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Executive Assistant I

  • Location

    Oakland, United States

  • Sector:

    Admin/Clerical

  • Job type:

    Contract

  • Contact:

    Leric Arcigal

  • Job ref:

    20494

  • Published:

    about 1 year ago

  • Expiry date:

    2020-07-23

Supports executive management. Responsibilities may include making travel and meeting arrangements, screening calls, composing letters and reports, preparing presentations and financial data. Has advanced computer skills including word processing, spreadsheet, presentation and database software; and may train others. Has the ability to perform Internet research. Work is generally of highly confidential nature. Possesses strong interpersonal skills, leadership, negotiation, analytical and problem solving skills. Provide support on a fill in basis across National Quality for administrative assistants, ops specialists and EAs. Tasks include: For Managers of People (Executive, Director, Manager) o Calendar Management o Schedules/plans meetings o Expense reporting o Travel planning * For Staff (Consultants and above) 1. Meetings involving more than 3 participants or which involve executive participation * Meeting logistics, agenda prep, note taking * Invoices (codes, processes & tracks expenditures, copies, faxes) * Event planning (arranges conference rooms, contracting, registration, hotel, meals, equipment set-up) * Onboarding (new people, transfers, contractors), off boarding * Web-conference support (As needed) o Arranges, loads documents, launches, troubleshoots. o Staffs web conf for 15-min to ensure smooth meeting launch. o If requested, staffs web conference longer depending on participants/priority level) * Trouble-shoot IT issues prior to submitting a ticket * Prepare and coordinate service requests for clients and team (workspace, equipment, new hires) * PowerPoint and Excel: formats, edits, proofs, creates * Contract prep and submission * Research information for project tasks/reports * Policy knowledge, compliance, information requests * General administrative system updates (i.e. SharePoint, Wiki updates, intranet site uploads) other needs upon request * Write correspondence (email, newsletters) * Data input * Update dept. documents (distribution & contact lists, administrative processes, orgcharts, etc.) * Familiar with KP templates/brand identity