Administrative Assistant #1038

  • Location

    Palo Alto, United States

  • Sector:

    Administrative

  • Job type:

    Contract

  • Contact:

    Bao Tran

  • Contact email:

    Bao Tran

  • Job ref:

    1038

  • Published:

    26 days ago

  • Expiry date:

    2020-06-26

  • Consultant:

    #

Are you an experienced administrative assistant who wants an opportunity to further your career at a prestigious hospital in the Bay Area? Apply today so we can help you achieve your goal!

This role will to organize, coordinate, purge and take direction from Performance Improvement and Admin management team. These roles will work with other departments to assist in leveraging par levels, kan – ban coordination and any additional duties as needed.

  • Work Hour: 8-4:30p

  • 8-week contract

  1. position provides administrative and project support for the Office of Board Affairs and general office support for the C-Suite level. The position has direct contact and interaction with the Board of Directors and senior management, and patient families and guests.

The Administrative Assistant provides back-up support for the Office of Board Affairs to maintain efficient and effective operation. Primary duties include board meeting/event planning with responsibility for handling all logistical needs including securing conference rooms and ordering catering; organizing, filing and maintaining the Office’s corporate records, in electronic and or paper form; routine updating of records including Board member biographies and membership rosters; and managing travel and reimbursement of expenses for Directors, as needed.

  1. project support includes assisting with the management of official files and documents in accordance with bylaws and regulatory requirements, and preparing regulatory documents for filing with State and Federal agencies. The role may occasionally require attendance at Board and Committee meetings and recording and transcribing meeting minutes.

The Administrative Assistant provides receptionist and general office duties for the C-Suite. Duties include answering phones, drafting correspondence, ordering office and copier supplies, printing out daily conference room calendars, maintaining conference rooms before and after meetings, reconciling office expenses,

The Administrative Assistant must demonstrate a high level of professionalism, exercise good judgment and discretion in handling confidential and sensitive matters, and have the ability and knowledge to carry out his/her responsibilities independently and with minimal supervision from the supervisor. Previous experience interacting directly with executive leadership and directors in a large organization with a highly complex structure is desirable. This position requires attention to detail, the ability to multi-task and excellent computer skills.

Major Duties:

 

  1. Schedule meetings – Contact directors and staff to arrange Board and Committee meetings

  2. Make travel and meeting arrangements for Directors.

  3. Manage reimbursement of expenses (travel and other) incurred by Directors

  4. Assist with maintenance of office files, equipment, and order supplies

  5. Plan logistical and technical arrangements for Board and Committee meetings

  6. Regularly update Director records

  7. Assist with preparing regulatory documents for filing with State and Federal agencies

  8. Respond to staff and director requests for information

  9. Provide special projects assistance and related duties as assigned

Qualifications:
1. High school education or equivalent required.
2. At least 3-5 progressive experience.
3. Skill in handling multiple tasks with frequent interruptions and to act independently required.
4. Ability to communicate effectively in and knowledge of English grammar, spelling, and punctuation required.
5. Accuracy and attention to detail, independent judgment, and ability to handle a high volume of information in an appropriate manner.
6. Demonstrated proficiency in the use of personal computers and Microsoft Word applications required.

REOUIRED LICENSES/CERTIFICATIONS:
N/A