Marketing Executive Assistant III

Regal Medical Group•Los Angeles, CA

3d•$30 - $35•Onsite

About The Position

Provides administrative support to 2 Vice Presidents and 35 staff across 4 locations (West Hills, San Bernardino, OC and West Covina). This role demands exceptional discretion, sound judgment, and the ability to make real-time decisions while maintaining dedicated oversight of complex calendar management and staff coordination across four locations. These responsibilities require centralized ownership and cannot be effectively delegated without impacting operational continuity. The position is essential to optimizing leadership effectiveness, ensuring alignment with strategic priorities, and sustaining overall departmental performance and efficiency.

Requirements

Minimum 2 years previous experience as an Executive Assistant
Exceptional written and verbal communication skills.
Expert in MS Office application use including: Word/Excel/PowerPoint/Access/Outlook/Visio
Excellent grammar skills
Excellent organizational skills
Ability to interact at all levels of an organization
Work independently or as part of a team.
Maintains professional attitude and demeanor.

Nice To Haves

Medical group or IPA operations information systems management experience preferred.
Experience with clinical applications preferred.
Customer service skills preferred.
Experience and understanding of IS operations and support experience encompassing multiple aspects of IS operational activities preferred.
Knowledge, experience and understanding of the managed care industry experience encompassing multiple aspects of healthcare operational activities preferred.
Experience with MS Project preferred

Responsibilities

Provides coordination of administrative functions for the Executive and associated department staff that is responsive to customer needs and supports fulfillment of Heritage Provider Network and Regal Medical Group mission and values.
Creates forms and documentation, including memos, notices and drafts of Policies and Procedures as requested.
May provide support to more than one Executive.
Provides assistance and mentoring to other Administrative Assistants
Handles telephone calls as needed for executive assigned.
Manages incoming mail and coordinates meeting scheduling with other assistants.
Provides assistance in support of asset management.
Manages the order of supplies for IS, Claims, HR and Customer Service.
Coordinates meetings and events for the IS Department.
Coordinates with other assistants for back up support of other Executives.
Develops and fosters a customer satisfaction focused, service mentality within department to strengthen and build relationships with Heritage Provider Network and other Regal Medical Group regions and departments and communicates a balanced view of Information Systems importance in relation to other departments and business functions.
Supports and coordinates services from external vendors as needed.
Provides administrative support for Projects in process as needed.
Perform copy and fax functions as needed.
Attends meetings and provides support staff as appropriate or directed by Executive
Acts as a backup support for within the department as needed.
Create and/or maintain filing systems.
Adheres to all company policies.
Provides Administrative support for training sessions and assists in the development and delivery of training as needed.
Maintains confidences.
Expense reporting and tracking of payments as requested.
Create reports and presents documentation in a consistent and professional manner.
Performs all other duties as directed by management.