Executive Admin

Executive Admin

Hybrid in Bay Area CA (primarily remote with onsite a few times a month at one of the 3 offices Pleasanton, San Francisco, South Bay)

6+ Month contract with high potential to convert full time / perm with client (based on performance)

$40.00 - $50.00 / hourly rate (range based on experience)

Under limited supervision, supports the head of a department by providing advanced level administrative support and general office duties of a highly responsible and confidential nature. Communicates with contacts at all levels in and outside of the organization. Typically reports to a director.

Major Responsibilities/Essential Functions

• Organizes and expedites flow of work for the department manager's office and the department in accordance to the manager's method of operation. Schedules appointments and makes arrangements for meetings, conferences, and travel. Broad experience with event planning for client/stakeholder engagement.
• Provides routine to moderately complex administrative support for the operations and procedures of the department. Prepares special reports that require gathering, comparing and summarizing data. Organizes and maintains files, correspondence and records. Handles and frequently accesses highly confidential and sensitive information. Initiates any follow-up action.
• Receives and screens telephone calls, letters, and/or visitors. Answers routine questions and provides information related to general department operations, policies and procedures using discretion for matters pertaining to confidential or sensitive information. Determines when to appropriately refer inquiries, requests or issues to managers or department staff members and follows up to ensure resolution on behalf of manager or department.
• Organizes and prepares routine correspondence for the department manager, as well as complex documents including reports, spreadsheets, presentations and various forms of communications documents requiring the integration of multiple office technology and software applications. May act as the department's office resource for word processing and spreadsheet application.
• Assists with tracking the department budget. Tracks and compiles expenses. Prepares monthly expense reports. May address issues to department manager.
• Interest in technology and cutting edge innovation (i.e. Data Driven Decision Making, AI, Machine Learning, Robotics, etc.)

Job Qualifications

• Minimum three (3) to five (5) or more years of experience performing administrative support functions for department managers.

• Minimum six (6) months of experience in coordinating and providing support to large complex projects.

• High School Diploma or General Education Development (GED) required.

• Experience with Technology based companies, Healthcare, or HealthTech companies.

• Excellent customer service skills.

• Demonstrate oral & written communication skills.

• Advanced level proficiency with MS Word, and intermediate to Sr. level proficiency with PowerPoint creation and Excel.

• Self-Starter mentality

• Event and meeting coordination (including in-person vendor/client events)

• Knowledge / Interest in technology and AI