Executive Assistant

The Executive Assistant is responsible for administrative duties & project support for the Chief Operating Officer. Manages COO schedule, schedules appointments, and coordinates meeting material for all meetings as needed. Handles correspondence maintains files. Handles details of a confidential and critical nature. Conducts her/himself with the highest degree of dignity, professionalism, and interpersonal effectiveness while exercising sound judgment. May have some project administration responsibilities.

BENEFITS

• Free Medical, Dental & Vision
• 13 Paid Holidays + PTO
• 403 (B) retirement match
• Life Insurance, EAP
• Tuition Reimbursement
• Flexible Spending Account
• Continued workforce development & training
• Succession plans & growth within

Qualifications/Licensure:

• AA or BA/BS degree is preferred with a minimum of (5) eight years executive level support experience, preferably in the health care field.

Experience:

• Ability to adapt in a fast past environment and be able to work responsively under pressure.
• Have a great attitude and be team player.
• Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks.
• Ability to prioritize workload, to meet deadlines and to maintain a high level of quality and accuracy.
• Initiative, resourcefulness and attention to detail.
• Excellent problem-solving skills, analytical thinking, and visionary skills
• Recent experience working with C level executives.
• Professional verbal and written communication skills and the ability to type 50 wpm.
• Bi-lingual Spanish preferred.
• Knowledge of Microsoft Office and telephone protocol.

Responsibilities:

• Manages COO complex calendars:
• Schedules internal meetings with executives also with complex schedules and staff as requested.
• Schedules external meetings with executives at partnering agencies, County and Federal agencies.
• Has the capacity to change meeting schedule in a moment’s notice and rearrange schedule as requested.
• Registers executives to attend conferences.
• Arranges travel accommodation including transportation, airfare and lodging.
• Coordinates weekly Strategic Planning meetings including:
  • Preparing material for meeting including: agenda, minutes, executive reports.
  • Scheduling.
• Provides day to day administrative and project support to the COO and manages special projects as assigned.
• Assures that specific tasks assigned to executives and staff from COO is followed through and submitted as directed and keeps the COO updated on progress.
• Interacts with senior executives from several agencies including: federal, state, county, legal counsel, foundations, and patients with a high degree of professionalism.
• Takes minutes at management meetings as requested.
• Processes credit card expense reports for COO.
• Produces purchase order requests for expenses.
• Efficiently manages contracts/agreements that require the COO signature, files, scans document and distributes contracts to appropriate departments.
• Composes and types routine correspondence.
• Organizes and maintains file system and files correspondence and other records.
• Greets scheduled visitors and directs them to appropriate area or person.
• Assists with federal, county and foundation audits as requested.
• Assists with coordinating any St. John’s events hosted by St. John’s including conferences, annual gala and grand openings.
• Coordinates mail out of invitations/announcements to a large database of contacts as requested.
• Develops agency policies and signing sheets.
• Follows-up on applications pending process: DHS, CLIA, Pharmacy, LA Care, etc.
• Orders and maintains supplies and arranges for equipment maintenance as necessary.
• Facilitates the renewal of license(s) as necessary.
• Reviews and approves timecards and time off requests of Clinic Mangers.
• Assists Director of Clinic Operations with interviewing candidates, new hire onboarding, and trainings of incoming employees on products and services.

St. John’s Community Health is an Equal Employment Opportunity employer.