Administrative Assistant

10 hours ago

Hayward, United States Tiburcio Vasquez Health Center Full time

The Administrative Assistant will provide operational and administrative support to the Chief Executive Officer (CEO), and Executives on various programs and projects, and manage calendars. This role requires operating with strategic thinking, exceptional communication, and the distinct ability to drive projects forward through detailed organization and proactivity.

Successful performance in this role requires a self-managed and detail-oriented person and organizational skills, including the ability to interact and communicate successfully with people of all organizational levels, maintaining professionalism and confidentiality and exercising good judgment.

Tiburcio Vasquez Health Center is a non-profit community health center that is dedicated to promoting the health and well-being of our community by providing accessible, high quality care by integrating primary care, dental care, WIC support, mental health counseling, community health education and more.

Compensation: $23.53 - $27.83 per hour, depending on experience.

TVHC offers compensation ranges that are determined by a thorough market-based analysis and are fully disclosed in accordance with California law. The pay for a selected candidate is determined by a variety of factors to ensure fair and equitable compensation. These factors include the candidate's experience, education, skills, training, licensure, certifications, and the specific scope of the role. We are committed to providing a competitive compensation package that extends beyond base salary, designed to support the health, wealth, and career development of our employees.

Administrative and Project Management

  • Performs Administrative Assistant functions, helps with scheduling, complies, and drafts meeting minutes. Provides on-site and virtual support, and helps with coordinating internal and external meetings. Works closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipates the CEO's needs in advance of meetings, conferences, and projects.
  • Assists with the tracking and implementation of the Strategic Plan and related work plans, ad-hoc projects, and organizational initiatives.
  • Facilitates communication to project teams and stakeholders - internally and externally.
  • Manages project teams through the project development process - needs assessment including research, goals and measures development, design, and planning.
  • Manages project teams through the implementation process - team management and facilitation, stakeholder communication, training, and documentation.
  • Manages project teams through the project closing process including transition planning, evaluation, and reporting.
  • Completes a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence;
  • maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Promotes a sense of urgency in the planning and implementation of assigned projects so that the relevant parties are aware of the project's milestones and objectives.
  • Conserves CEO's time by reading, researching, and drafting information. Collects and analyzes information and project activities.
  • May help with Board of Directors activities and meetings, and ensures others receive high levels of customer care.
  • Performs all duties in accordance with TVHC's Service Excellence Standards.
  • Assumes other duties, including special projects, as assigned, or needed.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and expectations required of the position.

Requirements
  • Associate degree required; Bachelor's degree highly preferred in communications, public health, project management, or a related field.
  • Minimum of two years of experience in an administrative role supporting executive-level leaders department heads, and project management required.
  • Proficiency in handling complex scheduling, and communication with internal and external stakeholders.
Qualifications:
  • Effective interpersonal and organizational skills.
  • Attention to detail is required.
  • Able to work well with all levels of diverse work force.
  • Superior communication skills, both written and verbal.
  • Demonstrated ability to maintain confidentiality, exercise discretion, and handle sensitive information with professionalism and integrity.
  • Ability to travel to designated locations as directed by the CEO.
  • Recognizing the necessity to adhere to deadlines and requires intermediate analytical and quantitative skills.

Benefits

We offer excellent benefits including: medical (100% paid co-payments, premiums, etc.), dental, vision (including dependent and domestic partner coverage), generous paid leave benefits including holidays, Flexible Spending Accounts, retirement plans with an Employer match, tuition reimbursement, monthly treats, pet insurance, and more.

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