Executive Assistant

Title: Executive Assistant
Location: Oakland, CA 94609
Duration: 3 months with possible extension (depending on performance & work load)
 
JOB DESCRIPTION:
 
The Executive Assistant II provides high-level support for a Senior Leader in UCSF Benioff Children’s Hospital Oakland and/or Foundation. This position manages a wide range of executive administration projects to support the Senior Leader, assuring deadlines are met and follow-up on all activities directed by the Senior Leader. The Executive Assistant II serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Senior Leader. They produce high quality correspondence and detailed, accurate reports. Maintains corporate documents and assists governmental agencies as needed. Interacts with senior management and staff. Works independently. 
 
ESSENTIAL FUNCTIONS:
 
·         Provide confidential administrative support to Senior Leader and maintain confidentiality of sensitive organization documents and records.
·         Answer internal and external telephone calls to Senior Leader’s office, properly representing the vision, mission and values of UCSF Benioff Children’s Hospital Oakland; coordinate phone and office coverage with other staff members. Respond to a variety of telephone and written inquiries and/or direct inquiries to appropriate staff members for response. 
·         Maintain complex calendar for Senior Leader and schedule meetings in a timely, efficient and professional manner; make room/calendar arrangements and contact participants. This includes meetings with outside sources and may include working with adjacent executive assistants to coordinate.
·         Coordinate and confirm travel arrangements; process expense reports for Senior Leader
·         Ensure Senior Leader has agenda and necessary materials for scheduled meetings. This includes copying and organizing meeting materials. 
·         Comply with established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.
·         Coordinate the processing of administrative paperwork such as invoices, timecards, etc. 
·         Maintain office supply inventory; coordinate routine maintenance and repair of office equipment.
·         Receive, sort and distribute incoming mail. Prioritize correspondence for prompt and immediate action as required. Ensure all staff reports are provided to Senior Leader daily or immediately, as required.
·         Manage subscriptions, professional organization affiliations and other related activities for Senior Leader.
·         Create a variety of creative charts, graphs and other visual aids for use in presentations and for other purposes.
·         Prepare and distribute meeting packages on a timely basis to appropriate staff. Attend meetings and take minutes as required. This includes Board Committee meetings as assigned.
·         Maintain electronic and/or paper files; organize and ensure timely filing of documents as requested.
·         Create, compose and edit correspondence, summaries and reports.
 
ADDITIONAL RESPONSIBILITIES:
 
·         Collect and tracks data; provides reports as requested.
·         Provides assistance on special projects as assigned by Senior Leader.
·         Provides assistance and support for VPs and other direct reports as assigned by Senior Leader.
·         Performs other related duties as assigned or requested
 
Communications Required: 
 
·         Excellent verbal and written communication skills.  Ability to communicate well with all levels of staff within the organization.
 
Decision-Making Required:  Ability to effectively manage shifting priorities. 
 
Problem-Solving Required: Ability to identify and understand issues, problems, and opportunities; determines course of action; develops appropriate solutions
 
Financial Responsibilities:  May assist senior leader with budgeting responsibilities.
 
Knowledge, Skills, and Abilities: 
 
·         Excellent and accurate secretarial skills
·         Excellent writing, composition, proofreading and copy-editing skills
·         Ability to take and transcribe accurate minutes 
·         Ability to create, compose and edit correspondence and reports
·         Excellent research and analytical skills
·         Excellent interpersonal skills, including strong service and collaborative team orientation skills
·         Excellent organizational skills and highly detail-oriented 
·         Ability to handle multiple tasks and prioritize work effectively
·         Ability to work with all levels of staff within the organization
·         Ability to work harmoniously within a culturally diverse community
 
Technical Knowledge: 
 
·         Proficiency in Microsoft Word, Excel, PowerPoint and email systems.
 
Minimum Education:
 
·         AA degree and/or significant experience at an executive level as an assistant in the healthcare field. Experience as an executive assistant in a related field will be considered in lieu of healthcare experience
 
Education Notes: 
 
·         Preferred: Bachelor’s degree
 
Minimum Experience: 
 
·         A minimum of 5 years of progressively responsible executive level administrative assistance or executive secretarial experience.

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