Executive Assistant
Company: Softcom Systems Inc
Location: San Ramon
Posted on: January 20, 2026
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Job Description:
Job Description Position: Executive Assistant Location: San
Ramon, CA Duration: Direct hire & Onsite Position Summary: The CEO
Executive Assistant performs work directly related to the President
and Chief Executive. Officer (CEO), along with C-level executives.
Must use discretion and independent judgment while performing
high-level administrative duties; highly self-motivated,
professional, and capable of managing workload and prioritizing
tasks in a fast-paced environment. Essential Job Duties &
Responsibilities: Coordinates and maintains executive calendars for
corporate and community activities, tasks, and contact lists.
Organizes, schedules, and documents executive meetings and events.
Processes large quantities of emails (100 daily) and develops an
organized system of categorizing, maintaining, and purging such
files. Handles heavy communication via email and text messaging.
Generates internal and external correspondence, publications, media
documents, grant applications, and other written materials with
clarity and finesse. Functions as a gatekeeper for all incoming
calls, executive phone calls, emails, and other means of
communication in a professional and friendly manner, as well as
documents and disseminates pertinent information to the necessary
parties in a timely fashion. Establishes a system of managing
multiple tasks and projects as directed by executives and develops
a method of communicating status reports/documenting action on a
daily, weekly, and ongoing basis. Directs the maintenance of
corporate and executive files, including but not limited to
corporate, legal, and financial records that allow quick and easy
retrieval. Maintains customer confidence and protects operations by
keeping information confidential. Coordinates board meetings and
board retreats. Prepares and finalizes minutes and follows up on
assigned projects. Attends meetings outside of established working
hours when necessary. Distributes and maintains a variety of
records of meetings in an appropriate filing system. Research,
extracts, coordinates, and summarizes information (confidential and
nonconfidential) on behalf of the P CEO. Compose and prepare
business letters, memos, and reports. Prepares and distributes
Board orientation packets for newly appointed Board members.
Assists the P CEO with activities resulting from memberships in
other transplant-related organizations, such as Association of
Organ Procurement Organizations (AOPO), American Association of
Tissue Banks (AATB), Organization for Transplant Professionals
(NATCO), Association of Surgical Technologists (AST), American
Society of Transplant Surgeons (ASTS), etc., as needed. Attends and
actively participates in task force/strategic meetings and
activities. Provides input and carries out the completion of
projects in a timely manner. Maintains professional and technical
knowledge by attending educational workshops, reviewing
professional publications, establishing personal networks, and
participating in professional societies. Runs personal errands for
the executive (office supplies, lunch, etc.). Other Duties as
assigned. Qualifications: Excellent working knowledge of Windows
XP, MS Office, including extensive experience in Outlook. Minimum
5-7 years of experience assisting a C-level executive. Experience
in a challenging professional environment. close attention to
detail and organization. Must have impeccable people skills.
Maintain a positive and upbeat personality. Excellent online and
offline research skills. Ability to self-start and work highly
independently and effectively, as well as within a tight team.
Highly motivated, self-starter with the ability to anticipate
needs. Adaptable, easy-going, and collaborative. Excellent grammar
and business writing skills are required. Excellent typing skills –
accuracy and speed. Detail-oriented team player with strong work
ethic. High degree of confidentiality and professionalism.
Flexibility to assist the P CEO after hours and on weekends to
support business needs. Ability to multitask and quickly adjust to
changing priorities. Professional appearance and demeanor. Must be
local with good knowledge of the city. Valid driver’s license and
successfully pass driving record check, a criminal background
check, & credit check. Reliable transportation. Education :
Preferred – bachelor’s degree from an accredited business
school/college. Minimum 5-7 years of experience assisting a C-level
executive.
Keywords: Softcom Systems Inc, Rohnert Park , Executive Assistant, Administration, Clerical , San Ramon, California
