Executive Assistant : Administration

Executive Assistant :

Administration Hoag Health System - 4.0 Newport Beach, CA Job Details Full-time 22 hours ago Qualifications Meeting minutes Record keeping Contract management Microsoft Excel Microsoft Outlook Operations management Medical software Data reporting Executive administrative support Contract management in healthcare Databases High school diploma or GED Medical administrative support Bachelor's degree Data management Contracts Office management Managing executive calendars Senior level 4 years Cross-functional collaboration Stakeholder relationship building Full Job Description Primary Duties And Responsibilities The Executive Assistant provides a broad range of executive support for Hoag Executives and Medical Directors. Establishes a trusting relationship with Executive Leaders and manages the operational and administrative aspects of day-to-day operations, allowing the Executives to focus on high-level leadership and strategy functions. Independently executes varied complex administration and project coordination duties, frequently of a highly confidential nature. Coordinates the flow of information, maintain outlook calendars, financial reconciliations, and sensitive personnel matters. Acts as a conduit for information, screening and directing information to the appropriate personnel, and serves as the gatekeeper for the executive's office. Provides project support as requested. Compiles and manages data, prepares reports, prepares agendas and minutes as requested, and organizes projects. Schedules meetings and notifies participants of changes as needed. This role may have direct and frequent contact with Board members, patients, physicians, and community members. Projects an image of professionalism in communication, appearance, and conduct. Performs other duties as assigned and provides support to other senior leadership members as requested. Supports Hoag's mission and vision. Collaborates across the organization as appropriate.

Foundation:

May require participation in meetings and donor events outside of normal business hours including occasional evenings and/or weekends

HOI:

Provides contract management support, including preparing documents, tracking renewals and expirations, and coordinating signatures. Responsible for maintaining records. Assists with preparation of meeting agendas and packets. Education and Experience High School Graduate or equivalent Minimum five (5) years' relevant experience Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems

Preferred:

Bachelor's degree preferred Four (4) years' executive administrative support experience is in a health care or medically related field preferred

HOI:

Familiarity with Adobe Sign on similar software preferred

License Required:

N/A License Preferred:

N/A Certifications Required:

N/A Certifications Preferred:

N/A