Executive Assistant Job at SIMPLE SOLUTIONS PSYCHOTHERAPY in Rancho Cucamonga

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Under the general direction of the Owner/CEO, the Executive Assistant performs a variety of technical and complex administrative support duties. The Executive Assistant serves as a confidential assistant to the Owner/CEO and, as such, must maintain a high level of professionalism and confidentiality of private and sensitive information. The Executive Assistant handles multiple tasks simultaneously in a high-volume workload and fast-paced environment.

• Performs administrative tasks for the Owner/CEO including maintaining calendars, scheduling appointments, distributing incoming and outgoing mail, transmitting phone messages, maintaining confidential records, maintaining an accurate filing system and composing outgoing correspondence.
• Writing and submitting of government grants (federal/state/city), follow through and reporting oversight
• Grant proposal writing to include writing grant proposals and applications, finding sources of grant moneys, networking to locate moneys and ideas for grant proposals
• Receives, handles, and stores confidential information. Maintains a professional, high level of confidentiality of private and sensitive information.
• Makes hotel, conference, and travel reservations as directed.
• Arranges meetings and coordinates hospitality as needed.
• Coordinates events involving the owner/CEO with other departments and outside vendors.
• Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the office with a working understanding of functions and procedures of company.
• Organizes, balances, prioritizes, and performs administrative support duties, anticipating business calendars. Establishes and works within timelines for projects, activities, and required submissions.
• Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines.
• Provides administrative support, prepares forms, revisions, and final documents.
• Takes notes and transcribes proceedings, as required. Types (keyboard) from rough drafts or verbal instructions to a variety of materials such as, but not limited to, letters, memoranda, and reports. Independently composes original correspondence and forms on routine matters.
• Prepares agreements and contracts for services as needed. Processes contract documents for approval and distributes executed contracts.
• Performs special projects as directed.
• Trains, assigns, prioritizes, and reviews work of other staff, volunteers, and temporary help.
• May maintain the office's website.
• Maintains and files correspondence.
• Orders and maintains office supplies.
• Maintains positive working relationships with other departments.
• Creates an atmosphere of inclusiveness.
• Ensures compliance regulations.
• Performs other duties as assigned that support the overall objective of the position and the owner/CEOs mission and philosophy.