Executive Assistant

Position: Executive Assistant

Location: San Ramon, CA

Duration: Direct hire & Onsite

Position Summary:

The CEO Executive Assistant performs work directly related to the President and Chief Executive. Officer (CEO), along with C-level executives. Must use discretion and independent judgment while performing high-level administrative duties; highly self-motivated, professional, and capable of managing workload and prioritizing tasks in a fast-paced environment.

Essential Job Duties & Responsibilities:

• Coordinates and maintains executive calendars for corporate and community activities, tasks, and contact lists.

1. Organizes, schedules, and documents executive meetings and events.
2. Processes large quantities of emails (100 daily) and develops an organized system of categorizing, maintaining, and purging such files.
3. Handles heavy communication via email and text messaging.
4. Generates internal and external correspondence, publications, media documents, grant applications, and other written materials with clarity and finesse.
5. Functions as a gatekeeper for all incoming calls, executive phone calls, emails, and other means of communication in a professional and friendly manner, as well as documents and disseminates pertinent information to the necessary parties in a timely fashion.
6. Establishes a system of managing multiple tasks and projects as directed by executives and develops a method of communicating status reports/documenting action on a daily, weekly, and ongoing basis.
7. Directs the maintenance of corporate and executive files, including but not limited to corporate, legal, and financial records that allow quick and easy retrieval.
8. Maintains customer confidence and protects operations by keeping information confidential.
9. Coordinates board meetings and board retreats. Prepares and finalizes minutes and follows up on assigned projects.
10. Attends meetings outside of established working hours when necessary.
11. Distributes and maintains a variety of records of meetings in an appropriate filing system.
12. Research, extracts, coordinates, and summarizes information (confidential and nonconfidential) on behalf of the P CEO.
13. Compose and prepare business letters, memos, and reports.
14. Prepares and distributes Board orientation packets for newly appointed Board members.
15. Assists the P CEO with activities resulting from memberships in other transplant-related organizations, such as Association of Organ Procurement Organizations (AOPO), American Association of Tissue Banks (AATB), Organization for Transplant Professionals (NATCO), Association of Surgical Technologists (AST), American Society of Transplant Surgeons (ASTS), etc., as needed.
16. Attends and actively participates in task force/strategic meetings and activities.
17. Provides input and carries out the completion of projects in a timely manner.
18. Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
19. Runs personal errands for the executive (office supplies, lunch, etc.).
20. Other Duties as assigned.

Qualifications:

• Excellent working knowledge of Windows XP, MS Office, including extensive experience in Outlook.

1. Minimum 5-7 years of experience assisting a C-level executive.
2. Experience in a challenging professional environment.
3. close attention to detail and organization.
4. Must have impeccable people skills. Maintain a positive and upbeat personality.
5. Excellent online and offline research skills.
6. Ability to self-start and work highly independently and effectively, as well as within a tight team.
7. Highly motivated, self-starter with the ability to anticipate needs.
8. Adaptable, easy-going, and collaborative.
9. Excellent grammar and business writing skills are required.
10. Excellent typing skills – accuracy and speed.
11. Detail-oriented team player with strong work ethic.
12. High degree of confidentiality and professionalism.
13. Flexibility to assist the P CEO after hours and on weekends to support business needs.
14. Ability to multitask and quickly adjust to changing priorities.
15. Professional appearance and demeanor.
16. Must be local with good knowledge of the city.
17. Valid driver’s license and successfully pass driving record check, a criminal background check, & credit check.
18. Reliable transportation.

Education:

• Preferred – bachelor’s degree from an accredited business school/college.

1. Minimum 5-7 years of experience assisting a C-level executive.