Executive Secretary

Locations:
Porterville, CA

Type:

Tribal

Salary Range:$24 to $24 / Per Hour

Open Period:10/9/2024 until filled

Summary:

Working closely with and reporting directly to the Chief Executive Officer/ Principal Investigator, the Executive Secretary functions to ensure that all executive-level clerical, administrative support and administrative operations responsibilities are coordinated and accomplished in a timely manner. In addition, the Executive Secretary coordinates and delegates items in order to assist the human resources function with records management, recruitment, and other related duties.

As a critical member of the administrative team, the Executive Secretary must exhibit high levels of trust, confidentiality, discretion, judgment, organization skills, and multi-tasking abilities.

More info about area:

Duties:

VIEW FULL POSITION DESCRIPTION AT https://(Use the "Apply for this Job" box below). Schedules and coordinates a wide variety of meetings, including making reservations for meeting rooms and notifying meeting participants. Attends and participates in Staff meetings, Department Heads meetings, Strategic Planning meetings, Board of Directors meetings, etc. Prepares draft agendas, takes meetings notes, and distributes meeting minutes within reasonable time frames. Maintains updated binders of meeting minutes, grant information, critical correspondence, and other information for easy access by the Chief Executive Officer/ Principal Investigator and the Board of Directors.

Maintains, coordinates and updates appointment schedules and planning calendars for the Chief Executive Officer/ Principal Investigator and the Board of Directors, including information regarding the beginning and expiration/due dates for grants, contracts, and audits. Types and prepares a wide variety of correspondences, reports, manuals, charts, tables. Coordinates the screening of calls and visitors for the Chief Executive Officer/ Principal Investigator, referring them to the appropriate staff or directly to the Chief Executive Officer/ Principal Investigator if personal attention is required.

Manages requests for information and resolves or assists in resolving a variety of complaints made by employees, patients, and their families. Manages all incoming correspondence to the Chief Executive Officer/ Principal Investigator and Board of Directors, determining proper action and at times, preparing responses before referring to the Chief Executive Officer/ Principal Investigator or Board of Directors. Reviews outgoing correspondence and reports, ensuring accuracy, proper format, correct grammar, and verifies that any associated attachments or other factual information has been coordinated and completed.

Chairs and/or participates in employee activities committees such as TRIHCI's Open House, Christmas Party, Health Fair, etc, promoting teamwork and helping to keep functions within allocated budgets. In coordination with Managers and Directors, types and updates TRIHCI's Policies and Procedures Manual, ensuring that mid-year policy provisions are properly communicated and archived in department manuals on yellow paper, signed by the Board of Directors Secretary.

Actively participates in annual Board of Directors elections and prepares Orientation Packages for new Board of Directors members.

Qualifications:

Education and/or

Experience:

An Associates' Degree in Business, Management or other related field, AND at least 3 years experience as an executive level administrative assistant or office manager. An equivalent combination of education and experience may be considered in lieu of a degree. The Human Resources department and Chief Executive Officer/ Principal Investigator will determine what is equivalent. Certificates, Licenses, Registrations: A current California driver's license and a good driving record are required for this position.

Preferred Qualifications and Contingencies: A Bachelor's degree in business administration, management, organizational management, or a related area is preferred. Six (6) to eight (8) years progressive experience in an office management and/or coordination role, with four (4) to six (6) years as an Executive Administrative Assistant, is also preferred.

Work Type: