Benefits:
Dental insurance
Health insurance
Paid time off
Vision insurance
Job Title | Executive Assistant Salary | $25 - $35/hr, DOE/DOQ Location | Hybrid Classification | Non-exempt Status | Regular, 20-40 hrs/wk Reports To | CEO Supervises | Not applicable Effective Date | 9/01/2024 Revision Date |
Job Purpose/Summary
The Executive Assistant plays a crucial role in providing administrative and clerical support to the Chief Executive Officer. The Executive Assistant must be a detail-oriented professional with exceptional communication skills, capable of managing a wide range of administrative and executive support-related tasks. The Executive Assistant must be able to work independently in a fast-paced environment while maintaining a high level of professionalism and confidentiality.
Essential Duties & Responsibilities
Calendar Management: Schedule and coordinate meetings, appointments, and travel arrangements for the CEO, ensuring efficient time management.
Communication: Act as the primary point of contact between the executive and external stakeholders. Manage phone calls, emails, and other correspondence.
Meeting Preparation: Prepare agendas, presentations, and reports for meetings. Take minutes and follow up on action items.
Travel Coordination: Arrange travel itineraries, accommodations, and logistics for both domestic and international trips. Prepare expense reports and manage reimbursements.
Document Management: Organize and maintain files, documents, and records, both physical and electronic. Ensure easy access and retrieval.
Project Management: Assist with special projects, including research, analysis, and coordination. Track project deadlines and ensure timely completion.
Confidentiality: Handle sensitive information with discretion and maintain a high level of confidentiality.
Office Management: Oversee office supplies, equipment, and other administrative tasks as needed.
Event Planning: Coordinate and manage executive-level events, conferences, and social gatherings.
Board Meeting: Set up Board meetings, note taking and communication with the Board.
Other duties as assigned or required to fulfill the mission of Sacred Path.
Experience & Qualifications
Minimum of 3 years of experience as an Executive Assistant or in a similar role supporting senior management.
Skills:
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Proficiency in Google Workspace (Docs, Sheets, Gmail).
Ability to work under pressure and meet deadlines.
High degree of professionalism and confidentiality.
Problem-solving skills and attention to detail.
Experience with project management tools and software is a plus.
Personal Attributes:
Self-motivated and proactive.
Adaptable and flexible with a positive attitude.
Strong interpersonal skills and the ability to work well with others.
Education
Bachelor’s degree in Business Administration, Communications, or related field preferred.
License/Certifications: None required
Patient Care and Customer Service
Deliver exceptional customer service, addressing inquiries, concerns, and complaints in a timely and compassionate manner.
Resolve issues and escalate matters as necessary.
Communication/Interpersonal Skills
Interact with people in a professional and respectful manner, both verbally and in writing.
Some key skills in this area include active listening, clear verbal/written communication, cultural humility, conflict resolution, problem-solving, collaboration, time-management, advocacy, adaptability and adhering to ethical standards such as confidentiality.
Technology Skills
Must be able to use a computer to complete needed tasks for a job.
Proficient in Excel, Word, Google Workspace (Sheets, Docs), Zoom
Utilize technology tools for scheduling, travel arrangements, communication, etc.
Position Qualification Preferences
Experience working with the American Indian/Alaska Native community.
Work Environment
The work environment characteristics described here are typical of those an employee will encounter while performing the primary functions of this job. Normal office conditions exist, and the noise level in the work environment can vary from low to moderate.
Physical Demands
The physical demands described are typical of those required by an employee to perform the primary functions of this job successfully. While performing the duties of this job, the employee is required to stand, walk frequently, sit, bend, twist, talk, and hear. There are prolonged periods of sitting, keyboarding, reading, as well. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include reading, distance, computer, and color vision. Talking and hearing are essential to communicate with vendors, and staff.
Mental Demands
There are various deadlines associated with this position. The employee must also multi-task and interact with many people on a variety of issues that are, at times, very complicated.
Performance Expectations
In the performance of their respective tasks and duties, all employees of Sacred Path are expected to conform to the following:
Uphold professional ethics and confidentiality in handling sensitive information and maintaining client privacy.
Adhere to all relevant policies, procedures, and regulations, ensuring compliance with healthcare and social service industry standards and best practices.
Interact in an honest, trustworthy, and dependable manner with clients, employees, and vendors, keeping in mind the primary purpose of client care and safety.
Possess cultural awareness and sensitivity
Demonstrate proficiency in the essential job duties and responsibilities, consistently meeting or exceeding performance targets and quality standards.
Other Requirements
Eligible to work in the United States
Pass fingerprint clearance
Maintain annual negative TB test results on file
Pass a post-offer drug test
Possess and maintain a reliable vehicle with valid CA driver’s license and active auto insurance
Available to work evenings and weekends, as needed
Willing to travel, as needed (travel time could range from 5 - 10%)
Flexible work from home options available.