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Executive Assistant

San Ramon, CA 94583

Employment Type: Contract Job Number: 9020484 Pay Rate: Pay Rate: $42.00 per hour

Job Description


Executive Assistant


Job Summary

The Executive Assistant provides high-level administrative support to senior leadership in donation development, organ operations, and family services. This role requires discretion, independent judgment, strong organizational skills, and the ability to manage and prioritize a heavy workload in a fast-paced environment.

Responsibilities
  • Coordinate and maintain executive calendars for corporate and community activities, tasks, and contact lists.
  • Organize, schedule, and document executive meetings and events.
  • Process large volumes of email and maintain an organized system for categorizing, storing, and purging messages.
  • Manage extensive communication via email and text messaging.
  • Draft and edit internal and external correspondence, publications, media documents, grant applications, and other written materials.
  • Serve as a professional and friendly gatekeeper for phone calls, emails, and other incoming communications, documenting and routing information as needed.
  • Manage multiple tasks and projects and provide regular status reports and documentation.
  • Oversee maintenance of corporate and executive files, including corporate, legal, and financial records for easy retrieval.
  • Maintain confidentiality of sensitive information.
  • Coordinate board meetings and retreats, prepare and finalize minutes, and follow up on assigned action items.
  • Research, extract, coordinate, and summarize confidential and non-confidential information on behalf of executives, and prepare business letters, memos, and reports.
  • Prepare and distribute orientation materials for new board members.
  • Support executive activities related to professional memberships and industry organizations as needed.
  • Participate in task force and strategic meetings, provide input, and support timely completion of projects.
  • Maintain professional and technical knowledge through workshops, publications, networking, and participation in professional societies.
  • Run occasional personal errands for executives as needed.
  • Perform other duties as assigned.
  • Support the organization s mission, vision, and values in all aspects of performance.
  • Provide constructive feedback and propose solutions to workplace challenges.
  • Anticipate challenges and use sound judgment and best practices in problem-solving and decision-making.
  • Work professionally and collaboratively while delivering excellent customer service.
  • Adapt positively to change and support new initiatives with creativity and innovation.
  • Demonstrate emotional intelligence and maintain respectful, productive communication.
  • Partner effectively with internal and external stakeholders to achieve goals.
  • Collaborate with leadership and peers to set and pursue professional and personal development goals.
  • Work in a safe, secure, legal, and professional manner.
  • Follow organizational policies and code of conduct.

Requirements
  • Excellent working knowledge of Windows-based systems and Microsoft Office, including extensive experience with Outlook.
  • Experience working in a demanding professional environment.
  • High level of attention to detail and strong organizational skills.
  • Strong interpersonal skills with a positive, professional demeanor.
  • Excellent online and offline research abilities.
  • Ability to work independently and effectively, as well as collaboratively within a close team.
  • Highly motivated self-starter with the ability to anticipate needs.
  • Adaptable, cooperative, and team-oriented.
  • Strong grammar, business writing, and proofreading skills.
  • Accurate and efficient typing skills.
  • Detail-oriented team player with a strong work ethic.
  • High degree of confidentiality and professionalism.
  • Ability to assist executives outside standard hours when required.
  • Ability to manage multiple priorities and adapt quickly to changing demands.
  • Professional appearance and conduct.
  • Familiarity with the local area.
  • Valid driver s license with acceptable driving record, and ability to pass background and credit checks.
  • Reliable transportation.

Education and Experience
  • Bachelor s degree from an accredited college or business school preferred.
  • Minimum of 5 7 years of experience supporting a C-level executive.

Summary Qualification
  • Extensive experience providing executive-level administrative support.
  • Proven ability to manage complex calendars, communications, and projects.
  • Demonstrated expertise in Microsoft Office and professional business writing.
  • Strong collaboration, customer service, and stakeholder management skills.
  • Track record of maintaining confidentiality and exercising sound judgment.

Skill
  • Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
  • Calendar management and meeting coordination.
  • Professional writing, editing, and document preparation.
  • Research, data gathering, and information synthesis.
  • Time management, prioritization, and multitasking.
  • Interpersonal communication and relationship building.
  • Problem-solving, critical thinking, and decision-making.
  • File and records management, both physical and electronic.

Physical/Mental Demands and Working Conditions
  • Work is performed primarily in an office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.


Wollborg Michelson Recruiting is an Equal Opportunity Employer and prohibits discrimination of any kind. We ensure job offers are made based of one s employment experience, skills, and qualifications, regardless of race, gender, ethnic origin, or any other classification protected by law. All applicants must furnish proper identification to prove their legal right to work in the US upon a job offer. We participate in E-Verify to confirm one s right to work in the US. Wollborg Michelson Recruiting does not provide sponsorship for an employment-based visa status.
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About San Ramon, CA

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