Overview
Executive Assistant / Job Req 688155082 Jobs in Alameda, CA at ALAMEDA ALLIANCE FOR HEALTH
Full Job Description
PRINCIPAL RESPONSIBILITIES:
Under the direction and general supervision of the Chief Compliance & Privacy Officer (CCO/CPO), the Executive Assistant to the CCO/CPO performs a variety of complex, confidential, secretarial and administrative duties requiring a thorough knowledge of organizational procedures and precedents. The Executive Assistant to the CCO/CPO performs routine clerical, administrative and secretarial duties in support of multiple departments in the Compliance Division. The Executive Assistant to the CCO/CPO must be able to work independently, maintain strict confidentiality, and demonstrate diplomacy, mature judgment, professionalism and initiative.
Principal responsibilities include:
Screens visitors, telephone calls, and mail directed to the Chief Compliance Officer.
Anticipates the needs of the office and the daily activities by independently researching and developing the appropriate documents necessary for meetings; determining the priorities of issues and problems.
Independently responds to letters and general correspondence of a routine nature.
Reviews all documentation for consistency, grammar and spelling.
Transcribes notes for letters, memos, reports and minutes as related.
Researches, complies and analyzes data for special projects and creates supporting multi-media presentations.
Prepares materials in final form from very rough and involved drafts which may utilize frequent use of technical terminology and which combine materials from several sources.
Maintains and updates the departments organizational chart.
Maintains appointment schedules and calendars, makes travel arrangements and arranges meetings, gathers information and contacts meeting participants.
Maintains and supports schedules of others, as assigned.
Attends committee meetings as assigned, and assists with committee meetings administrative duties.
Operates general office equipment such as personal computer, copier, calculator, fax or other office machines.
Provide administrative support to department directors as necessary and as directed by the CC/CPO.
Manage work in a confidential manner, ensuring information is shared with internal and external individuals as appropriate.
Will perform other administrative support duties as assigned.
ESSENTIAL FUNCTIONS OF THE JOB
Preparing reports, correspondence and written materials utilizing word processing and other personal computer programs.
Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.
Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work.
Proactively monitor and respond to phone calls, e-mails, and other correspondence in a timely and efficient manner. Determines the nature and purpose of inquiries, and communicate messages and pertinent information with professionalism.
Assure that the CCO/CPO is aware of time sensitive matters, conflicts, or required actions.
Composing letters, memos, reports and correspondence.
Answering telephone, directing inquiries to appropriate parties and taking messages.
Transcribing information from dictaphone or notes into a word processor and preparing finished documents.
Copying, faxing, and distributing documents through mail or in person.
File maintenance, record keeping, and documentation of work products.
PHYSICAL REQUIREMENTS
Constant and close visual work at de…
Title: Executive Assistant / Job Req 688155082
Company: ALAMEDA ALLIANCE FOR HEALTH
Location: Alameda, CA
Category:
