Highly Skilled Executive Support Specialist

1 month ago

Oakland, California, United States Altais Health Solutions Full time
Job Overview

We are seeking a highly skilled Executive Support Specialist to provide comprehensive support to our senior-level executives in a wide range of administrative, event/project management, and team capacities.

About Our Company

At Altais Health Solutions, we're building breakthrough clinical support tools, technology, and services to enable better healthcare experiences. Our company values passion, creativity, and innovation, and we invite you to join our growing team as we revolutionize the healthcare system for physicians, advanced care providers, patients, and the clinical community.

Salary & Benefits

The anticipated base salary for this role is $85,000 - $120,000 per year, commensurate with experience, education, and qualifications. We offer a competitive compensation package, including a robust benefits program that meets your needs.

Key Responsibilities
  • Administrative Support: Prepare and format information for internal and external distribution, write letters and memos, compile data for reports, create computerized presentations, edit and proofread documents, set agendas, prepare presentations, document meeting minutes, and manage action items.
  • Calendar Management and Logistics: Plan, organize, manage, and analyze multiple calendars, schedule meetings, conference rooms, presentation equipment, and catering, ensuring no scheduling conflicts.
  • Cross-Functional Collaboration: Work across Altais on behalf of senior-level executives by collaborating with other Administrative Assistants and Executive Assistants to provide coordinated support to various leaders.
  • Event Management Activities: Organize meetings, conferences, and special affairs, coordinate catering, plan team activities, and events.
  • Timekeeping: Manage, audit, and approve timecards, track PTO, and resolve related issues with Payroll.
  • Expense Management: Manage, reconcile, and complete expense reports, process invoices, and resolve billing issues with vendors and Finance.
  • Budget Tracking: Participate in annual budgeting planning and preparation activities and ongoing tracking of department expenses.
  • Communication Management and Liaison: Manage internal communications, document editing, presentation edits, internal and external email communications, and manage executive email inboxes.
  • Travel Arrangements and Management: Coordinate local and domestic travel, register executives for conferences and meetings, and manage trip agendas and logistics.
Required Skills and Qualifications
  • 5 years of experience supporting senior and/or C-suite level executives.
  • Proficient computer skills, including Microsoft Office (Word, Outlook, Excel, PowerPoint), other office productivity tools (email, calendaring, desktop publishing, and database management).
  • Excellent communication skills, both written and verbal.
  • Demonstrate strong attention to detail, accuracy, and ability to work effectively with little or no direction or supervision in a fast-paced environment.
  • Purchasing and negotiating skills.
  • Independent judgment and initiative within established policies and procedures.
  • Team player with strong interpersonal skills who partners well with people at all levels.
  • Ability to develop, organize, and implement office procedures and systems.
  • Ability to identify creative solutions that address time, budget, and quality.
We Share Our Mission & Values
  • You are passionate about improving the healthcare experience and want to be part of the Altais Health Solutions mission.
  • You are bold and curious – willing to take risks, try new things, and be creative.
  • You take pride in your work and are accountable for the quality of everything you do, holding yourself and others to a high standard.
  • You are compassionate and demonstrate emotional intelligence, considering others when making decisions and always trying to do the right thing.
  • You co-create, knowing that we can be better as a team than individuals.

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