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Executive Assistant II - FT - Days - Administration
Work Model
📍
Employment
💼 Full-Time Direct
Recruitment Type
🛡️ Direct to HR Pipeline
📋 Role Overview & Responsibilities
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
1
Scheduled Bi-Weekly Hours
80
Work Shift
Day: 8 hours
Job Description
Under general direction, 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.
Advises Executive team members regarding the Board and/or Board Committee agendas, materials, and action items. Manages, under general direction from the executive team, Board and/or Board Committee agenda development, meetings logistics, and completion of action items. Liaises with key stakeholders who provide vital support to the District and Hospital Boards of Directors and Advisory Committees.
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.
- Working closely with key stakeholders provides vital support to the District and Hospital Boards of Directors and Advisory Committees. Will manage meeting preparation and follow-up through the Board Portal, and ensure all materials and distribution adhere to Brown Act requirements.
- Coordinate the preparation of agendas and supporting documents for board and standing committee meetings in a sufficient time for members to prepare for meetings.
- Attend board/committee meetings, take minutes, and keep an accurate record of the business conducted.
- Make preparations for and assist management in organizing conferences and other pertinent meetings for board and committee members.
- Provide necessary service and leadership to accomplish organizational goals effectively.
Manage medium to large projects in scope, including but not limited to:
- Create long- and short-term plans, including setting targets for milestones, adhere to deadlines and allocate resources.
- Communicate with executives or the board to keep the project aligned with their goals; Serve as central point of contact for project.
- Assist in the defining project scope and goals.
- Make effective decisions when presented with multiple options for how to progress with the project.
- Perform quality control on the project throughout development to maintain the standards expected.
- Adjust schedules and targets on the project as needed
- Motivate team members involved in the project to complete tasks on time or reassign.
- Identify and manage potential risks and liabilities of multiple projects
- Delegate project tasks as needed to complete task or projects on time.
Other duties as assigned.
Qualifications
Bachelor's degree with five years executive-level support OR Associates degree with seven years of administrative experience, at least three at the executive level
Prior healthcare administrative experience in an executive setting preferred.
Preferred experience with Boards including preparing and coordinating board/committee meetings, attending meetings and taking minutes, noting and managing action items, all in compliance with corporate or government standards. Experience with Board portal is ideal.
Demonstrated experience managing multiple complex priorities for executives (including calendaring, communications, etc.).
Strong interpersonal skills; ability to 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.
Expert level experience using MS Office applications including Word, Excel, PowerPoint and Outlook.
Ability to learn new software solutions (i.e., Board Portal)
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.
Advanced project management skills.
Ideal candidate will be familiar with the Brown Act and have supported a public board. Ability to complete legal and technology training related to the District and Hospital Boards within 60 days of hire.
Salary Range:
42.22 - 63.34 USD Hourly
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.
Sedentary Work - Duties performed mostly while sitting; walking and standing at times. Occasionally lift or carry up to 10 lbs. Uses hands and fingers. - (Physical Requirements-United States of America)
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.
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.
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