Executive Assistant I-Public Health Laboratory

The County of Riverside's Riverside University Health System has an opportunity for an Executive Assistant I with the Public Health Laboratory Division located in Riverside.

Under general supervision, performs a wide variety of secretarial, administrative, and clerical duties in support of a management level position; serves as recording secretary to a small board, commission, committee, or similar entity; and performs other related duties as required.

The Executive Assistant I is the first level classification in the Executive Assistant series and reports to an appropriate supervisory or management level position.

This class is characterized by the primary responsibility to perform a variety of secretarial and complex clerical duties for a Program Manager, Section Chief and/or functioning as a recording secretary to a small board, commission, committee, or similar hearing body.

The Executive Assistant I is distinguished of the Executive Assistant II, in that the latter provides secretarial support to an Assistant Director, Deputy Director, or Division Chief, or serves as a recording secretary to a large/complex board, commission, committee or similar hearing body.

The Executive Assistant I is not a natural progression underfill for the class of Executive Assistant II.

Advancement to the next level is obtained by competitive selection through an open recruitment.

Other Essential Duties include the following:

1.

Administrative Support


* Manage the executive's calendar, schedule meetings, and coordinate appointments with internal and external stakeholders.


* Prepare and organize documents, reports, and correspondence.


* Handle travel arrangements, expense reports, and procurement of lab supplies.

2.

Excel Proficiency


* Develop and maintain complex spreadsheets for inventory tracking, budgeting, and project management.


* Analyze laboratory data, generate charts/graphs, and create dashboards for lab performance metrics.


* Automate repetitive tasks using formulas, pivot tables, and macros.

3.

PowerPoint Expertise


* Design visually engaging presentations for research findings, project proposals, and team meetings.


* Compile and summarize scientific data into clear, concise slides for executive and stakeholder presentations.


* Ensure branding and formatting consistency in all lab presentations.

4.

Meeting & Note-Taking


* Attend lab meetings, record detailed minutes, and track action items.


* Distribute meeting notes and follow up with staff to ensure completion of assigned tasks.


* Prepare agendas and coordinate logistics for regular and ad-hoc meetings.

5.

Staff Engagement


* Serve as a point of contact between executive leadership and laboratory staff.


* Organize team-building activities, training sessions, and staff recognition events.


* Foster a positive work environment by facilitating communication and addressing staff concerns.

Work Schedule: Will be discussed...