Executive Assistant III

County Of Riverside - Riverside, CA

Full-time - Entry Level

Riverside, CA

Repair and Maintenance

About the position

Riverside University Health System's (RUHS) - Behavioral Health Department is seeking an Executive Assistant III to join our team in Riverside. This position is crucial in providing administrative and secretarial support to the Assistant Directors, ensuring that the Executive Office operates effectively and efficiently. The Executive Assistant III will be responsible for ensuring compliance with policies and procedures while continuously improving the quality of services provided by the department. Candidates should have a minimum of three years of experience in an administrative office, specifically supporting an Assistant Director level position. The role encompasses a variety of duties, including coordinating meetings, events, travel arrangements, and reimbursements. The Executive Assistant will also be responsible for routing signature documents, handling confidential HR-related documents, preparing agendas, and taking and transcribing meeting minutes. Additionally, the Executive Assistant III will provide backup assistance for the Executive Assistant IV and coordinate special projects as needed. There may also be supervisory responsibilities over other secretarial or clerical staff, depending on the needs of the department. The work schedule follows a 9/80 format, allowing for every other Friday off, which promotes a healthy work-life balance. A valid California Driver's License is required for this position, and it is important to note that this recruitment is internal, open only to current County of Riverside employees.

Responsibilities

• Coordinating meetings, events, travel, and reimbursements
• Routing signature documents
• Handling confidential HR related documents
• Preparing agendas, and taking and transcribing meeting minutes
• Providing backup assistance for the Executive Assistant IV
• Coordinating special projects
• May supervise other secretarial/clerical staff
• Researching, compiling, and summarizing information, data, and statistics for reports
• Preparing correspondence and reports independently
• Arranging appointments and maintaining manager's calendar
• Sorting, screening, prioritizing, and routing incoming mail
• Screening telephone calls and visitors, directing them to appropriate parties
• Establishing and maintaining complex and/or confidential records
• Prioritizing correspondence along with supporting materials for manager's review
• Serving as liaison between manager and subordinates, other managers, and the public
• Taking and transcribing dictation directly or from notes or recordings
• Reviewing outgoing correspondence, reports, and material for accuracy

Requirements

• At least three years of experience working in an administrative office supporting an Assistant Director level position
• Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required
• One year of experience in a secretarial capacity with Riverside County performing a wide variety of secretarial, administrative, and clerical duties
• Three years of clerical experience, one year of which must have been in a secretarial capacity