Executive Administrative Specialist

JOB SUMMARY 

The Executive Administrative Specialist provides comprehensive administrative support to our Senior Leadership Team (SLT) and Human Resources department. This position will be responsible for managing schedules, organizing meetings, drafting meeting minutes, STL task management, handling correspondence, managing confidential/sensitive information and ensuring smooth daily operations within the office.  Position requires being a self-starter with excellent communication and organizational skills, able to handle a wide variety of administrative tasks and be able to work in a fast-paced environment 

Location: In Office position, San Luis Obispo Office Assignment 

FLSA: Non-Exempt 

Pay Grade: 5

Department: Administration

Reports To: Manager of HR

RESPONSIBILITIES 

• Calendar Management: Schedule and manage appointments, meetings, and travel arrangements for executives. Ensure that the executive's day is organized and efficient. 

• Communication & Correspondence: Serve as the primary point of contact between the executive and internal/external stakeholders. Screen calls, handle inquiries, and take messages when necessary. 

• Meeting Coordination: Organize and prepare materials for meetings, take minutes during meetings, and ensure timely follow-up of action items. 

• Document Preparation & Filing: Prepare reports, presentations, and correspondence as needed. Organize and maintain files (physical and digital) in a systematic manner. 

• Travel Arrangements: Plan and coordinate travel, accommodations, and itineraries for business trips. Ensure all necessary travel documents are up to date. 

• Expense Management: Track and submit expense reports, handle invoices, and manage budgets related to the executive's activities. 

• Event Coordination: Organize company events, conferences, and off-site meetings, including venue booking, catering, and logistics. 

• Confidentiality & Discretion: Handle sensitive information with a high degree of confidentiality and professionalism. 

• Ad-Hoc Projects: Assist with special projects and other duties as assigned by executives or Human Resources Manager. 

• Human Resources Support: 

    HR Documentation: Assist staff and management with HR documentation as needed.  

    Background Checks: Review and process background and sanction screenings for new hires. 

    Reference Verification: Verify references and previous employment. 

    DMV Records: Support obtaining and reviewing DMV pull records. 

    Onboarding: Assist with onboarding using BambooHR and UKG systems. 

    New Hire Documentation: Process and ensure accuracy of new hire paperwork. 

    Compliance: Ensure compliance with pre-employment requirements. Physical, Drug Screening and TB Results 

    Audits: Conduct and monitor monthly compliance audits for performance evaluations, auto documentation and credentials. 

    Staff Support:
Provide assistance and support to staff
regarding general HR-related inquiries. 

EDUCATION & EXPERIENCE 

• Associate degree, in a related field, Bachelor’s degree preferred   

• Minimum of 3 years' experience in high-level administrative roles, such as Executive Administrative Assistant, Specialist, or Coordinator. 

• General knowledge and skills in office management and administrative support functions. 

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) 

• Strong written and verbal communication skills 

• Excellent time management and organizational skills 

• Ability to work independently and prioritize tasks 

• Attention to detail and problem-solving skills 

• Ability to handle confidential information with discretion 

PHYSICAL REQUIREMENTS 

• Prolonged periods of sitting at a desk and working on a computer 

• At times, must be able to lift 15 pounds at times 

• Must be able to access and navigate each department at the organization's facilities 

Salary : $26 - $39