Under the direct supervision of the Chief Executive Officer and Chief Operating Officer perform, coordinate, and oversee technical and office administrative duties in support of Full Circle Health Network including the provision of varied and complex office duties; oversee all office operations, maintaining supplies, equipment and responsible for internal communications.
POSITION REQUIREMENTS:
College degree or equivalent experience is preferred
Three to Five (3-5) years previous progressively responsible experience as administrative assistant, preferably executive administrative support activities
Proficient with minute-taking and transcription
Excellent written language skills and experience with composition of correspondence
Outstanding organizational skills and ability to anticipate office needs
Excellent computer and Internet skills, intermediate to advanced skill with MS applications (Word, Excel, Outlook, and Power Point). Computer experience within a network environment and Internet experience
Proficiency with word processing, data base and spread sheet software as measured by skills assessment test
Expertise in managing complex travel and calendar arrangements
Must be extremely flexible as this position may require an extended workday, including late evenings and weekends
Valid California driver’s license, a clear driving record and personal vehicle insurance coverage
Ability to juggle multiple projects and timelines and prioritize tasks independently.
SPECIFIC SKILLS:
Able to manage multiple projects and priorities simultaneously and be results oriented.
Ability to adapt to an ever-changing environment
Sound judgment, quick thinking, and poise under pressure
Excellent presentation, written and interpersonal communication, time management, and organization skills and the ability to work independently
Demonstrated awareness of sensitivity to and competence in dealing with cultural and socioeconomic diversity of client population
Exceptional interpersonal relationship skills in collaborating with supervisor, co-workers, members, and external stakeholders
Must be highly motivated and well organized, with the ability to design and implement organizational systems
Must be detail-oriented, organized, and agile at setting up and moving administrative systems and procedures
Ability to work well under pressure and handle crises effectively
Demonstrate strong organizational and interpersonal skills to work effectively with a wide variety of internal and external resources
Ability to exceed goals, exhibit a sense of urgency and possess a continuous improvement approach to work
Knowledge and high-level skills with all Microsoft products – Excel, Word, Outlook, Sharepoint, Powerpoint
Experience with project management tools highly desired
ESSENTIAL RESPONSIBILITIES & DUTIES
Perform a wide variety of executive administrative duties as required by daily operations of the general office, and for the Full Circle Health Network staff
Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations
Research and analyze routine administrative projects for the Directors; prepare first draft reports on routine administrative matters
Receive and distribute incoming mail
Receive and screen communications to the Full Circle staff including e- mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication
Independently respond to and draft letters and general correspondence of a routine nature
Create charts, graphs, spreadsheets, memos, reports, and presentations; prepare and submit expense reports and other administrative duties as required
Maintain appointment schedules and calendars for the Chief Executive Officer and Chief Operating Officer, run errands, make travel arrangements; arrange meetings, conference calls, agency wide events and conferences for the Chief Executive Officer and Chief Operating Officer
Provide support for meetings by preparing agendas, summaries and handouts, order refreshments or food and book meeting locations
Attend Staff, Advisory Board Committees, Board, and other meetings and take minutes as directed by the Chief Executive Officer and Chief Operating Officer
Work independently or with a special team on special projects
Manage efficient file systems and/or data bases vital to organizations operations
Coordinate and manage special events as requested
Maintain strong and positive relationships with members and external stakeholders
Research and document background materials for projects as requested by Full Circle staff
Maintain office supplies and equipment
Interface with IT, phone, and office supply vendors to ensure all staff have what they need
Manage communications with suppliers and vendors
OTHER FUNCTIONS:
Attend required meetings as assigned
Follow Agency policies and procedures
Participate in Agency in-service training program
Understand and follow all California Alliance safety policies, procedures, and rules. Perform all job duties safely
Identify and immediately report all workplace hazards, safety rule violations, near misses, and work-related injuries
Perform other duties as assigned
SCHEDULE: Must be flexible as this position may require an extended workday, including late evenings and weekends