Marketing Executive Assistant III

Administrative Assistant

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.

Essential Duties and Responsibilities include the following:

1. 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.
2. Creates forms and documentation, including memos, notices and drafts of Policies and Procedures as requested.
3. May provide support to more than one Executive.
4. Provides assistance and mentoring to other Administrative Assistants
5. Handles telephone calls as needed for executive assigned.
6. Manages incoming mail and coordinates meeting scheduling with other assistants.
7. Provides assistance in support of asset management.
8. Manages the order of supplies for IS, Claims, HR and Customer Service.
9. Coordinates meetings and events for the IS Department.
10. Coordinates with other assistants for back up support of other Executives.
11. 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.
12. Supports and coordinates services from external vendors as needed.
13. Provides administrative support for Projects in process as needed.
14. Perform copy and fax functions as needed.
15. Attends meetings and provides support staff as appropriate or directed by Executive
16. Acts as a backup support for within the department as needed.
17. Create and/or maintain filing systems.
18. Adheres to all company policies.
19. Provides Administrative support for training sessions and assists in the development and delivery of training as needed.
20. Maintains confidences.
21. Expense reporting and tracking of payments as requested.
22. Create reports and presents documentation in a consistent and professional manner.
23. Performs all other duties as directed by management.

The pay range for this position at commencement of employment is expected to be between $30 and $35 hour however, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, licensure, skills, and experience.

The total compensation package for this position may also include other elements, including a sign-on bonus and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered.

Details of participation in these benefit plans will be provided if an employee receives an offer of employment.

If hired, employee will be in an "at-will position" and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

As one of the fastest growing Independent Physician Associations in Southern California, Regal Medical Group, Lakeside Community Healthcare & Affiliated Doctors of Orange County, offers a fast-paced, exciting, welcoming and supportive work environment. Opportunities abound, and enterprising, capable, focused people prosper with us. We promote teamwork, nurture learning, and encourage advancement for all of our employees. We want to see you excel, because we believe that your success is our success.

Employer will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the LA City Fair Chance Initiative for Hiring Ordinance.

Education and/or Experience:

1. Minimum 2 years previous experience as an Executive Assistant
2. Exceptional written and verbal communication skills.
3. Expert in MS Office application use including: Word/Excel/PowerPoint/Access/Outlook/Visio
4. Excellent grammar skills
5. Excellent organizational skills
6. Ability to interact at all levels of an organization
7. Work independently or as part of a team.
8. Maintains professional attitude and demeanor.
9. Medical group or IPA operations information systems management experience preferred.
10. Experience with clinical applications preferred.
11. Customer service skills preferred.
12. Experience and understanding of IS operations and support experience encompassing multiple aspects of IS operational activities preferred.
13. Knowledge, experience and understanding of the managed care industry experience encompassing multiple aspects of healthcare operational activities preferred.
14. Experience with MS Project preferred