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Executive Assistant

Requisition #20355
Years of experience

2 years

Employment Type

Full-time

Required Degree

Bachelor Degree

Location

445 Grant Avenue, San Francisco, CA 94108

Region
Bay Area San Francisco
Application Email
Apply Now

Brief job information:

The Executive Assistant provides complex administrative support to the Chief Executive Officer, in a customer-focused manner and upholding a strict level of confidentiality, and serves as the building’s facilities coordinator by handling duties to help keep the building in optimal working order.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Support

  • Performs administrative duties as assigned, including processing administrative details as appropriate. Manages CEO’s expense submissions and processes invoices for payment, including the company credit card.
  • Maintains the CEO’s schedule; makes travel arrangements for the CEO and for others as appropriate.
  • Ensures that regularly scheduled meetings for the CEO are scheduled. Receives and screens telephone calls, takes messages, provides information and answers questions where judgment or interpretation is necessary; and exercises discretion in public contacts.
  • Compiles information pertaining to activities of the CEO, transmits orders and decisions of the CEO to various Health Plan and IPA departments.
  • Prepares agendas for management staff meetings and joint system-wide “HPMT” (financial and risk pool performance review) meetings, organizes background material, prepares packets for distribution, and takes and distributes minutes at meetings as necessary.
  • Assists in maintaining contact and communications with individuals, groups and associations.
  • Assists CEO with the preparation of ordinary and complex materials: charts, tables, reports, etc.
  • Orders supplies and processes other purchase orders.
  • Receives and processes subpoenas in accordance with CCHP Policies.

Board of Trustees

  • Maintains corporate minutes of all Board and Committee meetings.
  • Maintain corporate documents in the central filing system using common corporate language.
  • Collects materials and organizes such for all scheduled meetings.
  • Arranges for rooms, audiovisual equipment, and refreshments as appropriate.
  • Attends meetings for purpose of recording vital discussions and resolutions of the meetings.
  • Publishes minutes of meetings by working with the President and various Chairpersons.
  • Provides support to the members of the Board of Trustees and other executives committees as needed.

Building Facilities Coordinator

  • The Executive Assistant coordinates facility maintenance of 445 Grant Avenue to ensure the building is in optimal working order and maintains a professional office-building image:
  • Conducts building inspections regularly and at minimum weekly to identify maintenance, cleanliness, safety and security issues and take steps to resolve by contacting appropriate personnel and vendors, and arranging repairs and improvements as required.
  • Receives, investigates and processes work orders, keeping staff informed as required. Maintains a log of outstanding issues and meets monthly with the Facilities Manager and other key personnel to communicate status and resolve outstanding issues.
  • Provides timely communication to CCHP staff and Engineering on matters relating to building safety, security, maintenance, shutdowns or repairs.
  • Functions as the primary contact (liaison) with CCHP’s janitorial service regarding janitorial services.
  • Orders and distributes key cards and maintains files on those in possession of cards. Notifies card key programmer to deprogram card keys for terminated employees or in other situations in accordance with security procedures.
  • Orders and distributes hard keys according to policy and maintains records of those in possession of keys.
  • Works with vendors on finding furniture or equipment that meets CCHP’s standards and makes the best use of space.
  • Coordinates moves of furniture, equipment or supplies throughout building. Arranges for discarding of large items and hazardous materials.
  • Posts office communications and/or approves the posting of office communications.
  • Ensures the employee roster is current within one week and ensures that the Safety Committee members have access to the employee roster.
  • Performs other duties as assigned.

QUALIFICATIONS

  • A college degree preferred and a minimum of five years general office experience or equivalent combination of office work and related experience.
  • Proficient with MS Office applications including Word, Excel, and PowerPoint.
  • Excellent oral and written communication skills in English required.
  • Excellent oral and written communication skills in Chinese preferred.
  • Excellent customer service skills.
  • Demonstrated problem solving skills and ability to follow through with projects.
  • Ability to prioritize tasks; highly organized with attention to detail.
  • Excellent time management skills.
  • Ability to uphold a strict level of confidentiality.
  • Ability to work under pressure with many priorities and deadlines.
  • Knowledge or prior experience with health plan and/or medical office preferred.

PHYSICAL REQUIREMENTS

  • Able to lift up to 30 pounds
  • Use proper body mechanics when handling equipment
  • Standing, walking and moving 50% of the day.

In our efforts to control the spread of COVID-19 and its variants, CCHP requires that its employees be fully vaccinated as of their start date. If you require a medical or religious accommodation we will engage in the interactive process with you. Proof of vaccination will be required prior to start. If we make you an offer and you are not yet vaccinated, we will accommodate a delay in start date. CCHP may also mandate that its employees receive vaccine boosters, and all accommodation laws will be followed.

COMPLIANCE REQUIREMENTS

Complies with CCHP Compliance Handbook including Code of Ethics and all statutes, regulations, guidelines applicable to federal and state programs. Responsibilities include, following the guidelines and reporting suspected violations of any statute, regulations, agreements or guidelines applicable to all healthcare programs.

Base Pay Scale: Starting at $49,000 – $74,000 per year
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.