Executive Assistant

St Johns Community Health•Los Angeles, CA

14h

About The Position

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.

Requirements

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

Nice To Haves

Bi-lingual Spanish preferred.

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.