Executive assistant 3-Fulltime-Los Alamitos-Days

University of California, Irvine•Los Alamitos, CA

9h•Onsite

About The Position

Reporting directly to the C-Suite, the Executive Assistant is responsible for a broad range of strategic and tactical high level executive administrative support activities and is expected to work with discretion and judgment in all aspects of the role. The incumbent manages a variety of special projects, some of which may have organizational impact. Responsibilities include, but are not limited to serving as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the C-Suite. Monitoring and responding to emails, scheduling and calendaring meetings; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Requirements

Skill, knowledge, and ability essential to the successful performance of assigned duties.
Customer service skills appropriate to the job.
Excellent written and verbal communication skills in English.
Ability to maintain a work pace appropriate to the workload.
Ability to establish and maintain effective working relationships across the Health System.
Minimum of five years high level administrative experience at the Executive Level.
Eight years of related experience managing large administrative projects with the know-how around prioritizing the projects and meeting all deadlines.
Very strong interpersonal skills to communicate effectively among diverse groups of people and the ability to build relationships with stakeholders across the Health system, including staff, board and committee members, external partners and donors.
Ability to work collaboratively and thrive in a fast-paced, rapidly changing and often political environment.
Demonstrated excellent organizational skills and possess the ability to design, set up and manage internal processes and protocols.
Strong project management skills including the ability to effectively manage multiple projects and tasks simultaneously.
Proven ability to handle confidential information with discretion.
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Strong organizational skills, detail-oriented.
Demonstrated sound critical thinking and strong problem solving skills.
Demonstrated ability to work independently on projects, from conception to completion, and must be able to work under pressure.
Strong skills in Microsoft Office (Outlook, Word, Excel, and Power Point).
Ability to write succinct and accurate executive summaries for senior level audiences.
Ability to draft correspondence on behalf of Chief Administrator and other executives.
Must be able to provide proof of work authorization.

Nice To Haves

Knowledge of University and medical center organizations, policies, procedures and forms.
College level coursework in business or a related field and/or equivalent combination of education and related experience.
Minimum of five years high level administrative C-Suite experience.
High level administrative experience in a health care environment.
Previous experience providing administrative support to a Chief Administrator or equivalent level position.
Knowledge of medical center organizations, policies, procedures and forms.

Responsibilities

Serving as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the C-Suite.
Monitoring and responding to emails.
Scheduling and calendaring meetings.
Organizing and coordinating executive outreach and external relations efforts.
Overseeing special projects.
Managing and maintaining complex calendars and schedules and navigating appointments.
Analyzing and managing budgets and making forecasts as required.
Handling confidential information with discretion.
Writing succinct and accurate executive summaries for senior level audiences.
Drafting correspondence on behalf of Chief Administrator and other executives.