Executive Assistant

We are looking for an experienced Executive Assistant to provide high-level support to senior leadership within a healthcare organization in Hayward, California. This Long-term Contract position calls for a highly experienced, detail-oriented individual who can manage complex scheduling, executive communications, meeting coordination, and board-related activities with discretion and accuracy. The ideal candidate will help keep leadership operations organized, support strategic initiatives, and ensure important priorities move forward efficiently.

Responsibilities:

• Provide dedicated administrative support to executive leadership, managing daily priorities and ensuring smooth coordination of leadership activities.
• Oversee complex calendars, arrange travel, process expense documentation, and handle executive correspondence with care and attention to detail.
• Prepare meeting agendas, presentation materials, reports, and follow-up notes to support informed decision-making and effective leadership communication.
• Coordinate internal meetings, external engagements, retreats, and leadership events while managing logistics and schedule changes efficiently.
• Maintain organized executive records, contracts, governance files, and key organizational documents in accordance with internal standards.
• Track action items, deadlines, project milestones, and leadership commitments, escalating concerns when timelines or deliverables are at risk.
• Support cross-functional initiatives by coordinating meetings, gathering information, and assisting with reports and materials tied to strategic priorities.
• Serve as a key point of contact for board-related administration, including scheduling meetings, preparing board packets, recording minutes, and maintaining governance documentation.
• Facilitate communication with board members, executives, community partners, and external stakeholders while upholding a high degree of confidentiality.
• Contribute to board onboarding, annual governance processes, committee administration, and special planning sessions as needed.
• 3+ years of experience providing executive-level administrative support in an office environment.
• Demonstrated ability to manage complex calendar scheduling, coordinate executive meetings, and balance shifting priorities.
• Experience arranging business travel and handling related logistics and expense reporting accurately.
• Strong written communication skills with the ability to draft, edit, and format clear documents and presentations.
• Proven ability to maintain confidentiality when working with sensitive organizational, financial, legal, or personnel information.
• Excellent organizational skills with experience tracking deadlines, follow-up items, and multiple concurrent projects.
• Proficiency with standard office productivity tools used for scheduling, document preparation, and executive support.