TITLE: Executive Assistant
OFFICE LOCATION: Sacramento
CENTER: Executive Management
EXEMPTION STATUS: Non-exempt
REPORTS TO: Chief Operating Officer
Performs a variety of complex assistant and administrative functions within the Center for Executive Management, under the general supervision of the Chief Operating Officer. Responsible for overall management of the COO’s daily schedule, meetings and workflow.
DUTIES & RESPONSIBILITIES
- Performs complex clerical and administrative work, involving independent judgment and discretion, necessary to manage the workflow, travel logistics and scheduling associated with the COO.
- Design, review and maintain filing systems and other clerical procedures for use within the department.
- Compiles background information and briefing material for meetings.
- Maintains liaison with physicians, medical staff professionals, association leaders, interest groups, legislative staff and legislators.
- Prepares general correspondence, types, edits and proofreads various documents and reports independently.
- Makes travel and meeting arrangements, coordinates attendance, and prepares expense reimbursements.
- Schedules appointments with an understanding of priorities.
- Screens and/or selectively refers telephone calls and e-mail to appropriate staff for disposition.
- Delegates tasks, projects and other duty assignments to administrative personnel as appropriate.
- Trains and assists in the evaluation of qualified administrative personnel.
- Assists the COO with resolution of problems and concerns from members.
- Performs other related work as assigned.
- Complies with established office procedures, rules, and company policies as outlined in the Personnel Policy Manual.
KNOWLEDGE & EXPERIENCE
- Perform difficult and responsible assistant and clerical work.
- 5+ years of administrative experience
- Demonstrated ability to arrange travel, hotels and other movement logistics quickly and accurately.
- Prepare reports and compose correspondence independently.
- Ability to remain organized and professional in a fast paced and changing environment
- Employ good judgment and make sound decisions in accordance with established procedures and policies.
- Work extended hours as necessary when Association functions or COO workload dictates.
- Work efficiently and effectively under pressure with the ability to prioritize workload.
- Establish and maintain cooperative and productive relationships with those contacted in the course of work.
- Proper English usage, spelling, and punctuation.
- Proficient use of electronic e-mail and Internet.
- Type accurately and efficiently.
- Strong computer skills with advanced knowledge of Microsoft Word, Excel, Power Point.
Some travel required.
Bachelor’s Degree preferred
(This job description reflects the general level and nature of the job. It is not intended to be all-inclusive.)