Executive Administrative Assistant Job at SBHIS in Chula Vista

Executive Administrative Assistant

We are seeking a highly organized and proactive Bilingual Executive Administrative Assistant to support our CEO. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to manage multiple tasks in a fast-paced environment. Responsibilities include managing schedules, coordinating meetings, preparing reports, handling correspondence, and making travel arrangements. If you thrive in a dynamic work environment and are skilled at problem-solving and maintaining confidentiality, we invite you to apply.

Essential Duties and Responsibilities

• Manage and maintain the CEO's complex calendar, scheduling meetings, appointments, and travel arrangements.
• Coordinate and prioritize meetings, events, and appointments for the CEO, ensuring effective time management.
• Screen and manage phone calls, emails, and other correspondence, ensuring timely responses and appropriate follow-up.
• Make travel arrangements for the CEO, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
• Prepare and proofread reports, presentations, and other key documents for the CEO's review and meetings.
• Conduct research and compile information as needed for various projects and strategic initiatives led by the CEO.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist with the preparation and follow-up for board meetings, executive team meetings, and other leadership engagements.
• Support the CEO in managing special projects, ensuring deadlines are met and details are effectively executed.
• Serve as a liaison between the CEO and internal/external stakeholders, maintaining strong relationships and communication.
• Conduct general office tasks, such as filing, answering phone calls, and heavy emails.
• Assists with special projects as assigned.

Required Skills

• Exceptional organizational skills with the ability to manage multiple priorities and meet tight deadlines.
• Strong communication skills, both verbal and written, with the ability to interact professionally with all levels of the organization.
• Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.) and familiarity with various office management tools.
• Advanced time management skills with the ability to manage complex schedules and travel arrangements.
• Attention to detail and accuracy in handling tasks, correspondence, and documentation.
• Confidentiality and discretion, especially in handling sensitive and confidential information.
• Problem-solving abilities and the capacity to proactively address challenges as they arise.
• Adaptability and flexibility in a fast-paced, dynamic work environment.
• Strong interpersonal skills with the ability to build relationships and work effectively with a diverse range of people.
• Ability to work independently while being a collaborative team player when necessary.
• Self-motivated with a strong work ethic, ability to take initiative, anticipate needs, and exercise independent/sound judgment.
• 100% reliable in tracking, communicating, and completing all business and personal tasks in a timely and efficient manner with little direction.
• Flexibility and willingness to be on-call for urgent matters or last-minute changes, ensuring constant support for the CEO.