What are the responsibilities and job description for the Executive Assistant position at External Postings?
What You Will Do
Provide day-to-day administrative support to the executive leadership team at CHP's La Jolla office. You will be the person who keeps the office running smoothly and ensures leadership can focus on the business rather than logistics.
- Manage and coordinate calendars for multiple executives, including scheduling meetings, resolving conflicts, and ensuring leadership is prepared with necessary materials in advance.
- Answer and route incoming phone calls professionally, take messages, and follow up as needed.
- Monitor and manage shared email inboxes and flag items requiring executive attention.
- Process incoming and outgoing mail and packages, including sorting, distributing, scanning, and filing.
- Coordinate travel arrangements including flights, hotels, and ground transportation.
- Prepare conference rooms for meetings, coordinate catering and supplies, and greet visitors.
- Maintain organized digital and physical filing systems for executive correspondence, contracts, and operational documents.
- Step in to support other departments with data entry, report formatting, and ad hoc administrative tasks as needed.
- Order and maintain office supplies and coordinate with building management and vendors for office needs.
- Assist with basic expense report preparation and invoice routing.
Required Qualifications
- 2 years of experience in an administrative support, secretary, or office coordinator role. Strong proficiency in Microsoft Office (Outlook, Word, Excel) and Google Workspace.
- Demonstrated ability to manage calendars and coordinate schedules for multiple people simultaneously.
- Excellent phone manner and professional written communication skills.
- High attention to detail, particularly with data entry and document handling.
- Ability to handle confidential information with discretion.
- Reliable, punctual, and comfortable working in-office five days a week in La Jolla.
- Strong organizational skills with the ability to prioritize and pivot between tasks without losing track of commitments.
Preferred Qualifications
- Experience supporting C-suite or senior leadership in a healthcare, staffing, or professional services environment.
- Familiarity with HRIS platforms or HR/operations software.
- Experience coordinating travel.
- Notary public certification or willingness to obtain one.
Location: La Jolla, CA
Pay: $26/hr
Schedule: Monday-Friday 8a-430p, fully on-site
Salary : $26