Executive Assistant

Executive Assistant

Location: Los Angeles CA 90033

Duration: 13 Weeks contract

Shift: 8am – 4:30pm

Job Summary:

1. Coordination of leadership meetings, including scheduling and distributing meeting notices.

2. Preparation of leadership meeting agenda and minutes.

3. Coordinating schedule, including arranging meetings and appointments for Associate Chief Nursing Officer, HR Administrator, and other Hospital Administrator(s) as assigned.

4. Processing of payroll and personnel forms on behalf of Hospital Administrators’ direct reports.

5. Composition, typing, proofing and dissemination of correspondence, memos, reports, etc., pertinent to the functions of the Associate Chief Nursing Officer and other Hospital Administrator(s) as directed.

6. Timely processing of performance evaluations for Hospital Administrators’ direct reports.

7. Functioning as liaison between Administrative Team, Administrative Support Staff Physicians, Department Directors, Customers, and Human Resources, interpreting policy and procedures and assisting in problem identification and resolution.

8. Providing research and administrative support to special projects, preparing data and follow-up projects as directed.

9. Coordination and confirmation of travel arrangements, including lodging and airline and/or automobile reservations, preparation of travel authorization forms and expense reports as directed.

10. Using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.

11. Maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.

12. Processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s) when the situation warrants his/her attention.

13. Preparation of Administrator-on-Duty Schedule and appropriate distribution of same.

14. Coordination and tracking of workflow, schedules, and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.

15. Demonstrating skills in all forms of communications, i.e., in person, via telephone, and in writing.

16. Routing all calls/requests to appropriate personnel, identifying on phone reason for transfer and assuring connection is made.

17. Maintaining an open line of communication between management and other staff while demonstrating a professional demeanor at all times.

18. Demonstrating collaboration, collegiality, and problem-solving skills.

19. Performing other duties as assigned.

Must Haves:

- At least 5 years of previous secretarial experience in a senior executive setting.

**Added 8.28 through feedback - Candidates must have 1+ years of experience supporting Execs in a hospital or in healthcare so they understand the lingo.

- Formal secretarial training or equivalent education preferred.

- Typing at 60 + WPM and transcription skills.

- Mathematical aptitude and ability to work with spreadsheets.

- Excellent verbal and written communication skills.

- Strong organization and time management skills.

- Computer literacy in word processing, spreadsheets, etc.

- High level of professionalism and confidentiality.