Sr. Executive Assistant Jobs

Shared Harvest is looking for a full-time Executive Assistant and Client Relations Manager to join our growing team. The right person for this role must be extremely organized, able to juggle multiple tasks, detail-oriented, and have strong writing, project management and communication skills. This role will work closely with the Founder and Chief of Staff to help achieve goals by anticipating needs, moving quickly, and creatively solving problems in order to create massive leverage for the Founder's time.

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf, book appointments, and anticipate the need. Must feel comfortable taking leadership initiative on the behalf of the CMO. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. The individual should be able to know how to follow up after meetings with minimal instruction and add to the Asana project task board. Should have some experience with expense management.

Demonstrated written communication and verbal presentation skills, with an ability to synthesize and express concepts efficiently and effectively to a wide range of audiences. Able to sort and organize compliance material and resources and maintain virtual filing systems. Ability to thrive in an accelerated environment, think creatively, and produce innovative solutions.

Education: BA Required Experience 4+ years as an executive assistant preferably in healthcare setting: Prior experience supporting an executive in a start-up environment and or health related field environment.

Technologies: Experience with Google Workspace and Asana. Must have foundational technological knowledge in order to produce excel files, slide decks, etc. Experience with platforms like Asana, Excel, Gsuites mandatory.

Additional Qualifications: Extraordinarily organized with high attention to detail. An impeccable executor. Follow up regularly. Able to learn quickly and adapt to change. Excellent attitude and able to provide team support and grasp institutional knowledge quickly. Excellent at using and amplifying CRM tools to capture partners, clients and sales opportunities with customized, thoughtful follow up. Creating VIP lists and creative ways to outreach to clients regularly.

Details: This is a hybrid role, 75% remote, but travel may be required and must be able to come to HQ at least one day a week to manage inventory, mail and general office management.

To apply, please submit your resume, and video recording. Submit audio recording of answers to the following questions:

1) Describe what you would do on day one of employment?

2) How do you add order to chaos, what is the first thing you aim for?

3) What is your experience with working with challenging clients?

4)What would your last employer say is your superpower?

Responsibilities

• Draft slides, meeting notes and documents for executives
• Market research, vendor research, and event planning
• Make yourself available to CMO this includes a flexible daily schedule and a willingness to initiate projects, reach out to see how you may be helpful and look for guidance when appropriate
• Communicate effective with social media team on calendar events and speaking engagements
• Manage client relations and follow up
• Calendar management
• First and foremost set the tone for a positive and productive team day
• Responding to emails and document requests on behalf of executives
• Managing VIP, Partnerships and Sales CRM
• Follow up with conference contacts and potential partners that CMO meets
• Aid in the management of LinkedIN contacts and postings
• Aid executive in preparing for meetings, speaking engagements, presentations, and performance reviews

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Gsuites
• Experience in managing multiple priorities, administrative coordination, and logistics
• Strong written and verbal communication skills
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills

Qualifications and Skills:

Professional Experience: Extensive executive-level experience in health-related academia, clinical practice, and administration, preferably within a public health context. Proven experience collaborating with community healthcare agencies, including program development, design, and evaluation. Strong speaking and presentation experience. Able to draft memos, slide decks and meeting summaries with ease. Experience in recruitment and partnership building is highly desirable.

Education and Training: A combination of education, training, and relevant experience equivalent to the specified employment standards that demonstrate the required knowledge and abilities. Masters level highly recommended, but BS or certificate is acceptable with combined extensive work experience in Public Administration, Public Health, Community Programs and or Business Development.

Management Experience: Over four years of progressively responsible management experience, including project and people management. Proficiency in facilitation, performance improvement, problem-solving, and project management, particularly involving data analytics and dashboard evaluation tools such as Tableau, Asana, Excel, and geometrics is desirable.

Team Leadership: Demonstrated success in leading cross-functional and virtual teams, especially within large and complex organizations, and across diverse constituencies and geographical regions.

Healthcare Operations: A minimum of four years of experience in healthcare, community health, public health, and or social work to understand the nature of the work involved.

Customer Focus: Ability to anticipate and take personal responsibility with a sense of urgency for customer satisfaction, patient outreach and internship concerns. Consistently goes the extra mile to listen, understand, and sensitively support the needs of others.

Efficiency and Problem-Solving: Ability to efficiently and effectively perform challenging tasks, anticipate problems, organized and structured delegation, and take corrective action proactively.

Goal-Oriented: Sets challenging objectives and continuously strives for excellence in personal performance and professional development.

Program Management: Demonstrated planning and program/project management skills, including the ability to set strategic business goals and meet metrics with proactive follow through.

Analytical Skills: Strong attention to detail and exceptional analytical skills.

Results-Oriented: Action-oriented, achieving results effectively and efficiently while motivating others towards common goals.

Matrix Organization: Ability to navigate relationships, authority, and decision-making within a matrixed organizational structure.

Interpersonal Skills: Demonstrates management skills and builds effective relationships with colleagues, customers, and executive management.

Self-Awareness: Maintains a conscious awareness of their impact on others and adjusts their behavior to enhance effectiveness.

Conflict Resolution: Ability to handle conflicts promptly and respectfully, achieving positive outcomes.

Adaptability: Flexibility and the ability to respond to change effectively.

Multitasking: Proven ability to organize and manage multiple projects, schedules, and demands in a dynamic environment.

Communication Skills: Excellent oral and written communication skills, including the ability to communicate transparently and address challenging issues.

Population Health: Proficiency in establishing clear population health objectives while leveraging an integrated delivery system to achieve organizational goals.

Resource Management: Experience in resourceful decision-making within diverse and resource-constrained settings.

Facilitation Skills: Outstanding team and meeting facilitation skills, including planning, design, and execution.

Organizational Skills: Strong organizational, interpersonal, facilitation, and communication skills.

Decision-Making: Demonstrates sound decision-making skills based on analysis, wisdom, experience, and judgment.

Independence: Self-starting and independent in managing multiple projects and accountabilities.

Timely Delivery: Prioritizes prompt communication, project delivery, and ensures transparent and timely progress reporting.

Resourcefulness: Demonstrates resourcefulness in locating supportive documents and organizational information.

What we Offer

Job Type: Full-time (contracted) - no benefits in the first six-month.Salaried offer with benefits available after six-month.

• Work Remotely: 65% - LA Based Preferred
• Physical Setting: hybrid remote & Greater Los Angeles Area
• Pay: $48,000.00 - $58,000 per year based on experience & degree status
• Work Location: Greater Los Angeles
• Schedule: flexible, but must be available a minimum of four weekend days a month, no exception