Executive Assistant

Our healthcare client is searching for an Executive Assistant for a 6 month contract position onsite in Palo Alto with the potential to extend / convert to fulltime.

Executive Assistant provide the full range of administrative assistance of considerable complexity, difficulty and sensitivity to Executive-level positions and independently plan, organize, and oversee the day-to-day activities of an Executive’s Office, relieving the Executive of administrative detail, and acting as the primary liaison and first point of contact representing the Executive on all matters pertaining to the office.

The work is assistive in nature and focuses on extending the capabilities of Executives. Executive Assistants are delegated specific administrative responsibilities and maintain a confidential working relationship with the Executive supported. As the assistant to an Executive, these positions have significant internal and external contacts at all organizational levels and require an advanced level of tact, diplomacy, and discretion. There is regular access to confidential and sensitive material. Leading other staff is often an integral component of the assignment.

Duties include :

• Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the executive accordingly; make decisions to page or contact the executive at off-site locations in critical situations; make referrals to appropriate administrative staff or provide requested information as appropriate.
• Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials based on instructions from the executive, agency activities, and the predetermined, ongoing priorities of the organization; resolve matters personally within parameters established by the executive, and forward materials to appropriate managers and staff for analysis and reply; follow up as required to ensure responses are timely and in conformance to established standards.
• Coordinate and facilitate the executive’s calendar to schedule appointments and engagements; arrange conferences, meetings and hearings for commissions, boards, or other bodies; make travel, lodging and meeting room arrangements including public address systems, teleconferencing, refreshments, and other amenities; ensure agendas, background information, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of tapes, minutes or other media.
• Compose correspondence and prepare administrative reports and / or financial records, relying on a variety of source material; respond to requests for information regarding programs and activities; provide administrative data, and communicate the activities, views, and commitments of the executive.
• Compile publications, newsletters, or informational pamphlets; determine appropriate layout and design. Work with authors to prepare charts or graphics to ensure optimum quality of final reproduction. Coordinate printing and distribution.
• Review, proofread and edit documents prepared for the executive’s signature; ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness or accuracy; ensure proper grammar, punctuation, spelling and usage as well as appropriate distribution and archiving.
• Organize and maintain confidential records and files for the executive on computer or manual systems, including materials of a highly sensitive or complex nature, ensuring the security of such information; maintain filing systems.
• Maintains a variety of complex records on computer or manual systems, including materials of a highly sensitive or confidential nature; establishes and maintains filing systems.
• May serve as a lead-worker to subordinate personnel in the Executive’s office as assigned; assign, schedule, coordinate, and review the work activities of the clerical and / or administrative support staff to facilitate the adherence to and accomplishment of work objectives and ensure efficient and effective operation of the Executive’s office; make recommendations to hire or discipline incumbents or reassign duties to positions; provide input into performance evaluations; determine priorities and reassign work to meet those priorities or to complete large projects; provide orientation and training to new support staff members.
• Participate in development of the executive office budget; prepare narrative and statistical justifications in support of requests for additional funding; conduct research related to the cost, quality, applicability and effectiveness of new or improved office equipment and systems.
• Control accounts of the office by approving and submitting bills for payment or verification; order and maintain necessary office supplies.
• Perform specialized administrative duties required to support the specific responsibilities of the executive, using discretion to make judgments based on operating guidelines; plan, organize, coordinate and oversee special projects and assignments (e.g., event planning / coordination, department-wide activities, etc.) relative to the organization as requested by the executive.
• Maintain current knowledge of issues, problems, situations and activities of special interest to the executive regarding the organization as a whole and its divisions and programs; monitor media coverage and alert the executive to new developments or articles of interest.
• Represent the Executive in meetings as assigned.
• Perform other related and incidental duties as needed or required.

Minimum Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education : High school diploma OR equivalent certificate (i.e., the California High School Proficiency Examination (CHSPE) or the General Educational Development (GED).

Experience : Five (5) years of related office administrative and / or secretarial experience, which must have included providing office support to management staff and administering or coordinating office services operations. Preference with previous high level executive support services

License / Certification : None required.

Knowledge, Skills and Abilities

These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure / certification.

Physical Requirements and Working Conditions

The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Physical Requirements

Working Conditions