The Executive Assistant at Marin Community Clinics (MCC) provides administrative support to the CEO, CFO, CMO, and CAO. The Executive Assistant manages multiple calendars and agendas to ensure management team has required administrative and clerical support.
Manages calendars and agendas for executive management team; Sends out reminders, makes necessary changes, updates and documents to maintain management team informed.
Plans, schedules and organizes meetings and acts as facilitator when required.
Processes expense reports, verifies data and tracks documentation as needed.
Schedules appointments by email, phone or in person.
Schedules interviews for executive management team and Medical Site Directors.
Conducts research, compiles data, and prepares papers for consideration and presentation by executive management team; Prepares reports, memos, letters, and other documents using word processing, spreadsheet, database, or power point presentations.
Maintains files and other documentation in compliance, sorts and distributes mail as required.
Plans and facilitates events as needed, including organizing catering services as required.
Makes travel arrangements such as flight booking, hotel reservations and transportation as required.
Takes and distributes meeting minutes as directed by executive team.
Finds solutions to overcome project hurdles and seeks out help when deadlines are not approachable.
Orders and maintains stock of office, break-room and copy machine supplies as necessary.
Performs miscellaneous errands and tasks.
Associates or Bachelor’s Degree in Business Administration or related field highly desired.
Minimum of two years’ experience performing Executive Assistant Administrative work.
Previous experience in health-care administrative support role a plus.
High level of professionalism and ability to diplomatically and professionally communicate with executives and staff level individuals both within and outside organization. Excellent oral and written communication skills.
Must be able to multitask and work in a rapidly changing environment with continuously evolving priorities and under tight deadlines. Must possess strong organizational skills to organize multiple agendas. Excellent time management skills to follow through on project deadlines.
Must have excellent interpersonal and positive friendly attitude.
Must have high attention to detail ability. Must be objective and open to ideas and feedback, proactive can do attitude. Must demonstrate initiative and independent judgment. Ability to handle confidential information with discretion. Ability to work in teams and other departments as needed.
Familiar with office equipment such as fax, mail meters, printers, scanners, and projectors. Advance experience with MS Outlook/Office, excel, word, power point and excellent typing skills