Executive Assistant

We are seeking an Executive Assistant to become a part of our team in Oakland, California. Your role will involve managing and coordinating a variety of administrative tasks and projects. This position is a long-term contract employment opportunity in the public health industry.

Responsibilities:

• Accurately maintain customer credit records and process customer credit applications
• Handle complex scheduling between various parties, including appointments and meetings
• Manage and maintain the office calendar, ensuring staff are reminded of important deadlines
• Supervise communications, which include maintaining contact lists, preparing regular reports, and updating the website
• Manage the submission and status of contracts, ensuring deliverables are detailed and clear
• Develop and maintain an electronic filing system for efficient office operations
• Supervise office policies regarding travel arrangements and expense reports
• Maintain inventory of office supplies and equipment, including ordering and verifying receipt of supplies
• Manage annual events calendar, including sending out invitations and organizing event logistics
• Review and distribute various forms of communication, ensuring detail-oriented presentation
• Provide support for meetings, including setup and creation of accurate meeting minutes
• Monitor and track attendance and evaluations of events, creating reports for staff and board review.

• Bachelor's degree or equivalent experience in a related field
• Proven experience as an executive assistant or similar administrative role
• Proficiency in coordinating schedules and managing calendars
• Excellent verbal and written communication skills
• Strong organizational skills with an ability to prioritize tasks
• Ability to maintain confidentiality and handle sensitive information
• Proficiency in Microsoft Office Suite, including Canva, Word, Excel, and PowerPoint
• Detail-oriented with strong problem-solving skills
• Ability to work in a fast-paced, dynamic environment
• Must be a team player with a high level of dedication
• Ability to multitask and meet deadlines
• Professionalism and a positive attitude.