Executive Administrative Assistant

Overview

We are seeking a proactive, highly organized Executive Administrative Assistant to join our team in-person at our Salinas office (30 East San Joaquin Street). This vital role provides high-level support to our CEO and Director of Operations, serving as the organizational engine behind our CalAIM initiatives. The ideal candidate thrives in a fast-paced environment, operates with a strong sense of urgency, and excels at bringing structure to daily operational chaos. If you are a Google Workspace power-user who takes pride in anticipating leadership needs, building clear agendas, and keeping critical deadlines on track, we want you on our team!

Responsibilities

• Agenda & Structure Building: Listen to daily operational priorities, draft clear meeting agendas, capture key action items, and create structured systems to keep leadership organized.
• Proactive Deadline & Task Management: Track all critical project deadlines, contract timelines, and leadership deliverables. Actively follow up with team members to ensure good standing and zero missed deadlines.
• Google Workspace Management: Create, format, and organize complex documents, tracking sheets, and shared drives using Google Docs, Google Sheets, and Google Drive.
• Credential & File Security: Safely organize and manage access to critical software logins, passwords, portals, and confidential files/contracts for executive leadership.
• Executive Delegation & Operational Support: Execute delegated tasks quickly from the CEO and Director of Operations, allowing leadership to focus on strategic goals.
• Expenses & Purchasing: Handle administrative procurement, process company expenses, and order operational supplies or company materials as needed.

Requirements

• Google Workspace Mastery: Advanced proficiency in Google Docs, Google Sheets, Google Drive, Calendar, and Gmail (required).
• High Sense of Urgency: Fast-paced work style with the ability to prioritize rapidly and tackle tasks immediately without waiting to be micro-managed.
• Systems Thinker: Natural ability to turn daily meetings and verbal ideas into clear agendas, organized tracking lists, and repeatable processes.
• Extreme Organization: Meticulous attention to detail when managing sensitive files, executive logins, and contract deadlines.
• Strong Communication: Clear, professional written and verbal skills to keep leadership informed and accountable gracefully.
• In-Person Readiness: Ability to work on-site at our Salinas, CA office location daily.
• (Bonus) Experience supporting C-Suite/Operations leadership, or background in healthcare, Medi-Cal, or CalAIM.

Pay: $25.00 - $35.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Retirement plan

Work Location: In person