Executive Assistant Iii Executive

2 weeks ago

Walnut Creek, United States Kaiser Permanente Full time

**Job Summary**:
In addition to the responsibilities listed below, this position is also responsible for beginning to coordinate department workflow; providing standard and nonstandard administrative support to senior leadership; coordinating intricate executive calendars and travel arrangements; notifying executive of issues that require immediate attention; anticipating the executives upcoming needs; drafting and distributing details of highly confidential with discretion and cautionary judgement upon request; making basic commitments on the executives behalf when interfacing with internal and external contacts; and independently resolving simple conflicts with the executives best interests in mind.

**Essential Responsibilities**:

- Pursues effective relationships with others by proactively providing resources, information, advice, and expertise with coworkers and members. Listens to, seeks, and addresses performance feedback; provides mentoring to team members. Pursues self-development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples. Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes. Supports and responds to the needs of others to support a business outcome.
- Independently plans and executes information dissemination by: drafting standard and nonstandard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with regular review from senior colleagues; riting detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, with review from team or manager; ing, sorting, and maintaining the integrity of department files, independently; ng a variety of software and databases to retrieve required information to write detailed reports.
- Contributes to event coordination by: beginning to develop relationships with leaders assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings for directors and their direct teams with front line employees, independently; may be independently planning for meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate; finding and booking meeting standard and nonstandard rooms appropriate for the audience and meeting objectives, with general oversight.
- Contributes to event execution by: assisting senior colleagues to gather materials, plan, and arrange medium-scale events; organizing standard and nonstandard travel arrangements large, complex events for department head and/or multiple managers; assisting in execution of medium group meetings, conferences; providing on-site coordination for nonstandard and standard issues; independently plans coordination and execution of audio-visual equipment, conference rooms, and catering for events, with review by team or manager; and distributing the agenda, taking meeting minutes, summarizing and finalizing meeting summaries, and coordinating guest presentations in department meetings.
- Enacts human-resources data maintenance and management by: integrating department data and documentation retention policies into all products; inputting, compiling, organizing, validating, tracking, and maintaining data integrity for standard databases; and formatting straightforward graphs, spreadsheets, and reports.

**Minimum Qualifications**:

- Minimum one (1) year of experience in leadership administrative support.
- High School Diploma or GED, or equivalent AND two (2) years of experience in administrative support or related field, OR Minimum three (3) years of experience in administrative support or related field.

**Additional Requirements**:

- Knowledge, Skills, and Abilities (KSAs): Discretion; Leadership Communications; Customer Experience; Computer Literacy; Data Entry; Data Integrity; Interpersonal Skills

PrimaryLocation : California,Walnut Creek,Walnut Creek Hospital

HoursPerWeek : 40

Shift : Day

Workdays : Mon, Tue, Wed, Thu, Fri

WorkingHoursStart : 08:00 AM

WorkingHoursEnd : 05:00 PM

Job Schedule : Full-time

Job Type : Standard

Employee Status : Regular

Employee Group/Union Affiliation : NUE-NCAL-09|NUE|Non Union Employee

Job Level : Individual Contributor

Job Category : Business Operations

Department : Walnut Creek Hospital - Med Ofc Admin - Service Area - 0208

Travel : Yes, 15 % of the Time

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