Executive Assistant, Senior

$72,000 - $119,000/Yr

Altais Health Solutions - Oakland, CA

Full-time - Mid Level

Remote - Oakland, CA

251-500 employees

About the position

The Executive Assistant, Senior at Altais Health Solutions provides comprehensive executive support to C-suite and senior-level executives, managing a wide range of administrative tasks, event/project management, and team coordination. This role is crucial in ensuring the smooth operation of executive functions and involves collaboration across various departments to enhance organizational efficiency.

Responsibilities

• Prepare and format information for internal and external distribution, including letters, memos, and reports.
• Manage complex calendar and meeting logistics for executives, ensuring no scheduling conflicts.
• Collaborate with other administrative staff to provide coordinated support to various leaders.
• Organize meetings and events, including board meetings and team-building activities.
• Manage timekeeping, including auditing and approving timecards for department leaders.
• Reconcile and complete expense reports, process invoices, and manage procurement requisitions.
• Participate in annual budgeting planning and track department expenses as needed.
• Manage internal communications and maintain confidentiality in all communications.
• Coordinate travel arrangements for executives, including local and domestic travel logistics.
• Participate in project management activities, tracking key deliverables and following up on outstanding items.
• Develop and maintain administrative processes to improve efficiency and accuracy.
• Coordinate mass mailings for departments and ensure timely completion of mailings.
• Organize and prepare materials for offsite committee meetings, including managing meeting minutes.

Requirements

• High School Diploma or GED and some college-level coursework required; Bachelor's degree desired.
• 5 years of experience supporting senior and/or C-suite level executives.
• Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and other office productivity tools.
• Strong word processing skills with a typing speed of 75 wpm.
• Ability to operate office equipment such as computers, photocopiers, and scanners.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to multi-task in a fast-paced environment.
• Purchasing and negotiating skills.
• Ability to work cross-functionally and maintain confidentiality.
• Strong interpersonal skills and ability to build positive relationships across the organization.

Nice-to-haves

• Experience in healthcare or related fields.
• Familiarity with project management tools and software.
• Knowledge of budgeting and financial tracking processes.

Benefits

• Flexible work arrangements (hybrid/remote).
• Matching 401(k) contributions.
• Tuition assistance for further education.
• Paid parental leave.