hill Full time

    {"title": "Executive Assistant", "description": "Job SummaryBeacon Hill is seeking a highly skilled Executive Assistant to provide administrative support to senior executives in the Greenwood Village, CO area. This full-time role involves managing calendars, processing expenses, and coordinating travel arrangements.ResponsibilitiesCalendar Management:...

  • Administrative Coordinator

    4 weeks ago

    Westlake Village, California, United States eCruit Full time

    {"The Role": "We are seeking a skilled Administrative Assistant to provide essential support to our project manager and office manager. This is a varied role, perfect for someone who enjoys juggling multiple tasks and playing a crucial role in project success.", "Key Responsibilities": "Provide comprehensive administrative support.Call and schedule potential...

  • Executive Chef

    1 week ago

    Westlake Village, California, United States Oakmont Management Group Full time

    Executive Chef OpportunityWe are seeking a highly skilled and experienced Executive Chef to lead our Full Scratch Kitchen team. As a key member of our culinary team, you will be responsible for crafting exceptional cuisine, managing kitchen operations, and driving culinary innovation.Key Responsibilities:Develop and execute seasonal menus that showcase our...

  • Administrative Coordinator

    5 days ago

    Westlake Village, California, United States Service Corporation International Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Service Corporation International. As an Administrative Assistant, you will provide exceptional support to our funeral home, cemetery, and crematory facilities, ensuring seamless operations and exceptional customer service.Key...