• Executive Assistant to Chief Analytics Officer

    Location US-CA-Alameda
    Posted Date 1 week ago(3/13/2018 1:36 PM)
    Job ID
    # of Openings Remaining
    Experience (Years)
  • Overview

    Under general supervision of the Chief Analytics Officer, the Executive Assistant performs a variety of routine, complex and confidential administrative duties requiring a thorough knowledge of organizational procedures and computer skills.  This position requires the ability to work as a team as well as independently, while maintaining confidentiality, diplomacy, judgment, and initiative.


    Principal responsibilities include:


    · Provide critical, highly confidential and professional administrative support for the Chief Analytics Officer and department directors and managers as needed.

    · Screen, prioritize and respond to incoming calls, emails, faxes and mail directed to the CAO.  Independently respond to letters and general correspondence of a routine nature. 

    · Prepare materials in final form from very rough and  complex drafts which may utilize frequent use of technical terminology and which combine materials from several sources.

    · Research, compile and analyze data for special projects for CAO.

    · Assist in preparing MSWord and MSPowerPoint presentations .

    · Provide sophisticated schedule and calendar management; coordinates meetings and travel arrangements including preparation of any related documentation/information.

    · Assist with compiling routine weekly/monthly reports for the CAO and management team.

    · Perform typing, filing, faxing, copying, and scanning for department.

    · Schedule meetings for CAO leadership and/or the Performance & Analytics department as needed.  Prepare agenda, relevant supporting documentation and keep minutes of meetings.

    · Prepare standard and ad hoc reports.

    · Operate general office equipment such as personal computer, copier, calculator, fax or other office machines.

    · Perform other duties and special projects as assigned.





    · Prepare reports, correspondence and written materials.

    · Administer correspondence, manage telephone calls, emails and mail.  Prioritize and direct inquiries to appropriate parties and take messages.

    · Assure that the CAO is aware of time sensitive matters, conflicts, or required actions.

    · Compose letters, memos, reports and correspondence.

    · Copy, fax, and distribut documents through mail or in person.

    · Record keeping, file maintanence, and documentation of work products.

    · Communicate effectively and efficiently internally and externally.

    · File maintenance, record keeping, and documentation of work products.

    · Comply with the organization’s Code of Conduct, all regulatory and contractual requirements, organizational policies, procedures, and internal controls.




    File maintainence, record keeping, and documentation of work products.


    · Constant and close visual work at desk or computer.

    · Constant sitting and working at desk.

    · Constant data entry using keyboard and/or mouse.

    · Frequent use of telephone headset.

    · Constant verbal and written communication with staff and other business associates by telephone, correspondence, or in person.

    · Frequent lifting of folders and other objects weighing between 0 and 30 lbs.

    · Frequent walking and standing.

    · Occasional driving of automobiles.




    · College Degree (BA/BS preferred) or equivalent experience.




    · Five years related administrative experience, preferably supporting VP or C-level leaders. 




    · Proficiency in correct English usage, grammar, and punctuation.

    · Maintain a high level of professionalism and confidentiality at all times.

    · Ability to work in cooperation with others.

    · Ability to interact with employees at all levels.

    · Ability to work on repetitive tasks.

    · Strong customer service background.

    · Ability to plan and execute projects independently as well as work in a team environment.

    · Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities.

    · Excellent attention to detail and flexibility in performing assigned duties.

    · Ability to communicate effectively, both verbally and in writing.

    · Ability to handle multiple projects simultaneously and balance priorities as well as work for a number of individuals.

    · Visibility requires maintaining a professional appearance.

    · Knowledge of modern office methods and procedures, equipment and filing systems

    · Proficient experience in Microsoft Suite including Word, Excel, Access, Outlook, Visio, and PowerPoint.


    Pay Range:

    $58,760 - $88,150/annually


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