JOB TITLE: Full Circle Health Network Executive Assistant

ACCOUNTABILITY: Executive Director

JOB SUMMARY:

Under the direct supervision of the Executive Director perform, coordinate, and oversee technical and office administrative duties in support of Full Circle Health Network including the provision of varied and complex office duties; oversee all office operations, maintaining supplies, equipment and responsible for internal communications.

POSITION REQUIREMENTS:

• College degree or equivalent experience is preferred
• Three to Five (3-5) years previous progressively responsible experience as administrative assistant, preferably executive administrative support activities
• Proficient with minute-taking and transcription
• Excellent written language skills and experience with composition of correspondence
• Outstanding organizational skills and ability to anticipate office needs
• Excellent computer and Internet skills, intermediate to advanced skill with MS applications (Word, Excel, Outlook, and Power Point). Computer experience within a network environment and Internet experience
• Proficiency with word processing, data base and spread sheet software as measured by skills assessment test
• Expertise in managing complex travel and calendar arrangements
• Must be extremely flexible as this position may require an extended workday, including late evenings and weekends
• Valid California driver’s license, a clear driving record and personal vehicle insurance coverage
• Ability to juggle multiple projects and timelines and prioritize tasks independently.

SPECIFIC SKILLS:

• Able to manage multiple projects and priorities simultaneously and be results oriented
• Ability to adapt to an ever-changing environment
• Sound judgment, quick thinking, and poise under pressure
• Excellent presentation, written and interpersonal communication, time management, and organization skills and the ability to work independently
• Demonstrated awareness of sensitivity to and competence in dealing with cultural and socioeconomic diversity of client population
• Exceptional interpersonal relationship skills in collaborating with supervisor, co-workers, members, and external stakeholders
• Must be highly motivated and well organized, with the ability to design and implement organizational systems
• Must be detail-oriented, organized, and agile at setting up and moving administrative
• systems and procedures
• Ability to work well under pressure and handle crises effectively
• Demonstrate strong organizational and interpersonal skills to work effectively with a wide variety of internal and external resources
• Ability to exceed goals, exhibit a sense of urgency and possess a continuous improvement approach to work
• Knowledge and high-level skills with all Microsoft products – Excel, Word, Outlook, Sharepoint, Powerpoint
• Experience with project management tools highly desired

PHYSICAL REQUIREMENTS: No physical restrictions, which would impair the employee from safely and efficiently performing assigned duties. Ability to work in place for word processing, data entry and performing other clerical tasks at an ergonomically correct workstation with periodic breaks

ESSENTIAL RESPONSIBILITIES & DUTIES

• Perform a wide variety of executive administrative duties as required by daily operations of the general office, and for the Executive Director and Director of Network Operations.
• Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations
• Research and analyze routine administrative projects for the Directors; prepare first draft reports on routine administrative matters
• Receive and distribute incoming mail
• Receive and screen communications to the Executive Director including e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication through the Executive Director’s office
• Independently respond to and draft letters and general correspondence of a routine nature
• Create charts, graphs, spreadsheets, memos, reports, and presentations; prepare and submit expense reports and other administrative duties as required
• Maintain appointment schedules and calendars for the Executive Director, run errands, make travel arrangements; arrange meetings, conference calls, agency wide events and conferences for the Executive Director
• Provide support for meetings by preparing agendas, summaries and handouts, order refreshments or food and book meeting locations
• Attend Staff, Advisory Board Committees, Board, and other meetings and take minutes as directed by the Executive Director
• Work independently or with a special team on special projects
• Manage efficient file systems and/or data bases vital to organization’s operations
• Coordinate and manage special events as requested
• Maintain strong and positive relationships with members and external stakeholders
• Research and document background materials for projects as requested by Operations Manager
• Maintain office supplies and equipment
• Interface with IT, phone, and office supply vendors to ensure all staff have what they need
• Manage all communications with suppliers and vendors
• Work with other administrative positions to coordinate calendars and activities of the Network

OTHER FUNCTIONS:

• Attend required meetings as assigned
• Follow Agency policies and procedures
• Participate in Agency in-service training program
• Understand and follow all California Alliance safety policies, procedures, and rules. Perform all job duties safely
• Identify and immediately report all workplace hazards, safety rule violations, near misses, and work-related injuries
• Perform other duties as assigned
• CLASSIFICATION: Full-time, exempt, benefited

SCHEDULE: Must be flexible as this position may require an extended workday, including late evenings and weekends

PLEASE SEND COVER LETTER, RESUME AND COMPLETE ASSESSMENTS WHEN APPLYING.

COMPENSATION: Commensurate with background and experience.

Job Type: Full-time

Pay: $68,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Hybrid remote in Sacramento, CA 95816

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