Executive Asst/Program Coordinator - Part Time

California  ‐ Onsite
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Description

Executive Asst/Program Coordinator - Part Time

Description:

Support educational conferences for health care leaders from other countries. Hours will range from 20 to 40 hours a week on a contract basis.

Duties include:

  • Handles regular correspondence with international visitors.

  • Registers participants in and supports programs for international visitors.

  • Maintains a database of international visitors.

  • Maintains our International Web site, takes photos of events, and creates photo galleries on Web site.

  • Sends invoices, processes bills, and creates revenue-and-expense reports on all International programs.

  • Deals with meeting planning and conference logistics, such as catering, transportation, hotel lodging, and contracts.

  • Plans, coordinates, and executes the logistical aspects of onsite and offsite conferences attended by international program participants.

  • Using project management techniques and tools, ensures activities meet expectations, resolves logistical issues, and advises management of resolutions.

  • Takes the lead on various operations and communications projects.

  • Using advanced computer skills, provides complex administrative and project support to managers in Oakland.

  • Manages conference registration and maintains complex registration records. Exchanges detailed correspondence with participants on payment and logistical issues. Maintains contact with internal and external clients.

  • Provides customer service by returning all phone and email messages within 48 business hours.

  • Continues to problem-solve for clients until a resolution is reached.

  • Independently maintains website using WordPress.

  • Creates and sends mailing using an email marketing tool (Emma).

  • Provides detailed accounting support: invoices clients, handles expense reimbursement, records banking transactions, submits invoices for payment, and compiles revenue and expenses per program.

  • Proofreads documents with a high degree of accountability for consistency, accuracy, and style.

  • Acts as liaison with vendors; arranges catering, audiovisual, and transportation for meetings.

  • Schedules meetings, videoconferences, and TelePresence events.

  • Prepares meeting material and orders supplies.

  • Identifies key areas for operational improvement to augment the efficiency, effectiveness, and cohesiveness of the department.

  • Implements tools to track the status of department projects.

  • Interfaces with employees across multiple organizations and with external parties as a liaison on behalf of the organization.


Requirements:

  • HS/GED required, Bachelors degree preferred

  • Min. 3 years of direct relevant experience.

  • Must have excellent written and verbal communication skills and be comfortable with basic bookkeeping.

  • Attention to detail and sensitivity to other cultures

  • Detailed accounting support experience (eg, invoicing clients, expense reimbursements, recording banking transactions, submitting invoices for payment, and compiling revenue and expenses per program).

  • Superior writing and communication skills. (Submit short writing sample, narrative in form, and produced in professional context that was written for work)

  • Strong negotiating, influencing, and project management skills.

  • Advanced knowledge of Word, Excel, Lotus Notes, and PowerPoint.

  • Experience with email marketing tools.

  • Social media management experience.

  • Intermediate skills in WordPress.

  • Ability to acquire and use In-depth knowledge of internal policies, practices, practices, business principles, theories, concepts, and systems.

  • Applies advanced business theories/concepts to accomplish significant department projects and/or initiatives.

  • Ability to exercise independent judgment; relies on experience, knowledge, skills and abilities to make sound decisions.

Start date
May 2017
Duration
min, 3 months
From
Enclipse Corp.
Published at
26.04.2017
Project ID:
1331808
Contract type
Freelance
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