Executive Assistant I - FT - Days - Administration @ MV

El Camino Health is committed to hiring, retaining and growing the best and brightest professionals who will carry our mission and vision forward. We are proud of our reputation in the community: One built on compassion, innovation, collaboration and delivering high-quality care. Come join the team that makes this happen.

Applicants MUST apply for position(s) by submitting a separate application for each individual job posting number they are interested in being considered for.

FTE

Scheduled Bi-Weekly Hours

Work Shift

Job Description

Under limited supervision, provide administrative oversight for an executive, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff, including but not limited to managing the executive's calendar, and responding on behalf of an executive to internal and external stakeholders.

Performs and oversees special projects or assignments that are highly sensitive or complex, requiring a high level of independence and initiative in execution and implementation. Handles, details, and directs work of a highly confidential and critical nature to support the executive on matters of significance. Provides planning for special events, includes managing vendors, scheduling, selecting venues, and coordinating details.

Key Responsibilities

• Directs the daily administrative operations for executives' offices.

• Develops and implements efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.

• Functions as the gatekeeper, understanding the executive's requirements, prioritizing issues according to urgency, and allocating time accordingly. Protects Executives time/schedule.

• Maintains a comprehensive list/database of initiatives and assignments, to include actions delegated to other offices.

• Responds to a wide variety of questions and issues from patients, staff, and the public on behalf of the executive, including those highly sensitive in nature.

• Researches, compiles, and summarizes complex and/or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive.

• Briefs executive in a timely fashion regarding priorities and deadlines on the status of pending issues.

• Organizes ad hoc committees appointed by the executive on a broad range of issues.

• Prepares confidential reports and summarizes issues for senior staff, board members within El Camino Health.

• Handles the details of complex and highly sensitive matters on behalf of the executive.

• Prepares responses to urgent requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.

• Makes high-level contacts of a sensitive nature with internal and external individuals, requiring a high level of discretion and diplomacy.

• Researches, analyzes, and synthesizes information to prepare executive briefings, reports, and summaries.

• Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.

• Manage small to medium size/scope projects

• Other duties as assigned.

Qualifications

Associates degree with seven years of administrative experience, at least three at executive level OR Bachelor's degree with five years' experience or equivalent.
Prior healthcare administrative experience in an executive setting preferred.

Demonstrated experience managing multiple complex calendars for executives.

Strong interpersonal skills; ability to communicate and influence effectively with all levels of the organization including outside vendors, employees, physicians and members of the executive team, both verbally and in writing.

Strong customer service experience.

Advanced experience using MS Office applications including Word, Excel, PowerPoint and Outlook.

Excellent organizational skills and able to work independently.

Must also have demonstrated ability to work effectively in a team environment.

Demonstrated ability to be flexible and work under changing conditions requiring reprioritization of workflow.

Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization.

Ability to multi-task with demanding timeframes and competing priorities.
Ability to use a high level of discretion and maintain all confidentiality.

Small to mid-level project management skills.

Salary Range:

The Physical Requirements and Working Conditions of this job are available. El Camino Health will provide reasonable accommodations to qualified individuals with a disability if that will allow them to perform the essential functions of a job unless doing so creates an undue hardship for the hospital, or causes a direct threat to these individuals or others in the workplace which cannot be eliminated by reasonable accommodation.

An Equal Opportunity Employer:
El Camino Health seeks and values a diverse workforce. The organization is an equal opportunity employer and makes employment decisions on the basis of qualifications and competencies. El Camino Health prohibits discrimination in employment based on race, ancestry, national origin, color, sex, sexual orientation, gender identity, religion, disability, marital status, age, medical condition or any other status protected by law. In addition to state and federal law, El Camino Health also follows all applicable fair and equitable employment policies from the County of Santa Clara.