Executive Administrative Assistant

14 hours ago

Westlake Village, California, United States Vigilance Health Full time
Job Summary

Vigilance Health is seeking a highly organized and proactive Executive Administrative Assistant to oversee administrative operations and support senior leadership. This role is key to ensuring smooth office operations and facilitating effective executive communication.

Key Responsibilities
  • Manage office logistics, including ordering supplies, maintaining inventory, handling mail, and ensuring the office runs smoothly.
  • Assist with tracking and managing accounts payable tasks to ensure timely and accurate processing of payments.
  • Facilitate new hire orientations and ensure a smooth onboarding experience for all new team members.
  • Coordinate and organize corporate events, conferences, and meetings.
  • Monitor and maintain leadership calendars, schedule appointments, coordinate travel, and ensure that meetings and deadlines are met with precision.
  • Serve as a gatekeeper for executive communications, managing calls, emails, and client interactions.
  • Create, edit, and manage internal presentations, reports, and documents for the team.
  • Maintain meeting minutes for senior leadership meetings and update Planner in O365, ensuring all projects and tasks are tracked effectively.
  • Continuously assess and improve office policies and procedures, adapting to changes in workflows and business needs.
  • Manage relationships with vendors, ensuring clear communication, accountability, and the fulfillment of all agreements.
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.

Vigilance Health is a dynamic organization that values innovation, teamwork, and excellence. As an Executive Administrative Assistant, you will be a trusted partner to senior leadership, anticipating their needs and ensuring they are always well-prepared and on track. 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.

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