Executive Assistant

Title: Executive Assistant
Location: Oakland, CA 94609
Duration: 3 Months (Possible contract to perm for the right candidate)
 
COMPLETE DESCRIPTION:
 
The Executive Assistant provides high-level administrative support for a major department managed by a Vice President or a Senior Manager. The Executive Assistant maintains a responsive relationship with the day to day activities of the departmental staff, consultants and clients.  The position is responsible for a variety of clerical and administrative duties.  These duties will require knowledge of office routine and an understanding of the organization, programs and procedures related to the work.
 
DUTIES & RESPONSIBILITIES:
 
1.        Maintain calendars/schedules and tickler files recognizing department commitments to insure compliance
2.        Develop custom reports using Word, Excel, PowerPoint, and/or other in-house programs
3.        Able to work with little direction while handling different situations, problems and deviations 
4.        Prioritize duties, policies and department goals 
5.        Comply with established departmental policies and procedures, objectives, quality, safety, and environmental standards
6.        Compose, prepare, and type routine and non-routine correspondence, reports, memoranda, technical papers and related material in support of departmental staff
7.        Maintain an accurate and complete filing system of all pertinent records, correspondence, papers and logs for all work performed by the department
8.        Receive, handle, filter and transfer phone calls and messages promptly and courteously.  Discreetly provide routine and non-routine information to inquiries regarding project related topics
9.        Coordinate meetings and presentations, composes and distributes agendas and minutes of meetings, sets up and reserves facilities, notifies attendees, etc.
10.     Open and route mail, distribute correspondence and materials
11.     Compile and enter data manually for reports and projects
12.     Process and maintain confidential information, such as personnel files
13.     Other duties as assigned
14.     Understand, support, promote and adhere to the Children’s Hospital and Research Center, Oakland customer services philosophy and standards
 
SECONDARY RESPONSIBILITIES:
 
1.        Maintain supplies, order supplies as necessary
2.        Provide guidance and assistance to other clerical staff
3.        Provide back-up coverage and support when needed

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