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BCBA Executive Assistant to the CEO

2 months ago

Walnut Creek, California, United States Behavior Treatment & Analysis Full time
Executive Assistant to the CEO

Behavior Treatment & Analysis is seeking a highly skilled and motivated Executive Assistant to provide administrative support to the CEO. The ideal candidate will be organized, proactive, and have at least 3 years of experience in a similar role.

Key Responsibilities:
  • Provide administrative support to the CEO to ensure efficiency in all operations.
  • Manage the CEO's schedule, coordinating meetings and events as needed.
  • Communicate effectively and professionally with clients, vendors, and other contacts.
  • Maintain confidentiality of information and ensure data security.
Specific Responsibilities:Schedule Management:

Coordinate and schedule meetings, appointments, and events according to the CEO's preferences, considering time and resource availability.

Prioritize tasks and events based on importance and urgency, ensuring the CEO is informed of any changes to the schedule.

Communication:

Manage the CEO's correspondence, responding to emails and phone calls promptly and professionally.

Communicate with clients, vendors, and other contacts on behalf of the CEO, maintaining an appropriate tone and conveying information clearly and concisely.

Travel Organization:

Plan and coordinate the CEO's business trips, including booking flights, hotels, and transportation, considering the CEO's preferences and needs.

Prepare detailed itineraries and travel packages that include all relevant information for the trip.

Documentation and Presentations:

Prepare and edit documents, reports, and presentations for the CEO, ensuring they are accurate, complete, and properly formatted.

Collaborate with other departments to gather necessary information and ensure documents meet company standards.

Information Management:

Organize and maintain physical and electronic files systematically, ensuring information is easily accessible and well-organized.

Maintain confidentiality of information and follow company data security policies.

Meeting Coordination:

Organize and prepare materials for meetings, ensuring all participants have the necessary information.

Take notes during meetings and follow up on agreed actions, ensuring they are completed on time.

Project Management:

Assist in the planning, execution, and tracking of projects assigned by the CEO, ensuring deadlines and objectives are met.

Keep the CEO informed of project progress and potential issues, providing periodic reports and updates.

Administrative Support:

Perform general administrative tasks, such as managing office supplies, processing invoices, and maintaining basic financial records.

Assist in the preparation of expense reports and in managing the CEO's expense schedule, ensuring procedures and policies are followed.

Department Report Review:

Collect and review reports from all company departments, and collaborate to identify trends, issues, or areas for improvement.

Communicate findings and recommendations to the CEO based on the reports, collaborating with department leaders to implement changes and improvements.

Company Reengineering:

Collaborate with the CEO and department leaders to develop optimal workflow for each area, identifying key processes and areas for improvement.

Collaborate with the company leaders to create a comprehensive company workflow that identifies interdepartmental processes and ensures greater efficiency and collaboration.

New Contract Applications:

Coordinate with the Finance and Legal departments to prepare and submit contract applications with new insurers and counties, ensuring all documentation is complete and in order.

Maintain updated records of all contracts and ensure terms are met, communicating any changes or updates to the CEO.

Insurance and County Rate Tracking:

Stay informed about changes in rates and requirements of insurers and counties, analyzing their impact on company costs and billing.

Work with the Finance department to adjust budgets and billing strategies in response to changes in insurers and counties, ensuring the company remains profitable and competitive.

Requirements:
  • Master's degree in ABA
  • BCBA Certificate
  • Minimum of 3 years of experience in a similar role.
  • Excellent verbal and written communication skills, with attention to detail.
  • Strong organizational and time management skills, able to prioritize tasks effectively.
  • Ability to work independently and as part of a team, showing initiative and adaptability.
  • Advanced knowledge of Microsoft Office and other productivity tools.
  • Spanish required
Benefits:
  • Competitive salary based on experience and skills.
  • Opportunities for growth and professional development.
  • Collaborative and dynamic work environment.
  • Health benefits and paid vacations.