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Company

Facktor · 3 days ago

Executive Assistant

California, United States

Full-time

Remote

Entry Level

$65K/yr - $70K/yr

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Responsibilities

Support sensitive and confidential information with discretion, ensuring data privacy and security protocols are followed in all invoicing activities.

Handle and maintain confidential HR information, including sensitive employee records and internal matters, with discretion and integrity.

Accurately input and update data in various systems and databases, and generate reports as required by management.

Maintain organized records and documentation for auditing and reference purposes.

Efficiently manage and coordinate the complex schedules of six Executive Leadership Team members, including scheduling and prioritizing appointments, meetings, and events. Utilize calendar management tools and systems to maintain accurate and up-to-date schedules for the leaders, ensuring they are well-prepared and organized for their daily activities.

Assist with managing employee access to company systems and resources, ensuring proper authorization and security protocols are followed. (Updating Harvest/Forecast)

Provide firmwide support in packaging and branding documents, decks, proposals, etc.

Maintain firm-wide employee calendar

Support new employee onboarding by drafting offer letters, agendas, workbooks, scheduling meetings, etc.

Handle incoming and outgoing communications, including email, phone calls, and mail, on behalf of the executive team, ensuring prompt and professional responses.

Prepare internal meeting agendas, documents, and presentations, take meeting minutes, and distribute them to relevant parties. (Directors meetings, divisional partner meetings, etc.)

Update and maintain customer relationship management (CRM) system

Update and maintain new client/contact tracker

Create, update, and maintain SharePoint sites and content to ensure accurate and organized document management and collaboration.

Track and follow up on expense reports, ensuring timely submission, accurate documentation, and adherence to company policies, while addressing any discrepancies or issues with vendors and employees.

Coordinate the ordering and preparation of conference materials, including promotional items, presentation supplies, and delegate packages, ensuring timely delivery and adherence to event specifications.

Qualification

Find out how your skills align with this job's requirements. If anything seems off, you can easily click on the tags to select or unselect skills to reflect your actual expertise.

Microsoft 365 Office SuiteInvoicing softwarePayroll softwareHigh-level ExcelCustomer Relationship Management (CRM)SharePointCommunity healthcare experienceFQHC knowledgeHRSA requirements knowledge

Required

High school diploma or equivalent (Bachelor's degree preferred)

Experience working in a remote environment

Proven experience as an executive assistant or in a similar administrative role

Proficient computer skills, including Microsoft 365 Office Suite (Word, Excel, PowerPoint, Sharepoint, Forms) and experience with invoicing and payroll software

High-level command of Excel

Strong organizational and time management abilities, with exceptional attention to detail

Excellent written and verbal communication skills

Ability to maintain strict confidentiality and exercise discretion

Self-motivated and able to work independently, with minimal supervision

Strong attention to detail in writing, analytics, and compliance

Ability to navigate through ambiguity

Ability to build trusted relationships

Ability to complete assigned tasks with guidance from managers, directors, and partners

Ability to juggle multiple projects concurrently

Ability to manage multiple calendars/schedules

Proactive—does not wait for things to happen—makes them happen

Superior written, verbal, and interpersonal communications skills

Excellent organizational skills

Preferred

Prior experience in community healthcare a plus, but not a requirement

Mission Driven- motivated by working with non-profits who deliver high quality care

Familiarity with FQHC and HRSA requirements is a plus

Company

Facktor

Facktor, formerly known as Greg Facktor & Associates or GFA, is a national consulting firm with expertise in FQHC development, innovation and integration with health plans and hospitals.

Founded in 2013