Job description:
Aya Healthcare has an exciting Executive Assistant contract opportunity in West Hollywood, CA!
Position Type: 13 weeks
Work Arrangement: 100% onsite, Monday- Friday 8am-4:30pm
Education: High School Diploma/GED and Bachelor's Degree required
Minimum Experience: 4 years of progressive office administration experience with a strong customer service background
Position Summary
We are seeking an experienced and highly organized Executive Administrative Assistant to provide administrative support to executive-level leadership and coordinate the day-to-day activities of a department within a healthcare system.
The ideal candidate demonstrates initiative, resourcefulness, sound judgment, and strong problem-solving skills. This position requires the ability to understand complex organizational structures, prioritize competing demands, establish effective office procedures, and ensure the timely and orderly flow of business.
The Executive Administrative Assistant will also support human resources, payroll, budget, reporting, and project coordination functions while maintaining a high level of confidentiality and professionalism.
Key Responsibilities
- Provide comprehensive administrative support to executive-level leadership and department management.
- Screen and prioritize incoming calls and appointments and route inquiries to the appropriate departments or organizational levels.
- Maintain the executive's calendar and coordinate appointments, meetings, and travel arrangements.
- Organize departmental meetings, including reserving meeting rooms, coordinating attendees, and ensuring required materials and equipment are available.
- Prepare correspondence, reports, narratives, statistical documents, and other materials from rough drafts or verbal instructions.
- Take and accurately transcribe meeting minutes.
- Independently compose routine business correspondence for executive review and signature.
- Establish and maintain organized office filing systems and departmental databases.
- Prepare recurring reports and develop new reports, files, and database systems as needed.
- Research, gather, edit, compile, and organize information from internal departments and external agencies for special reports and projects.
- Review financial, business, and operational reports for accuracy and identify discrepancies or unusual variations.
- Coordinate corrections with appropriate data sources and bring significant issues to management's attention.
- Coordinate departmental projects by tracking assignments, deadlines, budgets, timelines, and deliverables.
- Support departmental human resources and payroll functions.
- Review the departmental Kronos employee timekeeping system each pay period and complete appropriate sign-off procedures.
- Assist with maintaining departmental budget information and monitoring financial activity.
- Maintain confidentiality of sensitive employee, financial, and organizational information.
- Perform other administrative and operational duties as assigned.
Required Qualifications
- High School Diploma or GED equivalent.
- Bachelor's Degree required.
- Minimum 4 years of progressive office administration experience.
- Strong customer service background.
- Demonstrated ability to provide administrative support in a complex organizational environment.
- Excellent written and verbal communication skills.
- Strong organizational, analytical, and problem-solving abilities.
- Proficiency with Microsoft Office applications and computerized office systems.
- Ability to manage confidential information with discretion.
- Ability to independently prioritize multiple assignments and meet deadlines.
Preferred Qualifications
- Bachelor's degree in Business, Accounting, Computer Operations & Applications, or a related field.
- Experience working within a healthcare system or large complex organization.
- Experience supporting executive-level leadership.
- Experience with Kronos or other automated timekeeping systems.
- Experience supporting HR, payroll, budgeting, reporting, or project coordination.
- Advanced Microsoft Excel skills.
- Experience developing databases, reports, and administrative tracking systems.
AYA DELIVERS…
· A robust team and dedicated recruiter to support you every step of the way to ensure you start on time, have accurate payroll and an exceptional experience
· A credentialing specialist to streamline the entire compliance process
· Premium medical, dental, vision and life insurance beginning day one of your assignment
Aya Healthcare is an Equal Opportunity Employer and encourages all to apply!
Pay: $32.00 - $35.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Vision insurance
Application Question(s):
- This is a 13 week contract to start. Are you comfortable with accepting this?
Experience:
- Executive administrative support: 4 years (Required)
- Calendar management: 4 years (Required)
- Scheduling: 2 years (Required)
- Meeting Coordination: 2 years (Required)
- Kronos: 2 years (Required)
Work Location: In person
