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Executive Assistant to the President

ATR International
Sunol, California, 94586, United States
February 16, 2018

Job Title: Executive Assistant to the President

Job Location: Pleasanton, CA

Job Duration: Temp to direct

Job Description:

We are seeking an Executive Assistant to the President for a very important client.

Job Summary:

Reporting to the President, the Executive Assistant (EA) is responsible for providing high quality administrative and clerical assistance as well as managing the office of the President. The EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the President. The EA also serves as a liaison to leadership teams and oversees special projects. To be successful in this role, the EA must be creative and enjoy working within an environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance across multiple priorities. The EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Functions

The essential functions listed are typical examples of work performed by positions in this job classification, and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on program needs without changing the general nature and scope of the job or level of responsibility.

The EA must abide by all Joint Commission requirements including, but not limited to, sensitivity to cultural diversity, patient care, patients’ rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings. The EA is expected to perform all duties and responsibilities in accordance with the Client's Standards.

The daily routine of the EA will vary depending on the priority of projects. The EA will complete a broad variety of administrative tasks for the President including but not limited to:

- Managing an extremely active calendar of appointments and events

- Prioritizing conflicting needs;

- Preparing and completing the executive’s expense reports, including reconciling credit card and other statements

- Composing and preparing correspondence;

- Arranging travel plans, itineraries, and agendas;

- Planning, coordinating and ensuring the President’s schedule is followed and respected.

- Providing "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President 's time and office.

- Researching, prioritizing, and following up on incoming issues and concerns addressed to the President. Determining appropriate course of action, referral, or response.

- Working closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, correspondence, and other tasks

- Handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

- Creating regular and ad hoc reports

- Facilitating internal communications – create, schedule and deliver presentations, distribute information, etc.

- Taking meeting minutes and publishing to meeting participants

- Updating internal databases

- Making travel arrangements

- Managing phone calls and email

- Responding promptly to the executive’s queries

- Suggesting more efficient ways to run the office and troubleshoot malfunctions

- Reviewing and recommending changes to processes and procedures


The ideal candidate will possess the following qualifications:

Minimum Requirements:


- High School Diploma Required

- Additional qualifications as Personal Assistant or Secretary are a plus


- Demonstrated work experience as a Senior Executive Assistant, Executive Assistant or similar role.


- Advanced or expert proficiency with word processing, spreadsheets and databases. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media platforms.

- Excellent organizational skills with an ability to think proactively and prioritize work

- Excellent written and verbal communication skills - via phone, email and in-person

- Strong relationship building and interpersonal skills

- Ability to adapt to shifting priorities, demands and timelines

- Ability to solve technical and non-technical problems

- Knowledge of office procedures

- Familiarity with online calendars and cloud systems

- Experience exercising discretion and confidentiality with sensitive company information

- Ability to embrace change and view challenges as opportunities

- Experience using office equipment

Physical Requirements and Working Conditions:

The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.