Executive Administrative Assistant

Description

Under the direction of the Manager, assist managing projects and programs which support the Hospital and Clinics organization and integration of the department. Provides leadership in the areas of financial management, human resources, communications, purchasing, inventory management, and other department support. Coordinates projects and activities. Serves as liaison to customers and other departments. Strong, positive relationships required with support departments as well as with vendors.

Project Coordinator: Manages reporting and ensures company resources are utilized appropriately. Manages project schedules. Coordinates departmental project activities and ensures project phases are documented appropriately.

Leadership: Manages individual projects as they arise and provides direction regarding additional areas of opportunity. Presents results and manages/facilitates individual workshops and committee meetings.

Administrative Support: Provides leadership and expertise of the administrative processes and flow of paperwork within Hospital and Clinics.

Human Resources & Recruitment: Provides policy and procedure expertise as requested by the Management Team. Guarantees timely submission of evaluations and paperwork associated with the smooth functioning of personnel within department. Coordinates hiring new employees, and gives initial department orientation and reviews departmental HealthStream Courses compliance.

Supplies and Inventory Management: Oversees equipment and supplies allocation. Facilitates periodic inventory review of all equipment and prepares appropriate facility reports as requested. Tracks and presents cost management efforts to at departmental staff meetings.

Events Coordinator: Manages events.

Department Support: Coordinates requests for support from departments such as communications, housekeeping and engineering and maintenance. Serves as the STAR representative, coordinating the installation and maintenance of data and phone communication. Works with representatives from those departments to insure that quality work is completed on a timely basis. Ensures that new hires have resources as needed at the right place at the right time.

Skills

project coordination, microsoft office, schedule meetings, administrative support, powerpoint, excel, project management, microsoft excel, administration

Top Skills Details

project coordination,microsoft office,schedule meetings,administrative support,powerpoint,excel

Additional Skills & Qualifications

Extensive knowledge and understanding of hospital and clinic organization preferred.

Excellent organizational and problem solving skills with the ability to prioritize multiple and diverse tasks.

Possesses an ability to manage multiple changing priorities.

Must be able to take direction and work effectively both alone and collaboratively with others.

Demonstrated ability to independently seek out and obtain information.

Demonstrated ability to exercise good judgment and use discretion in confidential situations.

Excellent written and verbal communication skills required.

Able to communicate clearly and maintain professional appearance and composure with all types of individuals including faculty, management staff and others.

Exhibits a professional approach to work including a sense of responsibility for assigned duties.

Prepares and manages accurate file systems in a manner that is consistent with standard office practice.

Ability to utilize critical thinking skills and time management principles in developing effective work plans to achieve goals.

Demonstrated ability and interest in learning new software programs as required.

Intermediate level proficiency using computer software systems including Microsoft Office, Word, Excel, PowerPoint as well as other office equipment including Meridian phone system, copiers, facsimile, etc.

Follows safety policies and procedures. Incorporates ergonomic principles in work habits.

Experience Level

Expert Level

Job Type & Location

This is a Contract position based out of Newark, CA.

Pay and Benefits

The pay range for this position is $33.02 - $52.00/hr.

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.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract position based out of Newark, CA.

Application Deadline

This position is anticipated to close on Oct 30, 2026.

Workplace Type

This is a fully onsite position in Newark,CA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company 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.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.