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Senior Executive Assistant PSJH

Company: Pacific Medical Centers
Location: Irvine
Posted on: June 7, 2021

Job Description:

Providence St. Joseph Health is calling a Senior Executive Assistant PSJH (Full-Time, Days) to our location predominately located in Irvine CA or possibly or WA and is a telecommute position with occasional travel

We are seeking a Senior Executive Assistant PSJH who will be responsible for providing ongoing administrative, planning and executive support of a highly complex and confidential nature for a system executive. The position assists in meeting specialized goals, and contributes to the achievement of the organization's vision, mission and strategic objectives by providing special project and executive support to a position of significant leadership within the PSJH system. The activities of this position include supporting an executive(s) by managing calendars, correspondence, meeting and agenda preparation and other logistical matters. It is anticipated that the person holding this position will network extensively with many of the organization's leadership and health system stakeholders and will represent their supervisor and the health system in a positive and professional manner.

In this position you will have the following responsibilities:

  • Independently, or in consultation with their supervisor, develops plans needed to carry out assigned projects and activities; establishes methods and schedules to implement and maintain activities for the executive. Exercises extensive independent judgment to reflect and match executive's leadership style.
  • Facilitates, and performs administrative functions in support of meetings of executive groups as assigned. Support activities include timely collection and preparation of draft agendas; prioritizing items in consultation with executives to finalize agenda; dissemination of meeting materials; coordination of meeting records, evaluations and follow-up reports.
  • Oversees the coordination of the Office of the executive(s) they support. Assures a logical flow for scheduling of activities, including preparation and planning time. Either works with other assistants or works independently to schedules meetings, travel and outside commitments. Assures that the executive has the materials needed for meeting obligations in advance of appointments through maintenance of confidential department files.
  • Coordinates writing, editing and communications tasks. This includes initiating and drafting correspondence; recording minutes of meetings and telephone conference calls; compiling information and preparing summary reports; overseeing and prioritizing incoming or outgoing mail and messages, and preparing information for presentation or publication.
  • Exercises independent judgment and decision-making in handling incoming and outbound information and material.
  • Supports the executive(s) through positive communications and relations with internal and external customers in an environment that is open and inviting. Maintains relationships with, and responds to contacts from, internal and external customers (such as executives, professional association staff, consultants, government agency personnel) and others related to the health care ministry with the purpose of exchanging information, scheduling meetings and communicating confidential and non-confidential matters involving the senior executive and the health system. This support includes significant interaction with senior leaders reporting to the executive(s) this position supports. Position provides appropriate referrals, or informs the executive(s) when a situation warrants direct attention.
  • Collaborates with a wide variety of offices and individuals to assist in all organizational integration efforts to fulfill strategic objectives, best practices and outcomes for the integrated health system.
  • Planning: The position plans and coordinates projects and activities; plans administrative and secretarial actions to accomplish and control work flow; and develops efficient procedures to handle and track the status of materials and documents for distribution.

Required qualifications for this position include:

  • Bachelor's Degree or equivalent education/experience.
  • 6 years closely related experience, with at least 3 years of experience supporting a leadership role.

Preferred qualifications for this position include:

  • Commutable distance of Irvine, CA or Renton, WA. This position will involve travel from time to time.

Keywords: Pacific Medical Centers, Irvine , Senior Executive Assistant PSJH, Other , Irvine, California

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