Executive Assistant : Administration

Hoag • Newport Beach, CA

3d

About The Position

The Executive Assistant provides a broad range of executive support for Hoag Executives and Medical Directors. Establishes a trusting relationship with Executive Leaders and manages the operational and administrative aspects of day-to-day operations, allowing the Executives to focus on high-level leadership and strategy functions. Independently executes varied complex administration and project coordination duties, frequently of a highly confidential nature. Coordinates the flow of information, maintain outlook calendars, financial reconciliations, and sensitive personnel matters. Acts as a conduit for information, screening and directing information to the appropriate personnel, and serves as the gatekeeper for the executive’s office. Provides project support as requested. Compiles and manages data, prepares reports, prepares agendas and minutes as requested, and organizes projects. Schedules meetings and notifies participants of changes as needed. This role may have direct and frequent contact with Board members, patients, physicians, and community members. Projects an image of professionalism in communication, appearance, and conduct. Performs other duties as assigned and provides support to other senior leadership members as requested. Supports Hoag's mission and vision. Collaborates across the organization as appropriate. Foundation: May require participation in meetings and donor events outside of normal business hours including occasional evenings and/or weekends HOI: Provides contract management support, including preparing documents, tracking renewals and expirations, and coordinating signatures. Responsible for maintaining records. Assists with preparation of meeting agendas and packets.

Requirements

• High School Graduate or equivalent
• Minimum five (5) years' relevant experience
• Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems

Nice To Haves

• Bachelor’s degree preferred
• Four (4) years’ executive administrative support experience is in a health care or medically related field preferred
• Familiarity with Adobe Sign on similar software preferred

Responsibilities

• Provides a broad range of executive support for Hoag Executives and Medical Directors.
• Manages the operational and administrative aspects of day-to-day operations.
• Executes varied complex administration and project coordination duties, frequently of a highly confidential nature.
• Coordinates the flow of information, maintains outlook calendars, financial reconciliations, and sensitive personnel matters.
• Acts as a conduit for information, screening and directing information to the appropriate personnel, and serves as the gatekeeper for the executive’s office.
• Provides project support as requested.
• Compiles and manages data, prepares reports, prepares agendas and minutes as requested, and organizes projects.
• Schedules meetings and notifies participants of changes as needed.
• Projects an image of professionalism in communication, appearance, and conduct.
• Performs other duties as assigned and provides support to other senior leadership members as requested.
• Supports Hoag's mission and vision.
• Collaborates across the organization as appropriate.
• May require participation in meetings and donor events outside of normal business hours including occasional evenings and/or weekends.
• Provides contract management support, including preparing documents, tracking renewals and expirations, and coordinating signatures.
• Responsible for maintaining records.
• Assists with preparation of meeting agendas and packets.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED