Executive Assistant
hace 10 horas
Campbell
Job DescriptionOrganization: Care Indeed, Inc. Location: On-site, Menlo Park Office (890 Santa Cruz Ave, Menlo Park, CA 94025), with required travel to other Care Indeed offices as needed Employment Type: Full-time FLSA Status: Non-Exempt Department: Executive Administration Salary Range: $36 – $54 per hour, depending on experience and qualifications About Us Two compassionate visionaries embarked on a transformative journey when Dee and Vanessa founded Care Indeed Home Health Care in the heart of the San Francisco Bay Area. Their mission was clear: to revolutionize the way care was delivered to seniors and individuals in need. Beyond home care services, they expanded their reach into medical staffing, bridging the gap between healthcare facilities and skilled professionals. These founders actively listened to pain points, strategically recruited committed candidates, and ensured that compassion remained at the core of their legacy. From pandemic adaptations to virtual reality training, their impact continues to shape the healthcare landscape, creating a better world for elders, families, and their caregivers. Position Overview The Executive Assistant to the CEO and COO is a critical role, acting as the organizational and strategic backbone for our two top executives. This individual is a force multiplier, enabling the CEO and COO to focus on high-level strategy, company growth, and clinical and non-clinical excellence. The ideal candidate is exceptionally organized, proactive, technologically adept, and possesses impeccable judgment. You will be a trusted partner, privy to confidential information, and a central figure in the flow of communication and execution within our leadership team. This role requires the ability to seamlessly pivot between the CEO's long-term vision and the COO's operational execution. Essential Duties And Responsibilities Executive Support & Administration * Proactively and strategically manage the complex and dynamic calendars of both the CEO and COO, prioritizing inquiries and requests while troubleshooting conflicts with a keen sense of urgency and importance. * Anticipate the executives' needs and take initiative to prepare them for upcoming meetings, presentations, and events; this includes compiling briefing documents, agendas, and relevant data. * Act as a gatekeeper, protecting the executives' time by triaging requests, redirecting as appropriate, and ensuring their focus remains on strategic priorities. * Organize and facilitate leadership strategy sessions and special events, including all logistics. * Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, and logistics, ensuring a seamless experience. Communication & Relationship Management: * Serve as the primary point of contact for internal and external stakeholders, including new and existing clients, key partners, and clinical leadership. * Manage executive correspondence, including drafting, proofreading, and dispatching professional communications on behalf of the CEO and COO. * Maintain a high degree of professionalism and emotional intelligence, fostering positive relationships and representing the executive office with polish and integrity. * Uphold the highest level of confidentiality with sensitive patient, financial, and strategic information, ensuring compliance with HIPAA and other regulatory standards. Meeting and Project Coordination * Orchestrate all logistics for key leadership meetings, including Executive Leadership Huddle, QBR, and any other off-site events * Prepare and distribute meeting agendas, attend meetings to record accurate and concise minutes, and diligently track and follow up on action items to ensure project momentum. * Assist in the creation and refinement of high-impact presentations, reports, and internal/external communications using tools like PowerPoint, Google Slides, and Canva. * Support the CEO and COO on special projects related to innovation, technology rollouts, new service line launches, and process improvement initiatives. * Supervise the onboarding of temporary staff or interns assigned to executive projects. Operational & Administrative Excellence: * Process and manage expense reports, purchase orders, and invoices for the executive office in a timely and accurate manner. * Develop and maintain a sophisticated digital and physical filing system for critical documents, ensuring information is organized and readily accessible. * Champion the use of technology and innovative tools (e.g., Asana, Slack, Miro) to improve executive office efficiency and collaboration. * Maintain an organized database of key contacts and manage executive subscriptions and professional memberships. * Liaise with IT, facilities, and vendors to ensure optimal workspace, executive equipment, and support services. * Prepare executives for meeting, media, public appearances, and key client meetings with briefing materials. * Anticipate executive needs to proactively support business priorities. * Perform other duties as assigned to support organizational efficiency and executive effectiveness. Job Conditions * On-site at Menlo Park office with local/regional travel to other Care Indeed locations, conferences, or company-related events. * Minimal physical demands, may occasionally lift up to 25 lbs. Qualifications * Bachelor’s degree from an accredited university. Bachelor’s degree in Business Administration, Journalism, Communications, or related field preferred. * Minimum of 5 years’ experience supporting C-suite or senior executives. * Experience supporting multiple executives simultaneously. * A demonstrated passion for technology and innovation. * Outstanding written/verbal communication, organizational, and multitasking skills. * Exceptional communication, organizational, and project management abilities, with a strong emphasis on discretion and confidentiality. * Advanced proficiency in Google Workspace and other digital collaboration platforms (e.g., Google Meet, Zoom, Salesforce). * Demonstrated expertise in project management tools (e.g., Asana, Trello) and the ability to leverage technology for enhanced efficiency. * A track record of working autonomously, prioritizing effectively, and adapting to dynamic, fast-paced environments. Work Hours Typical work hours will be Monday to Friday from 9:00 AM to 5:30 PM. Occasional after-hours availability is required. Care Indeed is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Make An Impact! Join Our Team Today! Want to join a company at the forefront of in-home care? Care Indeed is looking for individuals like you! If you are interested in joining our team, you can submit your application at or call us at 650-563-8711. Ranked by FORTUNE as one of the Bay Area's 50 Best Places to Work in Aging Services, our dedicated team is ready to grow and is in search of talented care providers.