Administrative Assistant

  • location: Cypress, CA
  • type: Contract
  • salary: $18.77 per hour
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job description

Administrative Assistant

job summary:
JOB SUMMARY

  • Provides administrative support to multiple Directors/Managers within a department or a Vice President with small people mgmt scope.
  • Performs routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper/electronic documents,arranging travel,coordinating meetings and greeting internal/external constituencies.
  • May perform project work by conducting research,updating social media/websites and preparation of briefing charts and other presentation materials.
ESSENTIAL FUNCTIONS ---- Note: The following is not intended to be an exhaustive list of all duties required of this position ---- Key Duties and Responsibilities

  • Manages a calendar for multiple Directors/Managers or Vice President.
  • Schedules and cancels meetings and revises calendar(s) based on priority and important changes.
  • Coordinates travel arrangements and prepares expense reports.
  • Produces. formats and edits correspondence and documents.
  • Creates and maintains necessary tracking/coordination of spreadsheets and administers department programs.
  • Assists with the creation of presentation materials and briefing documents.
  • Schedules department events, conference facilities. weekly/month department meetings and plans and negotiates food and site locations where necessary.
  • Takes meeting minutes.
  • Organizes and distributes hard copy mail and email/phone distribution lists.
  • Organizes and distributes department reports and/or materials.
  • Receives and processes bill payments.
  • Researches prices and purchases office supplies.
  • Oversees and manages department payroll.
  • Performs special projects as assigned.
Additional Position Responsibilities-Optional

MINIMUM QUALIFICATIONS ---- Education ---- State the minimum required for the job ---- Education Level Education Details Required/Preferred

  • A High School or GED Required
  • An Associate's Degree in a related field Preferred
Work Experience ---- State the minimum required for the job ---- Experience Level Experience Details Required/Preferred

  • 1+ year of experience in as an administrative assistant/office coordinator supporting an executive or a large department in a face paced and/or growing organization Required
  • Other Working knowledge of the healthcare industry preferred Preferred
Licenses and Certifications ---- List professional licenses and certifications associated with this job ---- Licenses/Certifications Other Licenses/Certifications Required/Preferred

Other None

Skills ---- State the minimum required for the job ---- Skill Sets Other Skills Proficiency

  • Knowledge of healthcare delivery Strong interpersonal and communication skills Intermediate
  • Demonstrated interpersonal/verbal communication skills Ability to interface with personnel at all levels Intermediate
  • Ability to drive multiple projects
  • Ability to effectively manage/coordinate simultaneous projects; ability to be flexible and muli-task Intermediate
  • Demonstrated organizational skills Strong organizational skills and the ability to meet strict deadlines Intermediate
  • Demonstrated time management and priority setting skills
  • Demonstrated ability to deal with confidential information Intermediate
  • Demonstrated ability to deal with confidential information Strong attention to detail Intermediate
  • Ability to work as part of a team
  • Ability to work as part of team and with other administrative assistants Intermediate
  • Other Ability to be flexible and muli-task Intermediate
  • Other Strong attention to detail Intermediate
  • Other Solid knowledge of office mangement (answering phones. setting up files. record keeping etc) Intermediate
  • Other Strong typing skills Intermediate
Technology ---- List technical skills associated with the job ---- Technology Other Technology Proficiency Required/Preferred

  • Microsoft Outlook Proficient in Microsoft Office such as Word. Excel, PowerPoint, Visio and Outlook Intermediate Required
  • Microsoft PowerPoint Proficient utilizing fax machines, copy machines, conference phones, audio/visual equipment etc Intermediate Required
  • Microsoft Excel Intermediate Required
  • Microsoft Word Intermediate Required
  • Microsoft Visio Intermediate Required
  • Other Ability to type at least 50-60 words a minute Intermediate Required
  • Other Proficient utilizing fax machines,copy machines, conference phones, audio/visual equipment etc. Advanced Required
Languages ---- List all that apply ---- Languages Other Languages Required/Preferred

 
location: Cypress, California
job type: Contract
work hours: 8 to 5
education: High School
experience: 1 Years
 
responsibilities:
ESSENTIAL FUNCTIONS ---- Note: The following is not intended to be an exhaustive list of all duties required of this position ---- Key Duties and Responsibilities

  • Manages a calendar for multiple Directors/Managers or Vice President.
  • Schedules and cancels meetings and revises calendar(s) based on priority and important changes.
  • Coordinates travel arrangements and prepares expense reports.
  • Produces. formats and edits correspondence and documents.
  • Creates and maintains necessary tracking/coordination of spreadsheets and administers department programs.
  • Assists with the creation of presentation materials and briefing documents.
  • Schedules department events, conference facilities. weekly/month department meetings and plans and negotiates food and site locations where necessary.
  • Takes meeting minutes.
  • Organizes and distributes hard copy mail and email/phone distribution lists.
  • Organizes and distributes department reports and/or materials.
  • Receives and processes bill payments.
  • Researches prices and purchases office supplies.
  • Oversees and manages department payroll.
  • Performs special projects as assigned.
 
qualifications:
Additional Position Responsibilities-Optional

MINIMUM QUALIFICATIONS ---- Education ---- State the minimum required for the job ---- Education Level Education Details Required/Preferred

  • A High School or GED Required
  • An Associate's Degree in a related field Preferred
Work Experience ---- State the minimum required for the job ---- Experience Level Experience Details Required/Preferred

  • 1+ year of experience in as an administrative assistant/office coordinator supporting an executive or a large department in a face paced and/or growing organization Required
  • Other Working knowledge of the healthcare industry preferred Preferred
Licenses and Certifications ---- List professional licenses and certifications associated with this job ---- Licenses/Certifications Other Licenses/Certifications Required/Preferred

Other None

Skills ---- State the minimum required for the job ---- Skill Sets Other Skills Proficiency

  • Knowledge of healthcare delivery Strong interpersonal and communication skills Intermediate
  • Demonstrated interpersonal/verbal communication skills Ability to interface with personnel at all levels Intermediate
  • Ability to drive multiple projects
  • Ability to effectively manage/coordinate simultaneous projects; ability to be flexible and muli-task Intermediate
  • Demonstrated organizational skills Strong organizational skills and the ability to meet strict deadlines Intermediate
  • Demonstrated time management and priority setting skills
  • Demonstrated ability to deal with confidential information Intermediate
  • Demonstrated ability to deal with confidential information Strong attention to detail Intermediate
  • Ability to work as part of a team
  • Ability to work as part of team and with other administrative assistants Intermediate
  • Other Ability to be flexible and muli-task Intermediate
  • Other Strong attention to detail Intermediate
  • Other Solid knowledge of office mangement (answering phones. setting up files. record keeping etc) Intermediate
  • Other Strong typing skills Intermediate
Technology ---- List technical skills associated with the job ---- Technology Other Technology Proficiency Required/Preferred

  • Microsoft Outlook Proficient in Microsoft Office such as Word. Excel, PowerPoint, Visio and Outlook Intermediate Required
  • Microsoft PowerPoint Proficient utilizing fax machines, copy machines, conference phones, audio/visual equipment etc Intermediate Required
  • Microsoft Excel Intermediate Required
  • Microsoft Word Intermediate Required
  • Microsoft Visio Intermediate Required
  • Other Ability to type at least 50-60 words a minute Intermediate Required
  • Other Proficient utilizing fax machines,copy machines, conference phones, audio/visual equipment etc. Advanced Required
 
skills: Other:
Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

Qualified applicants in San Francisco with criminal histories will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

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