Job Openings

Executive Assistant to CEO

Job ID: BH485027

Category: Executive Assistant

Executive Assistant to CEO
6 Month Contract-to-hire

Job Location: 9465 Farnham Street, San Diego, CA 92123

Hours: M-F, 8-5

Industry: Non-profit Healthcare

Size: company size is 900

Interview Process: Phone screen with Laura, Teams with VP of Ops, Teams/in-person with Jim (CEO)

Job Summary/Description:
We are a non-profit organization whose mission is to improve people’s lives and instill hope by providing cost-effective community-based mental health, drug and alcohol recovery, and housing services. We continually seek new and improved ways of serving our clients and communities. We are an essential business.
 
JOB SUMMARY
The Executive Assistant provides high-level broad administrative support to the CEO and other company executives by preparing reports, leading administrative projects, preparing correspondence, scheduling travel, conference calls and executive meetings. Working under limited supervision, manages confidential information and provides direct support to the Board of Directors as the recording secretary.
 
RESPONSIBILITIES
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
• Draft letters and documents, create reports, and prepare presentations utilizing relevant software. Record and distribute meeting minutes.
• Arrange meetings, executive calendars, travel itineraries. Maintain active CEO’s calendar.
• Communicate directly and on behalf of the CEO, with Board members, donors, corporate attorneys, community leaders, and others on matters related to CEO's initiatives.
• Research, prioritize, and follow up on issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the CEO’s office and internal departments; demonstrate leadership to maintain credibility, trust and support with senior management staff.
• Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Build relationships and understand the corporate environment in order to comprehend the issues taking place in the environment and keep the CEO updated.
• Manage a variety of special projects for the CEO, some of which may have organizational impact.
• Ensure all Subcontracts and Agreements are reviewed and approved by legal support.
• Witness and authenticate signatures on legal documents as a certified Notary Public.
• Comply with all company and program rules, policies and procedures including HIPAA standards.
 
QUALIFICATIONS
• Bachelor's degree preferred
• Minimum of five years of experience providing administrative support to senior management
• Certified Notary Public or ability to obtain certification
• High degree of computer proficiency and technical aptitude with the demonstrated ability to use Microsoft products, including PowerPoint and Excel
• Demonstrated project management skills and experience highly desired
• Demonstrated experience working in a fast-paced environment on multiple projects simultaneously. Professional experience with nonprofit organization a plus
• Ability to work independently and effectively collaborate with a team
• Must be able to maintain confidential information
• Must be adept at problem-solving, including being able to identify issues and solve problems in a timely manner
• Must be able to communicate clearly, both in writing and orally, with employees, management and co-workers
• Highly organized and strong attention to detail
• Ability to travel up to 10%
• Valid California driver’s license and current auto insurance coverage
 
#professional

 

 

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract to Direct

Location: San Diego, California