2024-11-252025-01-12Employment Type:Contract to HireIndustry:Clerical AdministrativeJob Number: 2758Pay Rate: some flexibility if needed.
Job Description
Bilingual Executive Assistant to Chief Operating Officer (Contract to Hire)
Our client is a network of community healthcare clinics in Los Angeles and the Inland Empire providing medical, dental, mental health, and substance use services. They are seeking a Contract to Hire Bilingual Executive Administrative Assistant offering $35-$38 per hour (depending on experience)to support the Chief Operating Officer.
Schedule: n-Office in Corporate Office in South Central. Monday through Friday 8:00am-4:30pm but may require evenings and Saturdays as needed.
Required Qualifications:
5+ years Executive Assistant Experience supporting a C-Level Officer.
Healthcare/Medical Office experience.
Bilingual Spanish Required.
Expert proficiency in Microsoft Office Suite including Word, Excel, and PowerPoint.
Experience with expense reporting tools such as Concur.
Experience reviewing staff time in time-keeping systems such as ADP.
Knowledge of accounting, budgeting, and expense procedures.
Must have driver’s license and own vehicle. Will be required to drive to and from various clinics, locations, and venues with COO.
Familiarity with phone systems for managing calls and taking accurate messages.
Exemplary organizational and time management skills, able to multitask and prioritize to meet deadlines.
Ability to work independently and take initiative.
Accuracy, attention to detail, and timely follow-up on outstanding items.
Ability to adapt in a fast past environment and be able to work responsively under pressure.
Excellent problem-solving skills, analytical thinking, and resourcefulness.
Strong professional verbal and written communication skills.
Data entry proficiency for accurately inputting information into calendar, spreadsheets, etc.
Projection coordination abilities to assist in managing various projects as assigned by the COO.
Have a great attitude and be a team player.
Education:
AA or BA/BS degree is preferred
Key Responsibilities:
Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives and staff.
Interacts with senior executives from several agencies to schedule meetings and organize activities including federal, state, county, legal counsel, foundations, and patients with a high degree of professionalism.
Manage COO’s travel logistics and activities, including travel, accommodations, transportation, and meals.
Provide administrative and office support, such as taking meeting minutes, composing routine documents, typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
Schedule, coordinate, and prepare materials for weekly strategic planning meetings including agenda, minutes, executive reporting, and presentations.
Greets scheduled visitors and directs them to appropriate area or person.
Assures that specific tasks assigned to executives and staff from COO is followed through and submitted as directed and keeps the COO updated on progress.
Facilitates, tracks, and follows up on federal or state applications and licenses in process. Ensures all deadlines, renewals, and requirements are met.
Processes credit card expense reports for COO including managing purchase order requests for expenses.
Efficiently manages contracts/agreements that require the COO signature, files, scans document and distributes contracts to appropriate departments.
Assists with coordinating and managing special events including conferences, annual gala and grand openings.Â
Manages vendor bidding and selection for large events.
Coordinates mail out of invitations/announcements to a large database of contacts as requested.
Driving as needed to pick up supplies, orders, accompany COO to visits and appointments.
Develops and implements policies and procedures.
Orders and maintains supplies and arranges for equipment maintenance as necessary.
Reviews and approves timecards and time off requests of Clinic Mangers.
Assists Director of Clinic Operations with interviewing candidates, new hire onboarding, and trainings of incoming employees on products and services.
Other Requirements:
Valid CA Driver's License and Own Vehicle
TB Test within 1 year
Physical within 1 year
MMR vaccines (two vaccines/titers), Immunization Records or waiver
TDAP within 10 years or waiver
Flu shot within 1 year or waiver
Hepatitis B series (three vaccines/titers) or Immunization Records (no waiver options)
COVID 19 vaccine record + Booster
Ability to pass a criminal background check and drivers record check
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