Executive Assistant I/II - Tryfacta, Inc
San Francisco, CA 94105
About the Job
About US:
Tryfacta is a leading, nationally renowned Workforce Management Solution provider for private &public sector firms across the US. We specialize in Healthcare, IT, Business Support, and Professional & Craft/Light Industrial ecosystems.
Founded in March 1996, we have a presence in all 50 States. Tryfacta has Ranked number 1 as one of the fastest-growing companies by Inc. Magazine (Inc. 5000)!
Tryfacta is certified by the Joint Commission for Healthcare Staffing Services & has numerous ISO Certifications that capture our commitment to continuous improvement.
Position Title: Executive Assistant I/II
Location: San Francisco, CA 94105
Duration: 4+ months
Work Schedule: Hybrid: Four days in the office and one day from home
Definition
Under direction, provides varied, complex, and often confidential secretarial and office administrative assistance to
the Executive Officer/Air Pollution Control Officer or Deputy Air Pollution Control Officer; requires use of discretion, initiative, and independent judgment; performs related work as assigned.
Distinguishing Characteristics
The candidate must possess the following skills:
Education and Experience
Tryfacta is an Equal Opportunity-Affirmative Action Employer. We do not discriminate based on Minority / Female / Disability / Veteran / Gender Identity / Sexual Orientation / Age
Tryfacta is a leading, nationally renowned Workforce Management Solution provider for private &public sector firms across the US. We specialize in Healthcare, IT, Business Support, and Professional & Craft/Light Industrial ecosystems.
Founded in March 1996, we have a presence in all 50 States. Tryfacta has Ranked number 1 as one of the fastest-growing companies by Inc. Magazine (Inc. 5000)!
Tryfacta is certified by the Joint Commission for Healthcare Staffing Services & has numerous ISO Certifications that capture our commitment to continuous improvement.
Job Summary:
Tryfacta is seeking an Executive Assistant I/II for our client in San Francisco, CA 94105. This is a temporary contract assignment. If you meet the qualifications listed below and are interested, please Apply Now! Position Title: Executive Assistant I/II
Location: San Francisco, CA 94105
Duration: 4+ months
Work Schedule: Hybrid: Four days in the office and one day from home
Responsibilities for this position include, but are not limited to:
Definition
Under direction, provides varied, complex, and often confidential secretarial and office administrative assistance to
the Executive Officer/Air Pollution Control Officer or Deputy Air Pollution Control Officer; requires use of discretion, initiative, and independent judgment; performs related work as assigned.
Distinguishing Characteristics
- Executive Assistant I is the entry-level class in this series. It is designed to allow an experienced secretary to learn the procedures and processes particular to the Air District's Executive Office and this confidential secretarial class. This class is alternately staffed with the Executive Assistant II level and incumbents may progress to the higher level after gaining experience and demonstrating proficiency sufficient to meet the qualifications of the higher level.
- Executive Assistant II is the journey-level class in this series, fully competent to independently perform the full scope and diversity of responsibilities. Responsibilities include regular contact with governmental officials, the Air District Board of Directors, the Hearing Board and Advisory Council, representatives of business or community organizations, the public, and all levels of Air District personnel to exchange information and explain administrative policies and procedures.
- Receives and screens visitors and telephone calls, providing information and resolving complaints that regularly
- require the use of judgment and the interpretation and application of policies and procedures.
- Research, compile, and summarize a variety of informational or statistical data and materials.
- Transcribes minutes and types of draft reports and a wide variety of finished documents from notes, brief instructions, or printed materials; inputs or retrieves data and prepares reports using a personal computer system; compiles and processes confidential materials.
- Initiates correspondence independently for signature by appropriate management staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
- Organizes and maintains various administrative, reference, and follow-up files; purges files as requested.
- Organizes meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings, hearings, etc., and prepare minutes.
- Relieves executive staff of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.
- Makes appointments and maintains a calendar; schedules and arranges for meetings and makes travel arrangements; sorts mail and obtains related backup materials.
- Creates PowerPoint presentations and related materials for management presentations.
- Coordinates and assembles information from the Air District's management and executive staff, the public, and other stakeholders for Board of Directors meetings; prepares and distributes the materials.
- Tracks the Board of Director's expenses and processes related payments.
- Proofreads and uploads materials to the Air District's website.
- Organizes own work; sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.
- May supervise, train, review, and evaluate the work of office support staff.
To be considered for this position, you should have: [Skills, Education, or Experience]
The candidate must possess the following skills:
- Excellent communicator
- Maintain confidentiality
- Strong interpersonal skills
- Good time management skills to meet pressing deadlines
- Highly organized and detailed oriented
- Proactive
- Team player
- Responsive
- Dependable
- Ability to adapt to the styles of their Deputy, Manager, and team members
- Microsoft Word, Excel, PowerPoint, Outlook, Teams, and Zoom
Education and Experience
- A typical way to obtain the knowledge and skills is:
- Executive Assistant I: One year of secretarial experience which has included providing office and administrative support to public sector management or corporate management, equivalent to the Air District class of Administrative Assistant.
- Executive Assistant II: Three years of secretarial experience which has included providing office and administrative support to public sector management or corporate management, equivalent to the Air District class of Administrative Assistant.
- Substitution: Completion of the equivalent of 18 semester units from an accredited college or recognized business school in relevant subjects such as technical secretarial skills, business English, or office administration may substitute for up to 6 months of the required experience.
- Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment, including a personal computer.
- Basic organization and function of public agencies, including the role of an elected Board of Directors and appointed councils and committees.
- Recordkeeping, report preparation, filing methods, and records management techniques.
- Correct English usage, including spelling, grammar, punctuation, and vocabulary.
- Standard business arithmetic, including percentages and decimals.
- Air District procedures for public meetings and Robert's Rules of Order.
- Interpret and explain policies and procedures.
- Create reports and other documents incorporating statistical data and other information.
- Take and prepare meeting minutes.
- Compose, proofread, and edit documents and correspondence.
- Organize and maintain files and track schedules and deadlines.
- Use various electronic communication devices and office equipment.
- Coordinate information and materials from multiple sources and formats for Board and other formal meetings.
- Providing varied, responsible, and often confidential secretarial and office administrative assistance to an executive and associated staff and boards.
- Interpreting, applying, and explaining complex policies and procedures.
- Tracking and managing multiple tasks, schedules, and calendars.
- Using tact, discretion, initiative, and independent judgment within established guidelines.
- Analyzing and resolving office administrative situations and problems.
- Researching, compiling, and summarizing a variety of informational and statistical data and materials.
- Composing correspondence and other written or electronic documents independently or from brief instructions.
- Establishing and maintaining effective working relationships with those contacted in the course of the work.
- Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
- Editing a variety of written materials, typing at a rate of 55 net words per minute from printed copy.
- Specified positions may require possession of a valid driver's license.
- Some positions require the physical strength and agility to lift and carry a laptop computer, carry paper or supplies for meetings, stand for periods of time, work at a computer for one to two hours, bend and reach for materials and equipment, walk upstairs, step on stools, use a mouse and type on a keyboard, use electronic communications devices.
Tryfacta is an Equal Opportunity-Affirmative Action Employer. We do not discriminate based on Minority / Female / Disability / Veteran / Gender Identity / Sexual Orientation / Age
Source : Tryfacta, Inc
