Executive Administrative Assistant
Job Description
The Executive Administrative Assistant supports departmental leadership in managing projects and programs that enhance organizational integration and operational effectiveness within a hospital and clinic environment. This role provides leadership in financial administration, human resources support, communications, purchasing, inventory management, and general department operations. The position coordinates cross-functional projects and activities, serves as a liaison to internal customers and support departments, and maintains strong, positive relationships with vendors and key stakeholders.
Responsibilities
Coordinate and manage departmental projects from initiation through completion, ensuring that company resources are utilized appropriately and project schedules are maintained.
Document project phases and activities accurately and consistently, and ensure reporting is completed on time.
Lead and manage individual projects as they arise, identifying additional areas of opportunity for process and performance improvement.
Present project results and facilitate workshops, committee meetings, and other group sessions as needed.
Provide advanced administrative support and expertise in departmental administrative processes, including the flow of paperwork and documentation.
Serve as a key resource for human resources and recruitment processes, providing policy and procedure guidance to the management team.
Coordinate hiring activities for new employees, including initial departmental orientation and review of required training compliance.
Ensure timely submission and tracking of evaluations and personnel-related paperwork to support smooth departmental operations.
Oversee supplies and inventory management, including equipment and supply allocation for the department.
Facilitate periodic inventory reviews of equipment and prepare facility reports and other documentation as requested.
Track, analyze, and present cost management and resource utilization efforts at departmental staff meetings.
Plan, coordinate, and manage departmental events, meetings, and related logistics.
Coordinate requests for support from internal departments such as communications, housekeeping, engineering, and maintenance, ensuring quality work is completed on time.
Serve as the primary representative for data and phone communication coordination, including installation and maintenance activities.
Ensure that new hires receive the appropriate tools, access, and resources at the right place and time to perform their roles effectively.
Schedule and manage calendars, meetings, and appointments, ensuring appropriate preparation and follow-up.
Prepare, edit, and format documents, presentations, and reports using Microsoft Office applications, including Word, Excel, and PowerPoint.
Maintain accurate and organized file systems and records in line with standard office practices and confidentiality requirements.
Follow safety policies and procedures and incorporate ergonomic principles into daily work habits.
Essential Skills
Demonstrated experience in project coordination and project management within an administrative or operational environment.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to create and manage documents, spreadsheets, and presentations.
Experience with calendar management, meeting scheduling, and general administrative support for a busy department or leadership team.
Excellent organizational and problem-solving skills with the ability to prioritize multiple and diverse tasks effectively.
Ability to manage multiple changing priorities while maintaining accuracy and attention to detail.
Ability to take direction and work effectively both independently and collaboratively with others.
Demonstrated ability to independently seek out and obtain information needed to complete tasks and resolve issues.
Proven ability to exercise good judgment and maintain discretion in handling confidential information and situations.
Excellent written and verbal communication skills, with the ability to communicate clearly and maintain a professional demeanor with a wide range of individuals, including clinical and administrative staff.
Strong sense of responsibility and ownership for assigned duties, with a professional approach to work.
Ability to maintain accurate and well-organized file systems consistent with standard office practices.
Strong critical thinking and time management skills, with the ability to develop effective work plans and meet deadlines.
Demonstrated interest in and ability to learn new software programs and office technologies as required.
Intermediate-level proficiency using computer software systems and office equipment, including Microsoft Office, Meridian phone systems, copiers, and fax machines.
Ability to follow safety policies and procedures and apply ergonomic principles in daily tasks.
Additional Skills & Qualifications
Extensive knowledge and understanding of hospital and clinic organization is preferred.
Experience working in a healthcare, hospital, or clinical environment is highly beneficial.
Experience coordinating events, workshops, or committee meetings.
Experience overseeing supplies and inventory management, including cost tracking and reporting.
Familiarity with departmental onboarding processes, including orientation and training compliance tracking.
Experience coordinating with facilities, housekeeping, engineering, maintenance, and communications teams.
Comfort working with multiple stakeholders, vendors, and cross-functional teams in a complex organization.
Work Environment
This role operates in a professional hospital and clinic administrative setting, supporting clinical and operational departments. The position follows a Monday through Friday schedule, typically from 7:30 a.m. to 4:00 p.m. The work involves frequent use of computers, Microsoft Office applications, Meridian phone systems, copiers, fax machines, and other standard office equipment. The environment is fast-paced and requires frequent coordination with various internal departments and external vendors. The role involves both independent work and collaboration in meetings, workshops, and committee activities. A professional appearance and demeanor are expected, along with adherence to safety policies, procedures, and ergonomic work practices.
Job Type & Location
This is a Contract position based out of Newark, CA.
Pay and Benefits
The pay range for this position is $33.02 - $64.08/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Newark,CA.
Application Deadline
This position is anticipated to close on Aug 28, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
