What are the responsibilities and job description for the Executive Assistant position at Alameda Alliance?

The Executive Assistant supports the functions of the Health Equity Office. Under the general supervision of the Chief Health Equity Officer (CHEO), the Executive Assistant performs a variety of routine, complex, and confidential duties requiring a thorough knowledge of office technology, organizational procedures, and computer skills. This position requires the ability to work as a team with administrative peers and Alliance staff. The Executive Assistant must be able to work independently, maintain strict confidentiality, and demonstrate diplomacy, mature judgment, and initiative.

Principal responsibilities include :

Provide critical, highly confidential, and professional administrative support to the CHEO daily and other Alliance Officers and Senior Managers as needed.
Anticipate the needs of the office and the daily activities by independently researching and developing the appropriate documents necessary for meetings; determining the priorities of issues and problems.
Assist the CHEO, Alliance Officers and Senior Managers in initiation or completion of assignments or projects resulting from meetings; provides research information and materials.
Establish and maintain efficient and organized day-to-day operations and determine which items can be responded to independently and which items may need immediate attention.
Manage work in a confidential manner, ensuring information is shared with internal and external individuals as appropriate.
Screen, prioritize and respond to incoming calls, emails, and faxes to determine their significance and plan their distribution.
Independently respond to letters and general correspondence of a routine nature.
Assist the CHEO, Alliance Officers and Senior Managers in keeping internal and external commitments. Keep calendars up-to-date and schedule appointments.
Perform other duties and special projects as assigned.

ESSENTIAL FUNCTIONS OF THE JOB

Performing writing, reporting, administration, research, and analysis.

Preparing reports, correspondence, and written materials.

Composing letters, memos, reports, and correspondence.

Answering telephone, directing inquiries to appropriate parties and taking messages.

Copying, faxing, and distributing documents through mail or in person.

Record keeping, file maintainence, and documentation of work products.

Communicating effectively and efficiently internally and externally.

Complying with the organization's Code of Conduct, all regulatory and contractual requirements, organizational policies, procedures, and internal controls.

PHYSICAL REQUIREMENTS

Constant and close visual work at desk or computer.

Constant sitting and working at desk.

Constant data entry using keyboard and / or mouse.

Frequent use of telephone headset.

Constant verbal and written communication with staff and other business associates by telephone, correspondence, or in person.

Frequent lifting of folders and other objects weighing between 0 and 30 lbs.

Frequent walking and standing.

Occasional driving of automobiles.

Number of Employees Supervised : 0

MINIMUM QUALIFICATIONS :

EDUCATION OR TRAINING EQUIVALENT TO :

High school diploma or equivalent supplemented by specialized administrative courses or college degree.

MINIMUM YEARS OF ADDITIONAL RELATED EXPERIENCE :

Five years related administrative experience .

SPECIAL QUALIFICATIONS (SKILLS, ABILITIES, LICENSE) :

Proficiency in correct English usage, grammar and punctuation.

Maintain a high level of professionalism and strict confidentiality.

Excellent and effective verbal and written communications skills.

Ability to work in cooperation with others.

Ability to handle multiple projects simultaneously.

Exemplary interpersonal skills, including ability to work effectively as part of a team across organizational structure a must.

Strong analytical problem-solving skills with initiative and ability to work independently.

Ability to meet deadlines and adjust to changes in policies, procedures, and priorities.

Visibility requires maintaining a professional appearance.

Proficiency in Microsoft Office Suite as well as internet search skills mandatory.

Possession of valid California driver's license and current automobile insurance required.

SALARY RANGE $69,606.86-$104,410.30 ANNUALLY

The Alliance is an equal opportunity employer and makes employment decisions on the basis of qualifications and merit. We strive to have the best qualified person in every job. Our policy prohibits unlawful discrimination based on race, color, creed, gender, religion, veteran status, marital status, registered domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, genetic characteristic, sexual orientation, gender identity or expression, or any other consideration made unlawful by federal, state, or local laws. M / F / Vets / Disabled.

Salary : $69,607 - $104,410

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