executive staff assistant

University of California Berkeley

Executive Assistant (7384U) Chancellor's Office 87327 About Berkeley
<br><br>
At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
<br><br>
As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.
<br><br>
We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles , Principles of Community , and Strategic Plan .
<br><br>
At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.
<br>Departmental Overview
<br><br>
The Office of the Chancellor at the University of California, Berkeley provides administrative, organizational, strategic, and compliance services to advance the Chancellor's vision, core values, and priorities.
<br><br>
Job Summary
<br><br>
The Executive Assistant serves as the first point of contact for visitors and guests to the Chancellor's and Executive Vice Chancellor and Provost's suite and directs them to appropriate offices. The incumbent provides calendaring and administrative support to senior staff as needed. They handle routine communications requests. The Executive Assistant serves as a backup for the other front office executive assistants and takes on day-to-day responsibilities in their absence, as well as supports the Associate Chief of Staff. As the person primarily responsible for office reception, this is an in-person position expected to be on site five days/week.
<br>Application Review Date
<br><br>
<b>The First Review Date for this job is:</b> July 21, 2026
<br>Responsibilities
<br><br>
Serves as the first point of contact for visitors and guests to the Chancellor's and Executive Vice Chancellor and Provost's suite and directs them to appropriate offices.
<br>Provides administrative and logistical support to the Associate Chief of Staff and other senior team members for meetings and events, including Chancellor's Cabinet and Roundtable meetings. This includes, but is not limited to, scheduling, room reservations, participant communication, materials prep, catering coordination, AV support, and room set-up and breakdown.
<br>Answers the Chancellor's Office phone and voicemails; responds to general phone inquiries and forwards to appropriate staff members for resolution.
<br>Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the Chancellor's Office, including those highly sensitive in nature.
<br>Works collaboratively with communication lead to route the Chancellor's incoming mail and email to other administrative offices within 24 hours of receipt for their information or for action or comment. Responds to routine queries as appropriate.
<br>Processes general operating supplies & equipment for CIO front office. Maintains the copy room and mailroom for the suite and ensures the Cal Hall Directory is accurate in coordination with the Facilities Coordinator.
<br>Works in partnership with other campus units, including University Development and Alumni Relations (UDAR), to obtain the Chancellor's signature on a variety of documents and helps to track all of the incoming and outgoing official mail and correspondence for the office. Reviews and proofreads all communication.
<br>Manages records by utilizing both traditional record-keeping formats and emerging communications technology, including Perceptive Content, performs a variety of professional duties in the areas of information resource management, records systems analysis, archival appraisal strategies, and support of campus-wide information users.
<br>Develops and organizes project plans for the Chancellor's Office events (staff meetings, appreciation events, holiday events, etc.).
<br>Other duties as assigned. Required Qualifications
<br><br>
Political acumen and diplomacy with stakeholders, including campus leadership, donors, students, and their families, and external constituents.
<br>Ability to multi-task and prioritize under changing demands.
<br>Interpersonal communication skills to include verbal and written, active listening, critical thinking.
<br>Strong skills in short-term planning, analysis and problem-solving, and customer service.
<br>Positive attitude and demonstrated ability to work successfully with diverse populations.
<br>Ability to anticipate problems and use good judgment in developing solutions.
<br>Excellent organizational and project management skills with attention to detail.
<br>Ability to take initiative and work well both independently and as part of a team.
<br>Ability to cultivate strong relationships, collaborate effectively with others, and establish and maintain effective working relationships at all levels.
<br>Knowledge of a variety of administrative operations activities such as office management, event planning, and executive support. Preferred Qualifications
<br><br>
Knowledge of common University-specific computer application programs.
<br>Familiarity with University organizational structure.
<br>Experience working with university or organizational compliance policies pertaining to supplies, travel, and entertainment. Salary & Benefits
<br><br>
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.
<br><br>
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
<br><br>
The budgeted salary range that the University reasonably expects to pay for this position is $68,700.00 - $94,300.00
<br>Other Information
<br><br>
This is not a visa opportunity.

Executive Assistant (7384U) Chancellor's Office 87327

Confidential Government

<div>
 <p>
  A leading
  <strong>
   semi-government entity
  </strong>
  in Saudi Arabia&rsquo;s is looking for skilled professionals to join its growing team. Headquartered in
  <strong>
   Riyadh
  </strong>
  , the organization plays a strategic role in supporting economic development initiatives and driving long-term impact across key sectors.
 </p>
 <p>
  <br/>
 </p>
 <p>
  If you are looking for a meaningful career with an organization committed to
  <strong>
   sustainability, innovation, and industry excellence
  </strong>
  , this is your opportunity to be part of something impactful.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Apply now and be part of a future-focused organization shaping tomorrow&rsquo;s success.
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Job Purpose:
  </strong>
 </p>
 <p>
  To manage the daily operations of the Executive Office and provide high-level administrative, organizational, and coordination support to the CEO and executive leadership. The Executive Office Assistant ensures smooth workflow, manages executive communications and schedules, oversees office protocols, and acts as a key liaison between the executive office and internal/external stakeholders.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Key Accountabilities:
  </strong>
 </p>
 <ul>
  <li>
   Oversee the day-to-day administrative operations of the Executive Office, ensuring efficiency and confidentiality.
  </li>
  <li>
   Manage the CEO&rsquo;s schedule, meetings, travel arrangements, and communications with accuracy and discretion.
  </li>
  <li>
   Coordinate internal and external meetings, including agenda preparation, minutes, and follow-ups.
  </li>
  <li>
   Act as the primary point of contact between the Executive Office and internal departments, external partners, and government entities.
  </li>
  <li>
   Draft, review, and format high-level correspondence, reports, and presentations.
  </li>
  <li>
   Supervise and support other Executive Office staff to ensure consistent quality and service standards.
  </li>
  <li>
   Ensure the implementation and compliance with executive office policies, protocols, and document control.
  </li>
  <li>
   Manage sensitive information and communications with professionalism, integrity, and discretion.
  </li>
  <li>
   Support executive-level events, visits, and board or committee meeting preparations.
  </li>
  <li>
   Track action items and ensure timely execution of decisions made by the CEO or executive leadership.
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Minimum Qualifications &amp; Experience:
  </strong>
 </p>
 <ul>
  <li>
   Bachelor&rsquo;s degree in business administration, Management, or a related field.
  </li>
  <li>
   Minimum 7 years of experience in similar position.
  </li>
 </ul>
 <p>
  <br/>
 </p>
</div>


Executive Assistant

University of New Mexico

<div><h2 class="jobSectionHeader"><b>Admin Assistant to Exec Dir</b></h2>
<div><div><div><div><b>Requisition ID</b></div> <div>req37123</div>
</div><br>
<div><div><b>Working Title</b></div> <div>Admin Assistant to Exec Dir</div>
</div><br>
<div><div><b>Position Grade</b></div> <div>10</div>
</div><br>
<div><div><b>Position Summary</b></div>
<div><p>
The<b> Department of Pathology</b> is one of the most diverse and dynamic departments within the UNM School of Medicine, integrating basic science research, medical education, clinical service, and community engagement. As a truly hybrid department, <b>Pathology</b> supports a robust basic science research enterprise, graduate education programs, undergraduate and graduate Medical Laboratory Sciences programs, and the training of medical students, residents, and fellows. In addition to its educational and research missions, the Department plays a critical role in delivering patient care through diagnostic and laboratory services that inform nearly every aspect of modern medicine. <b>Pathology</b> is the science that studies the causes and effects of disease, making it essential to diagnosis, treatment planning, and patient outcomes across the UNM Health System.</p><p>
The <b>Department of Pathology</b> is seeking an experienced, highly professional, and service-oriented <b>Administrative Assistant to the Executive Director</b> to provide direct administrative support to the Department Chair and departmental leadership. This key role requires a proactive individual who can work independently, manage multiple competing priorities, anticipate needs, and exercise sound judgment in a fast-paced and complex environment. The ability to handle sensitive information with discretion and maintain the highest level of confidentiality is essential.</p><p>
This position offers a unique opportunity to work closely with senior leaders in an academic health sciences environment while contributing to the success of a department that impacts research, education, and clinical care. The successful candidate will develop strong collaborative relationships with faculty, staff, trainees, and institutional leadership, serving as a trusted partner in supporting departmental operations and strategic initiatives.</p><p>
The ideal candidate will have experience supporting senior-level executives, faculty leaders, or administrators in an academic, healthcare, or other professional setting. Successful applicants will be exceptionally organized, detail-oriented, resourceful, and adaptable, with a demonstrated ability to manage complex schedules, coordinate high-level meetings and events, and oversee a variety of administrative projects simultaneously. Strong problem-solving skills, initiative, and the ability to anticipate needs before they arise are critical to success in this role.</p><p>
This position is well-suited for an experienced executive assistant who thrives in a collaborative environment, enjoys managing a wide variety of responsibilities, and takes pride in ensuring that departmental leadership can operate effectively and efficiently. The successful candidate will serve as an important representative of the Department, requiring excellent interpersonal, written, and verbal communication skills, a commitment to customer service, and the professionalism necessary to interact confidently with university leadership, faculty, staff, trainees, and external stakeholders.</p><p>
The Admin Assistant to the Executive Director&rsquo;s duties include:</p><ul><li>
Provide executive-level administrative support to the Department Chair and leadership team</li><li>
Manage complex calendars, meetings, and departmental events</li><li>
Coordinate travel arrangements, reimbursements, and financial documentation</li><li>
Prepare correspondence, reports, presentations, and data summaries</li><li>
Organize meetings, seminars, guest visits, and departmental activities</li><li>
Assist with daily department operations and office management functions</li><li>
Support administrative processes, including hiring activities and staff coordination</li><li>
Maintain confidential records and information with discretion and professionalism</li></ul><p>
Minimum Qualifications:</p><ul><li>
High school diploma or GED; at least 5 years of experience directly related to the duties and responsibilities specified.</li><li>
Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.</li></ul><p><br>
See the Position Description for additional information.</p></div><br>
</div><br>
<div><div><b>Conditions of Employment</b></div>
</div><br>
<div></div><div><div><b>Minimum Qualifications</b></div>
<div><p>
High school diploma or GED; at least 5 years of experience directly related to the duties and responsibilities specified.</p><p>
Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.</p></div></div><br>
<div>
<div><b>Preferred Qualifications</b></div>
<ul><li>Proficient in Microsoft Office (Excel, PowerPoint, Access, and Word)</li><li>
Smartsheet Experience</li><li>
Strong time management, project management, and problem-solving skills</li><li>
Excellent communication, organizational, and confidentiality skills</li><li>
Ability to work independently and exercise sound judgment</li><li>
Executive-level administrative experience with exceptional attention to detail<br>
Supervisor Experience</li></ul>
</div><br>
<div><div><b>Additional Requirements</b></div>
</div><br>
<div></div><div><div><b>Campus</b></div> <div>Health Sciences Center (HSC) - Albuquerque, NM</div>
</div><br>
<div><div><b>Department</b></div> <div>Pathology (254B)</div>
</div><br>
<div><div><b>Employment Type</b></div> <div>Staff</div>
</div><br>
<div><div><b>Staff Type</b></div> <div>Regular - Full-Time</div>
</div><br>
<div><div><b>Term End Date</b></div>
</div><br>
<div></div><div><div><b>Status</b></div> <div>Non-Exempt</div>
</div><br>
<div><div><b>Pay</b></div> <div>Hourly: $19.76 - $26.85</div>
</div><br>
<div><div><b>Benefits Eligible</b></div> <div>This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. See the Benefits home page for a more information.</div>
</div><br>
<div><div><b>ERB Statement</b></div> <div>As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid.</div>
</div><br>
<div><div><b>Background Check Required</b></div> <div>Yes</div>
</div><br>
<div><div><b>For Best Consideration Date</b></div> <div>7/17/2026</div>
</div><br>
<div><div><b>Eligible for Hiring Incentive</b></div>
</div><br>
<div></div><div><div><b>Eligible for Remote Work</b></div> <div>Yes</div>
</div><br>
<div><div><b>Eligible for Remote Work Statement</b></div> <div>This position is eligible for a hybrid schedule</div>
</div><br>
<div><div><b>Application Instructions</b></div>
<div>
<p>Only applications submitted through the official UNMJobs site will be accepted. If you are viewing this job advertisement on a 3rd party site, please visit UNMJobs to submit an application.</p>
For best consideration please submit a cover letter, resume, and three references.</div><br>
</div><br>
<div><div><p><b>Positions posted with a Staff Type of </b><b><i>Regular</i></b><b> or </b><b><i>Term</i></b><b> are eligible for the Veteran Preference Program. See the </b><b>Veteran Preference Program webpage </b><b>for additional details.
</b></p><p>The University of New Mexico is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class.</p>
<p>
The University of New Mexico requires all regular staff positions successfully pass a pre-employment background check. This may include, but is not limited to, a criminal history background check, New Mexico Department of Health fingerprint screening, New Mexico Children, Youth, and Families Department fingerprint screening, verification of education credentials, and/or verification of prior employment. For more information about background checks, visit https://policy.unm.edu/university-policies/3000/3280.html. Refer to https://policy.unm.edu/university-policies/3000/3200.html for a definition of Regular Staff.</p></div></div></div></div></div><div></div>

Admin Assistant to Exec Dir

Turning Point for God

<div><div><p>Turning Point for God is the broadcast ministry of Dr. David Jeremiah and exists to deliver the unchanging Word of God to an ever-changing world. Using Dr. Jeremiah's teaching, we capture, curate, and communicate Bible Strong content through the power of media to share the Gospel with theological and creative excellence. Dr. Jeremiah is committed to teaching the entirety of God's Word to the world, and his teaching is delivered in multiple languages to approximately 3 billion people across the globe through Turning Point's various media channels.</p>
<p>
To accomplish this mission, more than two hundred staff across various disciplines are committed to sharing the Gospel and Bible Strong teaching through Turning Point. At Turning Point, you will be empowered and equipped to use your unique skills and abilities to glorify God and make an eternal impact while being part of a professional Christian community and relational work environment.</p></div><p><b>
Position Summary:</b></p>
<p>
The Executive Assistant provides high-level administrative and organizational support to the President &amp; Chief Operating Officer, ensuring the efficient operation of the executive office. This position serves as the primary point of coordination for calendars, meetings, travel, communications, and administrative priorities while exercising exceptional professionalism, discretion, and judgment.</p>
<p>
The Executive Assistant enables the President/COO to focus on ministry leadership by managing day-to-day logistics, coordinating executive communications, and maintaining strong relationships with internal teams and external ministry partners.</p>
<p><b>
Responsibilities:</b></p>
<p>
Executive Support and Calendar Management</p>
<ul>
<li>Manage an active and complex executive calendar, ensuring priorities are aligned with organizational goals and ministry objectives.</li>
<li>Coordinate meetings, appointments, and ministry events.</li>
<li>Schedule internal and external meetings while balancing organizational priorities.</li>
<li>Anticipate scheduling conflicts and proactively recommend solutions.</li>
<li>Ensure the President/COO is prepared for upcoming meetings, events, and key decision-making opportunities.</li>
<li>Draft, edit, and manage executive agendas, briefing materials, presentations, correspondence, reports, and supporting documentation for meetings and executive engagements.</li>
<li>Monitor competing priorities and proactively recommend adjustments to maximize executive effectiveness.</li>
<li>Track follow-up items, action plans, and deadlines to ensure timely completion.</li>
<li>Serve as trusted gatekeeper and liaison for executive communications and scheduling requests.</li>
</ul>
<p>Communication &amp; Relationship Management</p>
<ul>
<li>Facilitate effective communication between executive leadership, department leaders, staff, ministry partners, and external stakeholders.</li>
<li>Build and maintain positive working relationships throughout the organization.</li>
<li>Handle confidential and sensitive information with discretion, professionalism, and sound judgment.</li>
<li>Ensure timely responses, follow-up actions, and accountability on key initiatives.</li>
</ul>
<p>Travel, Events &amp; Special Projects</p>
<ul>
<li>Coordinate domestic and international travel, including flights, accommodations, transportation, itineraries, visas, and travel documentation.</li>
<li>Prepare comprehensive travel packets and briefing materials.</li>
<li>Manage travel-related logistics, schedules, and expense reporting.</li>
<li>Assist with planning and execution of executive meetings, leadership retreats, board meetings, conferences, donor visits, ministry gatherings, and special projects.</li>
<li>Coordinate vendors, venues, catering, audiovisual needs, gifts, and event logistics.</li>
<li>Support recurring ministry initiatives and annual organizational events.</li>
</ul>
<p>Administrative &amp; Operational Excellence</p>
<ul>
<li>Maintain organized office systems for records management, documentation, contacts, filing, and executive information.</li>
<li>Manage approvals, contracts, invoices, expense reports, and administrative workflows.</li>
<li>Develop and improve systems that increase efficiency and organizational effectiveness.</li>
<li>Assist with project management, tracking deliverables and ensuring accountability across multiple initiatives.</li>
<li>Provide administrative support that enables smooth day-to-day executive operations.</li>
<li>Manage confidential records and sensitive information.</li>
</ul>
<p><b>Core Competencies:</b></p>
<ul>
<li><b>Spiritual Leadership:</b> Demonstrates a Christ-centered approach to work and relationships.</li>
<li><b>Teamwork:</b> Builds positive and supportive relationships within the ministry, including employees, partners, and the community.</li>
<li><b>Integrity:</b> Maintains a high standard of ethical and moral conduct.</li>
</ul>
<p><b>Qualifications and Experience:</b></p>
<p>
Required</p>
<ul>
<li>Minimum of five years of experience supporting senior executives, business leaders, or ministry leaders.</li>
<li>Proven ability to manage complex schedules, multiple priorities, and competing deadlines.</li>
<li>Exceptional organizational, planning, and time-management skills.</li>
<li>Outstanding written, verbal, and interpersonal communication skills.</li>
<li>Advanced proficiency in Microsoft Office and related business applications.</li>
<li>Demonstrated ability to exercise discretion and maintain strict confidentiality.</li>
<li>Strong attention to detail and commitment to accuracy and excellence.</li>
<li>Ability to work independently while exercising sound judgment and initiative.</li>
<li>Experience coordinating domestic and international travel.</li>
<li>Experience planning events, conferences, and executive functions.</li>
</ul>
<p>Preferred</p>
<ul>
<li>Bachelor's degree in business administration or equivalent.</li>
<li>Experience supporting C-suite executives, nonprofit executives, pastors, or ministry leaders.</li>
<li>Familiarity with expense reporting systems, project management tools, and administrative workflows.</li>
<li>Experience in a ministry, non-profit, media, or faith-based environment.</li>
</ul>
<p>Key Competencies</p>
<ul>
<li>Organization</li>
<li>Time Management</li>
<li>Professional Communication</li>
<li>Customer Service</li>
<li>Discretion</li>
<li>Attention to Detail</li>
<li>Adaptability</li>
<li>Initiative</li>
<li>Problem Solving</li>
<li>Relationship Management</li>
</ul>
<p>Success Measures</p>
<ul>
<li>Exceptional management of executive priorities, schedules, and commitments.</li>
<li>Consistent anticipation of needs and proactive problem-solving.</li>
<li>Effective communication and coordination across departments and stakeholders.</li>
<li>Reliable execution of projects, initiatives, and special events.</li>
<li>High levels of trust, confidence, and partnership with executive leadership.</li>
<li>Increased organizational efficiency, clarity, and operational effectiveness.</li>
<li>The ability to create an environment where the President/COO can remain focused on leadership, strategic priorities, and ministry impact.</li>
</ul>
<p>Personal Attributes</p>
<ul>
<li>Professional, dependable, and highly organized.</li>
<li>Warm, approachable, and service-oriented.</li>
<li>Positive, encouraging, and able to maintain a constructive attitude under pressure.</li>
<li>Adaptable and flexible when priorities shift or schedules change unexpectedly.</li>
<li>Proactive, resourceful, and solutions-focused.</li>
<li>Calm, composed, and effective in high-pressure situations.</li>
<li>Collaborative and skilled at building strong working relationships.</li>
<li>Detail-oriented while maintaining awareness of broader organizational priorities.</li>
<li>Committed to excellence, integrity, accountability, and follow-through.</li>
<li>Self-motivated with a strong sense of ownership and initiative.</li>
</ul>
<p><b>Working for Turning Point &ndash; What to Expect:</b></p>
<p>
Turning Point for God is committed to creating a dynamic culture that reflects our traditional Christian values and supports our employees' God-given and unique abilities and skills. Our organization hires employees who share our Christian values and hold to beliefs that are not in conflict with Turning Point's Employee Statement of Faith.</p>
<p><b>
Other:</b></p>
<ul>
<li>Position is exempt, full-time at Turning Point International Headquarters in Lakeside, CA.</li>
<li>The expected salary for this position is $78,000 to $88,000 annually. The actual compensation offered will depend on a variety of factors, including qualifications, experience, skills, and location. In addition to base salary, we offer a comprehensive benefits package.</li>
<li>Must be a like-minded believer and share our passion to <i>deliver the unchanging Word of God to an ever-changing world.</i></li>
</ul>
<p><b>Benefits:</b></p>
<ul>
<li>Generous medical, dental, and vision insurance, with voluntary supplemental plans</li>
<li>Health Savings Account (HSA) option</li>
<li>Company-sponsored long-term disability insurance and short-term (outside of CA)</li>
<li>Company-sponsored life Insurance</li>
<li>403(b) retirement savings plan with employer contribution</li>
<li>Eleven paid holidays</li>
<li>Accrued vacation and sick time</li>
<li>Yearly paid time off</li></ul><p></p><div><p><i><br>
This description reflects management's definition of essential functions for this position, although this list is not all-inclusive to what tasks may be assigned. Turning Point for God reserves the right to modify our job descriptions at any time.</i></p>
<p><i>
As part of our hiring process, candidates must demonstrate alignment with and support for our Statement of Faith. Agreement with this statement is a requirement for employment with Turning Point for God.</i></p>
<p><i>
Statement of Faith</i></p></div></div>

Microsoft

<p></p><div><p><b>Executive Administrative Assistant (Contract)</b></p><p></p><p><i><br>
Please note that this is a contract role providing services to Microsoft through external staffing partners of Allegis Global Solutions. If you are selected for this role, you will be employed by AGS and will not be an employee of Microsoft.</i></p><p></p><p><b><br>
Summary:</b></p><p>
We are seeking a highly organized and detail-oriented Executive Administrative Assistant to provide comprehensive, high-level administrative support to a senior Americas Channel Leader. This role is fully remote and ideal for a proactive professional who thrives in a fast-paced, cross-functional environment. The successful candidate will serve as a critical operational partner, collaborating closely with a Chief of Staff and working across Canada, the United States, and Latin America to ensure executive effectiveness, seamless communication, and organizational alignment. This is an excellent opportunity for someone with a strong background in executive support who is adept at managing competing priorities with discretion and professionalism.</p><p></p><p><b><br>
Job Responsibilities:</b></p><ul><li><p>
Manage complex executive calendar scheduling, including prioritization of meetings, conflicts resolution, and proactive planning across multiple time zones</p></li><li><p>
Orchestrate and coordinate executive meetings with internal leaders, external partners, and customers, ensuring all logistics are organized and materials are prepared</p></li><li><p>
Coordinate domestic and international travel across the Americas region, including flights, hotels, ground transportation, and detailed itineraries</p></li><li><p>
Manage and submit expense reports and travel-related expense approvals on behalf of the executive</p></li><li><p>
Partner closely with the Chief of Staff to keep the executive informed and aligned on organizational priorities, awards, and key initiatives</p></li><li><p>
Assist with internal communications and executive correspondence, including preparation of memos, reports, letters, and other documents</p></li><li><p>
Prepare agendas and make logistical arrangements for committee, team, and stakeholder meetings both in-person and virtually</p></li><li><p>
File and retrieve corporate documents, records, and reports in an organized and confidential manner</p></li><li><p>
Read and analyze incoming memos, submissions, and reports to determine significance and coordinate appropriate distribution</p></li><li><p>
Perform general office duties including ordering supplies and maintaining records management systems</p></li><li><p>
Support basic bookkeeping tasks and preparation of invoices as needed</p></li></ul><p></p><p><b><br>
Requirements:</b></p><ul><li><p>
5 to 7 years of administrative or executive support experience required</p></li><li><p>
Prior experience directly supporting a senior executive or C-level leader highly preferred</p></li><li><p>
Demonstrated experience managing executive-level travel arrangements across multiple regions</p></li><li><p>
Experience supporting both internal and external communications in an executive meeting context</p></li><li><p>
Experience with expense management and submission processes preferred</p></li><li><p>
Associate's or Bachelor's degree in Business Administration or a related field is a plus</p></li><li><p>
Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook</p></li><li><p>
Exceptional complex calendar management and meeting orchestration capabilities</p></li><li><p>
Strong experience coordinating executive-level domestic and international travel and logistics</p></li><li><p>
Excellent verbal and written communication skills with the ability to draft and manage executive correspondence</p></li><li><p>
Demonstrated ability to support both internal and external executive communications and meetings</p></li><li><p>
Strong interpersonal skills with the ability to collaborate effectively across cross-functional and cross-regional teams</p></li><li><p>
Ability to work independently, manage time effectively, and handle multiple priorities simultaneously</p></li><li><p>
High level of discretion and ability to maintain confidentiality of sensitive information</p></li><li><p>
Strong organizational skills with meticulous attention to detail</p></li><li><p>
Customer service orientation with a professional and proactive approach</p></li></ul><p><b><br>
Additional Details:</b></p><ul><li><p>
Location: Remote</p></li><li><p>
Duration: 11 months</p></li><li><p>
Pay Range*: $34.50 - $39 per hour</p></li><li><p>
Weekly Schedule: 40 hours</p></li><li><p>
Job Status: Non-Exempt</p></li><li><p>
Application Deadline: Apply within 72 hours of the posting date to ensure consideration.</p></li></ul><p></p><p><b><br>
This role is eligible for the following benefits:</b></p><ul><li><p>
Medical, dental &amp; vision</p></li><li><p>
Hospital plans</p></li><li><p>
401(k) Retirement Plan &ndash; Pre-tax and Roth post-tax contributions available</p></li><li><p>
Life Insurance (Company paid Basic Life and AD&amp;D as well as voluntary Life &amp; AD&amp;D for the employee and dependents)</p></li><li><p>
Company paid short and long-term disability</p></li><li><p>
Health &amp; Dependent Care Spending Accounts (HSA &amp; DCFSA)</p></li><li><p>
Employee Assistance Program</p></li><li><p>
Time Off/Leave(PTO, Allegis Group Paid Family Leave, Parental Leave</p></li></ul><p></p><p><i><br>
Benefits are subject to change and may be subject to specific elections, plan, or program terms.</i></p><p></p><p><i><br>
AGS is an Equal Opportunity Employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.<br>
</i></p><p></p><br>
<p><i>If you require a reasonable accommodation related to the application or interview process due to a disability, please email </i><i>accommodation@allegisglobalsolutions.com</i><i>. This inbox is monitored solely for accommodation requests. For questions about open roles or to apply, please submit your application through the job posting, as this inbox is not monitored by recruiters and applications sent here will not be reviewed.</i><br>
</p><p></p><br>
<p><i>In accordance with the Immigration Reform and Control Act of 1986, employment is contingent upon verification of identity and authorization to work in the United States. All persons hired will be required to complete Form I-9 and provide acceptable documentation as required by law.</i></p><p></p><p><i><br>
Please note that we may use artificial intelligence (AI) tools to screen, assess, or select applicants for this position. These tools may analyze application materials and assist our team in identifying candidates whose qualifications best match the requirements of the role. If you have questions about our use of AI in the hiring process, or would like more information, please contact us.</i></p><p></p><ul><li><br>
<i>We reserve the right to pay above or below the posted wage based on factors unrelated to protected classifications.</i></li></ul><p></p><p><i><br>
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.</i></p></div>

Executive Administrative Assistant (contract)

New Hyde Park Surgery Center

<p><b>Overview</b></p><p>Northeast Endoscopy is a busy, patient-focused ambulatory surgery center committed to delivering exceptional care in a professional and collaborative environment. We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to executive leadership.</p><p>This role is ideal for someone who thrives in a fast-paced healthcare setting, exercises sound judgment, maintains strict confidentiality, and can effectively manage multiple priorities while supporting organizational operations.</p><p><b>Duties</b></p><ul><li>Provide direct administrative support to the Administrator and executive leadership.</li><li>Manage executive calendars, appointments, and daily scheduling priorities.</li><li>Maintain organized electronic and paper filing systems, ensuring accurate document management and record retention.</li><li>Serve as the primary point of contact for vendors, service providers, and external business partners.</li><li>Track facility maintenance schedules and coordinate vendor services to ensure timely completion.</li><li>Prioritize incoming requests and matters requiring immediate executive attention, ensuring timely follow-up.</li><li>Assist with patient billing inquiries by directing concerns appropriately and following up as needed.</li><li>Process patient medical record requests in accordance with HIPAA guidelines.</li><li>Organize invoices, checks, and supporting documentation for leadership review and Accounts Payable.</li><li>Take meeting notes as needed and maintain organized records of discussions and action items.</li><li>Support front office operations and provide administrative assistance to staff as needed.</li><li>Assist with special projects and operational initiatives assigned by executive leadership.</li><li>Collaborate professionally with physicians, department managers, and staff to support efficient daily operations.</li><li>Utilize strong computer skills to troubleshoot basic technical issues and ensure the smooth operation of office equipment and software.</li><li>Handle confidential and sensitive information with the highest level of professionalism and discretion.</li><li>Perform other administrative and operational duties as assigned.</li></ul><p><b>Experience</b></p><ul><li>Minimum <b>3 years of experience</b> supporting senior-level executives or executive leadership.</li><li>Previous healthcare, ambulatory surgery center, or medical office experience preferred.</li><li>Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.</li><li>Strong calendar management and scheduling experience.</li><li>Excellent written and verbal communication skills.</li><li>Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).</li><li>Strong attention to detail and excellent proofreading skills.</li><li>Ability to work independently while exercising sound judgment and maintaining confidentiality.</li><li>Professional, positive, and service-oriented attitude.</li><li>Ability to adapt in a fast-paced environment and respond effectively to changing priorities.</li></ul><p>Benefits</p><ul><li>Competitive salary</li><li>Paid Time Off</li><li>Health, Dental, and Vision Insurance</li><li>401(k) with employer match (if applicable)</li><li>Paid Holidays</li><li>Professional and supportive work environment</li><li>Opportunities for growth and development</li></ul><p><b>Schedule:</b> Full-time, Monday&ndash;Friday, 2 Saturdays per Month</p><p>If you are an organized, dependable professional who enjoys supporting executive leadership and contributing to a high-performing healthcare team, we encourage you to apply.</p><p>Pay: $25.00 - $32.00 per hour</p><p>Benefits:</p><ul><li>401(k)</li><li>Dental insurance</li><li>Flexible schedule</li><li>Health insurance</li><li>Paid time off</li><li>Parental leave</li><li>Vision insurance</li></ul><p>Work Location: In person</p>

South Side Healthy Community Organization (SSHCO)

<div><p>The Executive Assistant to the Chief Executive Officer provides high-level administrative and organizational support to the CEO and is responsible for the efficient operation of the Office of the CEO. Serving as the primary administrative liaison to the Board of Directors, Board Committees, executive leadership, and internal and external stakeholders, this position manages executive scheduling, communications, Board governance administration, leadership meeting coordination, and executive follow-up. Success in this role requires exceptional organizational skills, sound judgment, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced, mission-driven environment.</p>
<p><b>ESSENTIAL JOB FUNCTIONS:</b></p>
<p><i>To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform essential duties.</i></p>
<ul><li>Provide comprehensive executive administrative support to the Chief Executive Officer and other team members as assigned by the CEO.</li>
<li>Manage CEO&rsquo;s calendar, meeting schedule, email, travel arrangements, and executive logistics while resolving conflicts and protecting executive time.</li>
<li>Coordinate Board of Directors, Executive Committee, Executive Leadership, and other meetings by managing meeting logistics, preparing agendas and materials, recording official meeting minutes, documenting decisions and action items, maintaining governance records, and monitoring follow-up to ensure timely completion of assigned responsibilities.</li>
<li>Prepare, edit, proofread, and distribute executive correspondence, reports, presentations, meeting materials, and other documents with a high degree of professionalism, accuracy, and attention to detail.</li>
<li>Maintain executive tacking systems for CEO priorities, organizational committees, Board of Directors, and special projects while monitoring deadlines, follow-up activities, and completion of assigned tasks.</li>
<li>Serve as the primary point of contact for the Office of the CEO and communicate professionally with Board members, executive leadership, partner organizations, government agencies, vendors, community stakeholders, and other internal and external stakeholders.</li>
<li>Coordinate and support special projects, organizational initiatives, executive events, Board retreats, leadership meetings, and other activities as assigned.</li>
<li>Demonstrate initiative, professionalism, and exceptional organizational skills while effectively managing multiple priorities in a fast-paced environment.</li>
<li>Exercise sound judgement and discretion in managing confidential, sensitive, and proprietary information while maintaining the highest standards of professionalism and confidentiality.</li>
<li>Performs other duties as requested.</li>
</ul>
<p><b>QUALIFICATIONS:</b></p>
<ul><li>Minimum of a bachelor&rsquo;s degree and/or 7 years of direct experience working as an Administrative Assistant required.</li>
<li>Experience and/or knowledge of healthcare preferred.</li>
<li>Proficient in Microsoft Office Suite</li>
<li>Professional and friendly demeanor</li>
<li>Ability to critically think, act independently and exercise sound judgement.</li>
<li>Strong interpersonal skills and ability to build relationships with staff and stakeholders</li>
<li>Strong communication and organizational skills, ability to multi-task and set priorities.</li></ul></div>

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