Executive Administrative Assistant

3 weeks ago

Thousand Oaks CA 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.

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