Executive Assistant at Oakland, CA

Company: Tryfacta Inc
Location: Oakland
Posted on: May 28, 2023

Job Description:

Tryfacta is seeking an Executive Assistant for our client in Oakland, CA 94612. This is a temporary contract assignment. If you meet the qualifications listed below and are interested, please Apply Now!Position Name: Executive AssistantLocation: Oakland, CADuration: 6 months ContractJob Description:"Looking for someone with 4 years of Public Sector Experience"Duties:The most important things are that they are experienced with heavy calendaring/scheduling, Outlook/MS Word/PowerPoint/Adobe Pro, and are organized/detailed oriented/can proofread well.SchedulingExperience with heavy calendaring/scheduling various meetings with large groups of attendees, both internal and external, requiring the review of a multitude of different calendars to find mutually available time slots and/or working with various external assistants to find mutually available time slots.Experience and comfort working with last-minute requests requiring immediate attention, and/or rescheduling of multiple meetings.Ability to create calendar invites with virtual meeting platforms such as MS Teams/Zoom.TechnologyExperienced with Windows, MS Word, PowerPoint, Excel, Adobe Pro, Outlook, MS Teams, Zoom, DocuSign, iPhones and iPads.Ability to troubleshoot and resolve minor technology issues related to computer camera/audio systems for virtual meetings on behalf of GM and GM meetings in conference rooms using windows systems and conference room devices.Experience with electronic filing systems; Ability to navigate and electronically file away documents in Windows, SharePoint/OneDrive (i.e. incoming/outgoing correspondence, memos, presentations, notes, etc.)Multi-tasker/Customer ServiceExperienced customer service skills and comfortable working with high-level Executives, Appointed Officers, Elected Officials, and external stakeholders, while establishing and maintaining relationships.Ability to determine priorities and juggle multiple incoming tasks, answer incoming phone calls and in-person inquiries from the GM, Executives, Staff, Directors, and the general public.Organized/Detail OrientedExperience proofreading, formatting, and finalizing executive level correspondence, talking points, reports, presentations, and memorandums that are consistent with our agency formatting standards, addressed to various recipients, including Staff, Elected Officials, Legislators, the media, and other various entities.Experience drafting PowerPoints, talking points, reports, memos/correspondence, etc. for the GM, by working with the appropriate Executives to gather the information and content, and ultimately finalizing and sending out to the recipient(s) on behalf of the GM.Independent & Takes InitiativeAbility to be assertive, confidently communicate and direct the GM in order to ensure he is staying on top of his schedule and making meetings, responding/following up on any urgent emails.Ability to always be thinking ahead, examples:Ensuring any prep meetings or materials (i.e. talking points and presentations) are scheduled or prepared ahead of press conferences, speaking engagements, meetings, etc. this may sometimes require following up and setting internal deadlines with Executives who can assist with providing this information or briefing the GM.Ensuring any last-minute changes to meetings, new updates on projects, press events, are clearly and efficiently communicated to the GM, Executives, Directors and/or necessary staff.OtherAbility to learn Procurement/PO/MDD system processes, track/log budget items, purchase business items, prepare check requests, expense reports, travel orders and reimbursements.Ability to plan the GM's travel engagements (flight, hotel, car), prepare itineraries, and track all out of pocket expenses by the GM. Cost Center: OCR Cap Compliance SupportTryfacta is a leading, nationally renowned Workforce Management Solution provider for private and public sector firms across the US. We specialize in Healthcare, IT, Business Support, and Professional & Craft/Light Industrial ecosystems. Founded in March 1996, Tryfacta Inc. is one of the leading Staffing Services and IT Solutions Providers with a presence in all 50 States. Tryfacta is leveraging its strong industry domain knowledge to serve clients in many different industries. Tryfacta has Ranked number 2 as one of the fastest growing companies by Inc. Magazine (Inc. 5000) in the United States.Tryfacta is an Equal Opportunity-Affirmative Action Employer. We do not discriminate on the basis of Minority / Female / Disability / Veteran / Gender Identity / Sexual Orientation / AgeTAG=IND-GEN

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