Overview
Executive Assistant Jobs in United States at Lucile Packard Children’s Hospital
AgeSpan
About Us: Since 1974 our agency has strived towards supporting an individual’s desire to make their own decisions, secure their independence and remain living independently in the community. We are proud of our employees who make this possible every day. Our agency is a thought-leader, a nationally known generator of new ideas, because it welcomes creativity, your ideas. It is an outstanding place to work stimulating, friendly, collaborative. We offer competitive salaries, generous vacation time, and an excellent work/life balance. We value diversity and encourage career growth. If you have a passion for improving the lives of the elderly community and enjoy working in a diverse team driven by its mission, you’ve found the right place!
At AgeSpan, you’ll find a work environment that combines:
A refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds.
A focus on innovation with a team recognized for developing and implementing innovative programs and novel solutions.
Encouragement of your development through opportunities to get involved, use your voice, and gain new knowledge and skills.
A satisfying balance between your work and personal life, including a flexible workplace, generous paid time off, and wellness programs.
Depending on your role and your hours, we offer:
Flexible schedule and hybrid work opportunities
Competitive salaries
Healthcare (medical, dental)
403b Retirement Plan with agency match
20 Vacation Days, 12 Sick Days, and 12 Paid Holidays
Social Work Licensing Program
License Renewal Paid by agency for RN’s and Social Workers
And MORE!
Position Responsibilities: The primary responsibilities for this position include answering and directing all incoming telephone calls to the agency utilizing agency software and databases to track and transfer calls promptly and accurately. Also responsible to complete Agency mail functions and administrative tasks as assigned. Excellent attendance, punctuality, and flexibility to assist in shift coverage and participate in administrative project are essential elements of the position.
Essential Functions: (Core duties or tasks that are fundamental and not marginal performance of the job)
Switchboard:
Ensure switchboard is opened and closed in a timely manner including forwarding calls to the answering services at the end of each business day.
Process and triage high call volume within set timelines to the appropriate recipients
Maintain professional and calm demeanor when processing all calls
Follow agency protocol to process emergency calls in a calm, confident manner
Monitor and report any system/walk in issues to direct supervisor
Develop an in-depth knowledge of Agency’s staff data base and the process of contacting staff
Utilize Agency consumer databases to identify and transfer calls to the appropriate staff
Reception:
Greet agency visitors in a professional and welcoming manner
Follow procedures to connect visitors with appropriate staff in a timely manner
Ensure packages are directed to the intended recipient in a timely manner
Assist with the Conference Room Booking process as needed
Follow agency protocol to appropriately handle emergency front desk situations
Mail Processing:
Process all incoming and outgoing Agency mail including faxes
Maintain inventory of mail and mail machine supplies
Maintain staff mailboxes
Administrative Duties:
Perform administrative tasks including but not limited to copying, scanning, faxing, labeling, and packet creation
Attend all relative meetings
Other related duties as assigned
Qualifications: Associates Degree preferred; High School diploma required. Prior work with a computerized, multi-line phone system and/or experience as an administrative assistant and proficiency in use of Microsoft 365 and web-based databases are strongly preferred. Bi-lingual ability in Spanish is preferred. Must have excellent interpersonal, telephone and organizational skills, written and verbal communication skills, strong attention to detail and follow through, and the ability to multitask and work well in a fast paced, team environment. Bilingual in Spanish required.
Hours per week : 37.5
AA/EOE
AgeSpan is strongly committed to fostering a professional environment that recognizes, respects, and encourages the unique contributions of a broad spectrum of qualified employees. It is important that our employees reflect the diverse communities we serve. We maintain a work atmosphere that allows people of varied backgrounds to grow professionally and contribute to our mission by promoting diversity, equity, inclusion, and work-life balance.
Title: Executive Assistant
Company: Lucile Packard Children’s Hospital
Location: United States
