Executive Assistant

Local candidates only please (within 30 miles of Ventura, CA).

We are looking for a dynamic Executive Assistant to join our growing company.

Established in 1994, our award- winning practice specializes in Family Medicine, Internal Medicine, Pediatrics and Endocrinology. We serve patients in seven offices located across Ventura County; in the cities of Ventura, Santa Paula, Oxnard, and Camarillo. Our offices are family-friendly, and our healthcare providers pay special attention to preventive care and regular monitoring for patients with chronic illnesses like diabetes and heart disease.

The successful candidate must be an exceptionally organized team player who is able to manage multiple priorities and projects at once. The ideal candidate will provide C-level support and manage business-related tasks for the medical practice’s executive leadership team, consisting of the CEO, COO, VP of Operations, and Sr. Director of Finance. To manage this job properly you should have a detailed understanding of organizing and managing meetings, project management, effective communication, and Google Workspace (formerly G-Suite).

ESSENTIAL DUTIES AND RESPONSIBILITIES

Performs the following duties, but not limited to:

• Answering phones and routing calls to the correct person or taking messages.
• Manage executive calendar.
• Reviews, prioritizes, directs, and delegates a wide variety of complex and confidential requests that are presented to the executives for consideration.
• Summarizes, prioritizes, and researches information into a concise and usable format for the executive to review.
• Responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executive.
• Filing and retrieving corporate records, documents, and reports.
• Forming and conducting data research to prepare documents for review and presentation by committees and executives.
• Helping prepare for all organizational meetings.
• Accurately recording minutes from meetings.
• Greeting visitors and deciding if they should be able to meet with executives.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Handling basic bookkeeping tasks.
• Making travel arrangements for executives.
• Performing office duties that include ordering supplies and managing a records database.
• Opening, sorting, and distributing incoming mail, faxes, emails, and other correspondence, as necessary.
• Provide general administrative support and other duties as business needs evolve.

KEY COMPETENCIES

• Proven experience as a C-level executive assistant or other relevant administrative support experience.
• Project management and organizational development skills.
• Technically Savvy, including in-depth understanding of the entire Google Workspace application.
• Ability to organize a daily workload by priorities.
• Project and Meeting management expertise.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Advanced level verbal and written communications skills.
• Relationship management - Credibility, teamwork, customer service, mutual respect, business networking, community relations
• Ethical Practice - Professionalism. Trust building.
• Critical Evaluation - Decision-making, critical thinking, measurement and assessment, inquisitiveness, knowledge management, research methodology.
• Cultural Effectiveness - Adaptability, openness to various perspectives, cultural awareness and respect, diversity perspective
• Problem Solving and analytic reasoning.

QUALIFICATIONS AND EXPECTATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

• 5+ years of C-level executive administrative support experience.
• Background in healthcare industry a plus.
• Experience in forming and assisting the management of executive boards.
• Bachelor’s degree or equivalent education.

KNOWLEDGE & TECHNICAL SKILLS

• Demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion.
• Strong interpersonal skills, including conflict resolution skills, mediation skills and the ability to handle difficult situations with diplomacy.
• A service-oriented attitude.
• Strong critical and creative thinking skills.
• Proficiency with Google Workspace and MS Office applications.

CUSTOMER SERVICE SKILLS - Politeness, confidence, tact, patience and diplomacy while dealing with complex and confidential situations. Excellent communication skills. Problem solving skills. Ability to maintain a professional and courteous relationship with all co-workers and outside vendors.

WORK ENVIRONMENT - This job normally operates in a professional office environment. Due to COVID-19 this person will temporarily work from home.

EXPECTED HOURS OF WORK - This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 5pm.

TRAVEL - Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.