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.

• Knowledge of principles and practices of office management and organization.

• Knowledge of workflow, administrative processes, and operating procedures necessary to support the operations of an Executive office.

• Knowledge of and skill in advanced word processing, spreadsheet, email, presentation, and web content management software applications.

• Knowledge of English composition, spelling, grammar, and punctuation and basic mathematic principles.

• Proficiency in Microsoft Office Suite, including word processing, spreadsheet and presentation applications.

• Skill in keyboarding.

• Skill in interviewing inquirers, screening information, information control, consolidation and routing.

• Ability to foster pertinent, effective group communication.

• Ability to learn to interpret, apply and consolidate priority information and policies.

• Ability to implement a comprehensive administrative support program

• Ability to use discretion and independent judgment in evaluating information of a sensitive and confidential nature.

• Ability to understand the ramifications of actions taken and information processed.

• Ability to use tact in dealing with staff, stakeholders, and the public and to maintain effective working relations and communications with others.

• Ability to independently prepare complete and concise reports and correspondence.

• Ability to effectively coordinate, perform, and complete multiple duties and assignments concurrently and in a timely manner.

• Ability to plan, direct, coordinate, and evaluate the work of others.

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

• No unusual physical requirements.

• Requires no heavy lifting, and nearly all work is performed in a comfortable indoor facility.

• Job frequently requires finger dexterity necessary to operate equipment used in the position, sitting, reaching, talking, hearing, handling objects with hands.

• Job occasionally requires standing, walking, bending/stooping/kneeling/crouching/crawling, and lifting up to 10 pounds.

• Vision requirements: Ability to see information in print and/or electronically.

Working Conditions

• Incumbents may be required to work at a desk or other work station for prolonged periods; constant attention to detail is required.

• Ability to concentrate with frequent interruptions and general office noise is required.

• Incumbents may be required to travel to various work locations.

• Externally imposed deadlines; set and revised beyond one’s control; interruptions influence priorities; difficult to anticipate nature or volume of work with certainty beyond a few days; meeting of deadlines and coordination of unrelated activities are key to position; may involve conflict-resolution or similar interactions involving emotional issues or stress on a regular basis.