Executive Administrative Assistant
Employment Type: Full-Time
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The Executive Assistant will provide organizational and administrative support to the VP/GM, Non-Acute and VP, Human Resources. The successful candidate will have a genuine interest and appreciation for our customers and our associates, and a desire to learn more about customer service. He or she must be able to work in a team environment while managing multiple tasks independently, and maintaining confidence and diplomacy.
Key Responsibilities Proactively manages complex calendars with competing priorities to keep the leader and team abreast of meetings and tasks and ensures s/he has the information necessary to effectively navigate through their day. Schedules activities and meetings and manages calendars, including providing a daily folder of pertinent meeting materials. Coordinates meetings and proactively resolves conflicts, including making recommendations for meetings with other leadership team members. Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc. Manages requests for time with the leader, with the ability to differentiate the sense of urgency of the request/need for the leader’s time and attention Creates high quality PowerPoint presentations and Excel spreadsheets. Assembles, compiles and maintains data, with capability to do basic internet research as required for regularly scheduled reports and presentations and ad hoc projects. Responds to telephone, email and in-person inquiries providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Company. Handles confidential information and sensitive correspondence. Schedules business travel and accommodations and reconciles and maintains expense reports. Organizes, coordinates and attends staff meetings, as requested, to document all pertinent information either electronically onto a laptop, on flip charts or other forms of note taking. Manages functional correspondence including team newsletters, web content and program progress reports and drafts sensitive correspondence such as organization announcements Opens new projects, tracks contracting and invoices, reconciles and submits bills for payment via SAP, manages vendor solicitation and communications Organizes the Executive’s Town Hall meetings, including preparation of the agenda and presentation materials, logistics and pulls all of the relevant data in preparation for the meeting. May also be required to work with other functions such as graphics and corporate communications to create and impactful event Reconciles and submit bills for payment. As a member of the Executive Administrative team, will also be called upon to serve as back up for other executives.
Education Minimum of a High School Diploma or GED with formal training or equivalent work experience required. College degree a plus but not a requirement. Experience managing vendors (following up on late invoices or deliverables, redirecting solicitation etc.)
Minimum 5+ years’ experience as an Executive Assistant supporting multiple leaders in a multi-functional, matrixed, fast-paced and diverse multicultural environment, preferably at a progressively responsible and/or corporate level.
Knowledge & Skills Self-starter with the desire and ability to take initiative; ability to learn quickly. Extreme confidentiality, discretion and integrity a must; position handles highly confidential information on a regular basis. Demonstrated ability to work independently under time constraints, manage competing priorities and deadlines and handle multiple tasks efficiently. Advanced proficiency with PowerPoint - should be able to create and modify presentations format to print, add notes, print vs screen, animations. Strong proficiency with Excel - should be able to create and modify excel sheet content, format to print, formulas. Proficiency with Concur and SAP (travel and expense reports). Strong proficiency with MS office tools (Outlook Word, etc.). Strong communication and interpersonal skills, given the significant contact with senior management and external contacts. Prior event planning skills and experience. A keen sense of urgency in delivering tasks, with a proven ability to effectively prioritize, complete multiple tasks and change work priorities to meet unexpected deadlines, including working additional hours when necessary. Strong customer service focus, highly organized, responsible and detail oriented Demonstrated ability to prioritize and process high volume of work while maintaining the highest quality. Must be able to identify and resolve problems and requests in a proactive and timely manner. Must be able to gather and analyze information skillfully. Proven ability to work well in a team-oriented environment. Demonstrated ability to exchange information clearly and concisely. High level of professionalism.
Key Competencies Customer Focus Ethical Conduct Flexible and Adaptable Action Oriented Business Acumen Process Effectiveness Dealing with ambiguity Relationship Management
Primary Work Location
USA CA - San Diego Bldg A&B
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