Administrative Office Manager at Servicon Systems, Inc.

Servicon Systems, Inc.


EEO Statement: Equal Employment Opportunity/M/F/disability/protected veteran status

Servicon Systems is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.


Executive Assistant

US-CA-Culver City

Job ID: 2024-5952
Type: Full-Time
# of Openings: 1
Category: Administrative/Customer Service
Specialty Services

Overview

We are women-owned and operated, with nearly 50 years of expertise as a leading environmental solutions provider, focused on infection prevention for complex facilities. As a local, privately held company, we are agile and can maneuver quickly to support the needs of our people and clients.

Our goal is to become a trusted partner, not outsourced vendor.

One of our greatest strengths is our Culture of Caring. From our CEO to the front-line staff, Servicon embodies our vision of creating healthy environments for people to thrive. This results in greater client satisfaction and healthier outcomes. Meticulous adherence to infection prevention standards interwoven with compassionate service delivery is the key to success.

Servicon focuses on three essential elements for establishing a Culture of Caring and Excellence: People, Programs, and Performance. These components represent our strong value alignment, positively impacting patient care, infection prevention, and throughput.

Responsibilities

We are looking for an Executive Assistant who is focused, yet flexible; professional, yet personable, and knows how to create order from chaos. You will provide high-level administrative and clerical support to the Executive Vice President of Operations, while offering solutions and support to our field Operations management to ensure the best client and employee experience. You must be adaptable, proactive, and able to quickly grasp new concepts and processes. Hyper-organized and detail-oriented, you will thrive in a fast-paced environment where you can anticipate needs and handle evolving priorities with ease.

Qualifications

Support the VP of Operations:

• Manage the VPs calendar, prioritize tasks, schedule appointments, set agendas, and coordinate travel arrangements
  Draft, edit, and proofread correspondence, presentations, and reports
• Organize and triage emails, ensuring that important items are prioritized
• Act as a gatekeeper and trusted right-hand person, handling confidential and high-priority matters

Collaborate with the Operations Team:

• Ensure client and contract information is accurate and up-to-date in Salesforce
• Manage data related to shift assignments, payroll, timekeeping, job setups, and billing
• Partner with the Associate Director of Client Experience to gather information, prepare presentations, and coordinate schedules for the Biannual Client Survey
• Serve as the subject matter expert for corporate workforce management systems, including iCIMS, Kronos (UKG), and Salesforce
• Work closely with the Accounting team to ensure accuracy in billing, headcount reporting, supplies, account changes, and resolving discrepancies
• Maintain up-to-date Union and Wage & Hour information for all relevant locales, becoming the go-to resource for wage and hour classifications
• Oversee contract file management in Salesforce and collaborate with Sales and Operations on new contract start-ups
• Assist with various tasks and special projects as assigned.

Key Qualities:

• Exceptional organizational skills with a keen eye for detail
• Strong written and verbal communication abilities
• Ability to work efficiently and independently in a fast-paced environment
• Expertise in Salesforce and other workforce management systems preferred
• A proactive attitude and a problem-solving mindset
• Exceptional interpersonal and communication skills required.

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Compensation details: 85000-95000 Yearly Salary

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