Executive Assistant - Administrative

Executive Assistant - Administrative 95503626

A leading medical institution is seeking an Executive Assistant - Administrative. The successful candidate will serve as the primary point of contact and gatekeeper for the Chairman’s Office. The ideal candidate has 5-7 years of experience as an administrative/executive assistant. The company offers a great work environment!

Executive Assistant - Administrative Pay and Benefits:

• Hourly pay: $30/hr
• Worksite: (San Francisco, CA 94143 - Hybrid- 3 days onsite/week (first few months of training onsite))
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 5 Month Assignment

Executive Assistant - Administrative Responsibilities:

• Oversees and ensures the daily administrative operations run smoothly for the executive's office
• Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
• Implements basic and moderately complex programs, meetings and events designed to inform internal and external constituencies of Dermatology, policies, and practices.
• Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
• Handles the details of a variety of matters on behalf of the Chairman.
• Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures.
• Prepares confidential reports for senior staff, systemwide and other officials.

Executive Assistant - Administrative Qualifications:

• BA/BS degree with a major in a related field and 5-7 years of experience in administrative/executive assistant or administrative analysis or operations research; in a university and research environment; or an equivalent combination of education and experience in a complex, dynamic environment.
  
• Combination of education and experience in providing and managing administrative support to a Department Chair, Director, or Senior Faculty member.
• Previous experience as Executive Assistant providing support to a high-level position requiring discretion and judgment in daily activities.
• Experience with travel planning and reimbursements.
• Previous Experience in Event Planning.
• Experience with preparation of communications including office announcements, PowerPoint presentations, agendas for meetings and reports.
• Experience with drafting and distributing newsletters.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
• Proven ability to manage complex calendars, prioritizing activities and responsibilities to meet deadlines in an environment of frequent interruptions and changing and competing priorities.
• Knowledge of University constituencies, organizational structure, policies, and procedures.
• Exquisite attention to detail; generation of error-free documents; proofreading of documents.
• Strong Project Management.
• Thorough knowledge of common organization-specific and other computer application programs.
• Analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing.
• Strong skills in analyses and complex problem-solving; Ability to analyze problems, determine solutions, and make decisions based on relevant information and established procedures.
• Demonstrated ability to communicate and interact with professionalism, courtesy, and good judgment in person, in writing, and by telephone.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Ability to generate a range of creative solutions to business challenges.