Founded by nurses who believe that healthcare begins in the home, we have been serving Bay Area communities since 2012.

Because of our strong core values and exceptional service, HealthFlex has been awarded a “Home Care Elite Top 500 Agency”, “Best & Brightest Companies to Work For Bay Area”, and “SF Business Times Fast 100 & Top Women Owned Business”.

We are looking for a passionate Executive Assistant to join our growing team. You will be the lead individual supporting the CEO and COO in several key areas such as, day to day administrative responsibilities, scheduling travel, research, arranging meetings, dictating, aiding in presentations and attend meetings.

The ideal candidate is detail-oriented, consistent and organized when taking on complex tasks and situations. Strong communication and interpersonal skills are essential as this person will manage executive relationships.

RESPONSIBILITIES:

EXECUTIVE ADMINISTRATION

• Review CEO email inbox and prepare daily document for review with ability to prioritize and track responses.
• Calendar management, preparation time/materials to review in advance
• Electronic files management and meeting follow-ups recorded and monitored
• Regular meeting tracking of group memberships, advisory boards, investor reporting, etc
• Corporate monthly expense report and submit wire transfer requests to Accounting
• Effectively interface with employees from other groups within Healthflex and Senior Executives inside and outside the company, and recognizes key players within all departments.
• Assist with food orders, luncheon planning, and planning of other business related meetings as requested.
• Other administrative and project duties as requested.

PARTNER RELATIONSHIPS

• Notes dictated or transcribed after each meeting and provided before next meeting
• Google search for any recent major news
• Maintain database with new business cards and emails

TRAVEL/EVENT COORDINATION

• National and international elite trip planning when applicable, communication to travel guests, dinner reservations and overall preferences
• Travel Membership tracking, coordination and renewals

PERSONAL ASSISTANCE 

• Payments to vendors 
• Personal errands and online ordering of supplies as needed

REQUIREMENTS:

• Minimum of 5+ years of applicable administrative experience, ideally from a healthcare (even better, home health) organization.
• Skillful execution of administrative activities, with high attention to detail, organization and process.
• Experience with the setting up and management of virtual meeting platforms such as Zoom.
• Strong teamwork skills; and a confident ability to offer suggestions and improvements to process and work very collaboratively with others.
• Strong relationship management skills, ability to build a personal network throughout the company.
• Project Coordination experience needed at an intermediate complexity.
• Strong oral and written communication. Ability to communicate clearly and effectively with senior leaders and external partners.
• Previous experience partnering with senior management in a fast paced, innovative environment.
• Experience working with/in large administrative teams.
• Working proficiency of Google Suite (Gmail, Docs, Drive, GMeet). Experience using TigerText, Salesforce, Trainual and ClickUp are a plus. 
• Agility and flexibility in response to changing priorities and needs.
• Proven ability to manage projects, work under pressure and consistently make deadlines.
• Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges.
• Possess a natural ability and curiosity and to comprehend the global DNA of the company and its organizations.
• Have the ability to handle confidential material with the utmost discretion.
• Ensure communications are clear, thorough, and specific, with attention to follow-through.

BENEFITS:

• 100% company paid Medical, Dental, Vision with our company CORE plan, 50% for dependents
• Paid Time Off (PTO), Sick Pay, Holiday Pay
• 401k with company matching
• Life insurance
• Employee Discount Program
• Health & Wellness Program

Convenient business hours Monday-Friday (9am-5pm)

Primarily in our Oakland office, but will be required to occasionally travel to our other local branches