Executive Assistant

Executive Assistant

• (MEM009895)

Description

Title: Executive Assistant

Location: Fountain Valley

Department: Medical Foundation

Status: Full Time

Shift: Day

Pay Range*: $35.46/hr - $51.46/hr

MemorialCare is a nonprofit integrated health system that includes four leading hospitals, award-winning medical groups – consisting of over 200 sites of care, and more than 2,000 physicians throughout Orange and Los Angeles Counties. We are committed to increasing access to patient-centric, affordable, and high-quality healthcare; your personal contributions are integral to MemorialCare’s recognition as a market leader and innovator in value-based and other care models.

Across our family of medical centers, we support each one of our bright, talented employees in reaching the highest levels of professional development, contribution, collaboration, and accountability. Whatever your role and whatever expertise you bring, we are dedicated to helping you achieve your full potential in an environment of respect, innovation, and teamwork.

Position Summary

Performs diversified advanced administrative functions for senior-level executive management within MemorialCare Medical Foundation. Facilitate meeting logistics and calendaring of multiple schedules simultaneously for department leadership. Assists in developing presentations, reports and meeting agendas to advance key initiatives. Composes communications via email, letters and voice, reports, and complex documents that require a high degree of knowledge of strategic initiatives, policies, organization, personnel, and services. Able to administer administrative details, take and transcribe documentation of a complex and confidential nature, and use discretionary initiative and judgment in handling sensitive and confidential details. Demonstrates superior interpersonal and administrative skills commensurate with the position.

Essential Functions and Responsibilities of the Job

• Independently researches and compiles data from a variety of sources, evaluates and analyzes data, and prepares detailed information, reports, and recommendations.
• Independently, coordinate wide range of events. Assumes full responsibility of activity once provided a minimal guideline. This includes scheduling, material preparation, identifying budget, determining catering needs, facility needs, and scheduling of participants.
• Meeting management prepares agendas coordinating, scheduling, and supporting documents for committees and meetings to support key strategic initiatives.
• Screens all phone calls and correspondence addressed to the executives supported, independently determining appropriate action and on own initiative, drafts appropriate correspondence. The Executive Assistant ensures that all communications reflect the appropriate image, message, quality and tone of the office.
• Accurately prepare and submit cost reports, check requests, PO requests and other finance-related needs for payment and invoicing.
• Support contract requests with supply chain/contracting or legal as appropriate.
• Support and manage the details and coordination of Outlook calendars and tasks associated with department leadership.
• Prepares a wide range of materials and special reports from source material in files, including highly confidential matters. While maintaining a high level of confidentiality sensitivity and professionalism, acts as a liaison with other departments, senior-level external callers, stakeholders, as well as internal contacts from all levels of the organization.
• Resourceful in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change.
• Establishes and maintains digital and paper filing systems to track and archive all communications; maintains document and database management with a focus on contract management.
• Manage travel logistics and activities including accommodation, flight, hotel, and car rental.
• Identify and define project requirements, scope, and objectives as well as prepare Project proposals, timeframes, and schedule.

• “Other duties as assigned”

• *Placement in the pay range is based on multiple factors including, but not limited to, relevant years of experience and qualifications. In addition to base pay, there may be additional compensation available for this role, including but not limited to, shift differentials, extra shift incentiv…