Executive Assistant - SHC Foundation - Spectrum Corporate Office - Day - Full Time

Executive Assistant-SVP

Hours:

Shift Start Time: 8:30 AM

Shift End Time: 5 PM

AWS Hours Requirement: 8/40 - 8 Hour Shift

Additional Shift Information:

Weekend Requirements: No Weekends

On-Call Required: No

Hourly Pay Range (Minimum - Midpoint - Maximum): $34.170 - $44.090 - $49.370

The stated pay scale reflects the range that Sharp reasonably expects to pay for this position. The actual pay rate and pay grade for this position will be dependent on a variety of factors, including an applicant's years of experience, unique skills and abilities, education, alignment with similar internal candidates, marketplace factors, other requirements for the position, and employer business practices.

What You Will Do

The Executive Assistant-SVP provides a full range of highly complex administrative and advanced organizational support to a Senior Vice President. Provides specialized cross-functional, high impact support to execute key strategic priorities. Reports directly to the senior-level executive served. Upholds a one-to-one relationship with a high degree of responsibility and diplomacy. Performs multifaceted, strategic, and administrative duties and assignments of a highly responsible and confidential nature, often in a rapidly changing environment that would typically take away from an executive's focus on core functions and critical duties. Balances long-term executive goals with the daily responsibilities of the office. Cultivates and maintains effective relationships with interested parties. Provides extensive administrative support to boards, board committees and other committees as required. Works independently, effectively, and proactively under little to no supervision and may undertake and assume responsibility for diverse functions on a wide variety of projects and activities. Acts as an advisor for creative ideas and innovative solutions and is relied upon for insight and advice. Ensures appropriate follow-up to senior-level executives. Consistently displays ingenuity and resourcefulness with a high level of autonomy on decision-making especially when handling matters on behalf of the executive. When arrangements and plans need to pivot, acts quickly to make sure alternative solutions are in place. Uses initiative and regularly exercises discretion and sound, independent judgment with respect to matters of significance. Has the authority to make recommendations for action, subject to the executive's final authority. Readily adapts to the existing environment and organizational culture. Organizes and coordinates executive outreach and external relations efforts.

Required Qualifications

• H.S. Diploma or Equivalent
• 5 Years Experience at the Executive Assistant level.

Preferred Qualifications

• California Notary Public - California Secretary of State -PREFERRED

Other Qualification Requirements

• Associate's degree or 2 years Administrative/Executive Assistant experience may substitute for degree. - REQUIRED

Essential Functions

• Calendar Management Plans, coordinates, and ensures the executives schedule is followed and respected. Acts as 'gatekeeper' in a 'gateway' role, creating win-win situations for direct access to the executives time and office. Skillfully manages an active, complex calendar of appointments; resolves all scheduling issues proactively and independently to achieve key business goals. Prioritizes tasks and handles multiple deadlines. Schedules special functions, plans events, and makes travel arrangements.
• Meeting Coordination Composes and prepares meeting correspondence that is often highly sensitive and confidential. Organizes and assembles complex meeting materials; ensures the integrity of meeting materials. Confirms logistical arrangements (room reservation, set-up, AV, catering, etc.) are accurate and complete. Attends meetings and takes meeting minutes; meetings include, but are not limited to, board meetings, board committee meetings, operational meetings, departmental meetings, and forums. Prepares meeting agendas, Board packets, distributing and publishing materials to Board members, taking meeting minutes while safeguarding the confidential nature of the discussions and information shared in the meetings. If applicable, ensures meetings are in accordance to governance. Creates schedules and arranges for workshops and/or orientations in person and/or in Workday or other applications. Plans, schedules, and coordinates in-person and/or virtual regular and special Board meetings, Board retreats and other Board events, including coordination of off-campus locations, meals/food, and other requirements, if applicable.
• Document Management Accurately composes complex correspondence, memorandums, and informational materials; prepares presentations and special reports for management and/or board(s) using software platforms. Serves as a writing collaborator and thought partner to executive(s). Drafts complex documents from abstract ideas and general information. Researches and organizes data from various sources and generates reports/summaries. Report generation may involve analyzing statistics and preparing spreadsheets, databases, or other documents. Expertly utilizes software applications to complete documents/work assignments. Reviews and edits materials independently. Possesses excellent document review skills for accuracy, completeness, and conformance with established standards, policies, and procedures. Proficient in position management skills; onboards new executives and ensures all relevant documentation is complete and accurate. Acts as a liaison with other leadership and/or other departments. Manages financial responsibilities, including but not limited to, expense reporting, procurement card transactions, invoices and requisitions, and other requests requiring authorization. Works closely with other associates to ensure timely and complete submissions that require executive-level approval. Coordinates completion of contracts, agreements, and/or credentialing to ensure documents are successfully reviewed and signed in a timely manner. Drafts and reviews documents, transcripts, enrollments, and delinquent reports.
• Communication and Record Maintenance Possesses exceptional organizational and interpersonal skills. Acts as direct line of communication to the executive often partnering as a liaison to provide effective communication flow with other high-level executives, and internal and external stakeholders. Works closely and effectively with board members, executives, and other associates to keep them well informed of upcoming commitments and responsibilities, following up appropriately with no direct supervision. Acts as a 'barometer', having a sense for the issues taking place in the environment and keeping the executives updated. Communicates effectively with all levels of staff and follows chain of command procedures. Greets, makes welcome, and communicates effectively and courteously with a variety of customers by telephone and in person (patients, patient family members, staff, peers, physicians, executives, Board members, legislators, community leaders, process servers, etc.). Triages and responds to customers who may be angry, distraught, etc. with situation-based problem-solving techniques and referral to appropriate resource(s). Responds to all inquiries with a timeliness that promotes customer satisfaction. Prioritizes mail (including electronic mail), checks deadlines, and independently initiates responses/action items or refers appropriately. Establishes and maintains record keeping systems to ensure efficient retrieval of documents. Oversees contract management as applicable. Manages communication from System to Board, committees, etc. Distributes timely notices and other communications concerning regular and/or special meetings of the Board, committees, etc. Maintains files on general information, confidentiality agreements, information release, required information for health care licensure or permits or other certifications (Medicare/Medi-Cal, etc.) Maintains a virtual, secure, and protected website or similar location that contains Systems corporate governance documentation, records, or other sensitive documents.
• Department Efficiency and Effectiveness Maintains organized and orderly workspace including oversight of executives office and adjacent spaces. Arranges for additional resources (temporary staff, volunteers) to cover vacations, leaves of absences and/or variable workloads and provides supervision/direction. Manages office space, furniture, and equipment including obtaining supplies, troubleshooting, and calling for maintenance (e.g. fax, copier, printer, laptop, projector). Understands business operations, services, and programs that are unique to SHC including knowledge of trends, best practices, regulatory changes, and new technologies.
• Other Responsibilities Provides backup support for various functions within the Executive Suite, ensuring seamless workflow continuity between Divisions and Medical Groups. Provides support to other Administrative and Executive Assistants as needed. Assists with special projects and supports other SHC goals in a cost-effective way, within established deadlines. Participates in and offers suggestions to improve departmental service, productivity, and development. Manages and/or assists with events such as greets/lunches/dinners with community and educational leaders, city officials, employee forums/engagement/award, etc. This may include vendor coordination, reviewing vendor contract to ensure fulfillment, coordinating payment, coordinating with internal and external customer to ensure a successful event. Creates and gathers survey data (regulatory, employee opinion, etc.) as needed. Reviews new system applications and performs testing as needed.

Knowledge, Skills, and Abilities

• Advanced computer skills
• Advanced written and verbal communication skills. Able to draft documents and take meeting minutes using correct grammar and punctuation.
• Skilled with managing complex calendar management.
• Exceptional organizational and interpersonal skills.
• Ability to multi-task, extremely strong attention to detail, and the ability to prioritize and follow through on