Bilingual Executive Assistant to the Chief Operating Officer - AlliedUP Cooperative Inc.

Bilingual Executive Assistant to Chief Operating Officer (Contract to Hire)

Our client is a network of community healthcare clinics in Los Angeles and the Inland Empire providing medical, dental, mental health, and substance use services. They are seeking a Contract to Hire Bilingual Executive Administrative Assistant offering $35-$38 per hour (depending on experience) to support the Chief Operating Officer.

Schedule: n-Office in Corporate Office in South Central. Monday through Friday 8:00am-4:30pm but may require evenings and Saturdays as needed.

Required Qualifications:

• 5+ years Executive Assistant Experience supporting a C-Level Officer.
• Healthcare/Medical Office experience.
• Bilingual Spanish Required.
• Expert proficiency in Microsoft Office Suite including Word, Excel, and PowerPoint.
• Experience with expense reporting tools such as Concur.
• Experience reviewing staff time in time-keeping systems such as ADP.
• Knowledge of accounting, budgeting, and expense procedures.
• Must have driver’s license and own vehicle. Will be required to drive to and from various clinics, locations, and venues with COO.
• Familiarity with phone systems for managing calls and taking accurate messages.
• Exemplary organizational and time management skills, able to multitask and prioritize to meet deadlines.
• Ability to work independently and take initiative.
• Accuracy, attention to detail, and timely follow-up on outstanding items.
• Ability to adapt in a fast past environment and be able to work responsively under pressure.
• Excellent problem-solving skills, analytical thinking, and resourcefulness.
• Strong professional verbal and written communication skills.
• Data entry proficiency for accurately inputting information into calendar, spreadsheets, etc.
• Projection coordination abilities to assist in managing various projects as assigned by the COO.
• Have a great attitude and be a team player.

Education:

• AA or BA/BS degree is preferred

Key Responsibilities:

• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives and staff.
• Interacts with senior executives from several agencies to schedule meetings and organize activities including federal, state, county, legal counsel, foundations, and patients with a high degree of professionalism.
• Manage COO’s travel logistics and activities, including travel, accommodations, transportation, and meals.
• Provide administrative and office support, such as taking meeting minutes, composing routine documents, typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
• Schedule, coordinate, and prepare materials for weekly strategic planning meetings including agenda, minutes, executive reporting, and presentations.
• Greets scheduled visitors and directs them to appropriate area or person.
• Assures that specific tasks assigned to executives and staff from COO is followed through and submitted as directed and keeps the COO updated on progress.
• Facilitates, tracks, and follows up on federal or state applications and licenses in process. Ensures all deadlines, renewals, and requirements are met.
• Processes credit card expense reports for COO including managing purchase order requests for expenses.
• Efficiently manages contracts/agreements that require the COO signature, files, scans document and distributes contracts to appropriate departments.
• Assists with coordinating and managing special events including conferences, annual gala and grand openings. 
• Manages vendor bidding and selection for large events.
• Coordinates mail out of invitations/announcements to a large database of contacts as requested.
• Driving as needed to pick up supplies, orders, accompany COO to visits and appointments.
• Develops and implements policies and procedures.
• Orders and maintains supplies and arranges for equipment maintenance as necessary.
• Reviews and approves timecards and time off requests of Clinic Mangers.
• Assists Director of Clinic Operations with interviewing candidates, new hire onboarding, and trainings of incoming employees on products and services.

Other Requirements:

• Valid CA Driver's License and Own Vehicle
• TB Test within 1 year
• Physical within 1 year
• MMR vaccines (two vaccines/titers), Immunization Records or waiver
• TDAP within 10 years or waiver
• Flu shot within 1 year or waiver
• Hepatitis B series (three vaccines/titers) or Immunization Records (no waiver options)
• COVID 19 vaccine record + Booster
• Ability to pass a criminal background check and drivers record check