Executive Assistant to the CEO

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Company: HEALTHRIGHT 360
Location: San Francisco, CA 94109 (Nob Hill area)

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Job Overview

The mission of HealthRIGHT 360 is to give hope, build health, and change lives for people in need. We do this by providing compassionate, integrated care that includes primary medical care, mental health services, and substance use treatment throughout the state of California.

We are currently seeking a highly organized and charismatic candidate to support the activities of our very busy Chief Executive Officer. The Executive Assistant to the CEO provides support to the CEO including calendaring, internal and external communication, meeting preparation, and administrative support. The ideal candidate will exercise good judgment and initiative in a variety of circumstances, can accurately complete tasks in a fast-paced environment and prioritize needs of the CEO. This candidate can work independently on projects and move forward with decisions with minimal direction. This individual will possess strong communication and customer skills, and will be willing to help with a diverse set of tasks and needs that come up throughout their daily work.

Key Responsibilities

Operational Functions

  • Provide administrative and operational support for the daily functions of the CEO which include diverse and ever-changing business matters
  • Track projects and program activities on behalf of the CEO
  • Answer and triage telephone calls
  • Organize and file the CEO’s mail, records, and other paperwork
  • Manage the CEO’s schedule including heavy calendaring and meeting and travel coordination
  • Manage internal correspondence
  • Coordinate meetings, including scheduling, agenda preparation, recording meeting minutes, and following up on action items and deliverables
  • Coordinate logistics for retreats, large meetings, and other events
  • Provide occasional support to the other C-level executives
  • Facilitate the execution of signed documents by the CEO and others
  • Provide administrative support, such as office management, to the executive/admin department as needed
  • Coordinate travel and submit expense reports through online system for CEO

Board of Directors Management

  • Serve as the liaison between the CEO and the board of directors
  • Provide administrative and logistical support to the board of directors
  • Plan meetings and coordinate all related logistics
  • Prepare agendas, board packets and other documents
  • Take and archive meeting minutes

Communications and Community Relations

  • Serve as the liaison between the CEO and other departments as needed.
  • Streamline the flow of information to and from the CEO including handling of sensitive, confidential, and non-routine information
  • Research and analyze reports and policy documents
  • Prepare briefs for the CEO and executive staff
  • Research and prepare presentation and promotional materials and talking points for the CEO
  • Research projects, topics, or people in advance of meetings; prepare informational packets for meetings
  • Provide CEO with daily or weekly updates on the plans and expectations for the upcoming week
  • Draft and manage correspondence for the CEO
  • And other duties as assigned

Education and Knowledge, Skills and Abilities

  • Bachelor’s degree and at least 5-7 years of related professional experience, including at least 2 years providing direct administrative support to an executive
  • Collaborative spirit; willingness to support colleagues and constituents, ability to remain calm and maintain a sense of humor in high- pressure situations
  • Ability to thrive under pressure; diplomatically multi-task and cope with uncertainty
  • Excellent written, oral, and interpersonal skills; ability to maintain a professional demeanor while interacting with all types of stakeholders and consumers
  • Ability to exercise common sense in routine and non-routine situations, willingness to manage up as necessary and appropriate
  • Excellent organizational skills; keen appreciation for accurate filing and record-keeping systems
  • Ability to maintain the confidentiality of sensitive and non-routine information
  • Excellent computer skills including Microsoft Office Suite and Internet including
  • Experience working in healthcare, social services or non-profit settings

Tag: IND100.