Executive Assistant I-Public Health Laboratory (Finance)

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 during the interview.
Tentative: 9/80, M-F 7:30-5pm

Work Location: 4065 County Circle Drive, Riverside, CA 92503

Meet the Team!
Riverside University Health System•Take and prepare minutes of meetings.

•Type correspondence, memoranda, reports, documents, orders, payrolls, briefs and statistical data such as charts, tables, and graphs.

•Set up and maintain office files, record and index using computer applications that include use of electronic mail, word processing, spreadsheet and special databases.

•Maintain control files to monitor status and expedites the completion of staff assignments.

•Schedule appointments, coordinate time, place, and participant arrangements for meetings.

•Sort, screen, and route incoming mail.

•Provide general information to office and telephone callers and/or refer them to appropriate party.

• Compile and summarize information, data, and figures for reports.

• May lead subordinate staff in routine clerical assignments.

• May serve as secretary to an assigned Commission; arrange meetings and schedule appointments; answer correspondence independently; prepare weekly meeting agenda; assemble data, reports, and material prepared by Department staff for Commissioners and Commission meetings as required.Education: Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.

Experience: Three years of broad and varied clerical experience within a Medical setting and/or Public Safety. (Completion of 18 semester or 27 quarter units from an accredited college or university or 360 hours of training from an accredited occupational training program in secretarial sciences, office practices, business education, or a closely related field to the assignment may substitute for one year of nonspecialized clerical experience.)

Knowledge of: A wide variety of typing layouts and formats; Business English, including spelling, punctuation, grammar, capitalization, and word usage; Indexing and filing rules and systems; the operation and uses of office equipment including personal computers, calculators and copiers; modern office and record keeping procedures and practices; basic arithmetic; County customer service objectives and strategies; telephone, office, and online etiquette; current technology and trends in the profession.

Ability to: Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines; establish effective working relationships with management, employees, and employee representatives.For more information regarding the position, please contact Anay Sanchez anasanchez@rivco.org

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