Executive Assistant

4 weeks ago

San Diego, United States San Ysidro Health Center Full time
Position Summary:

Provides high level administrative and project support to the multiple Vice Presidents ensuring that organizational objectives are met with the utmost efficiency and effectiveness. Must be mission-driven knowledgeable in all aspects of the executive office and have the ability to exercise good judgment in a variety of situations. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality. This position works closely and in collaboration with community partners and senior leadership team.

Essential Qualities

Has a mindset towards service to help the Vice President/s and the organization achieve goals and outcomes. Must be comfortable being the gatekeeper of the Vice President/s time. Oversee the calendar and schedule of the Vice President/s to ensure everything runs smoothly and on time. Must learn the preferences and work habits of the Vice President/s and learn how to anticipate their needs. Keeps the Vice President/s focused on deadlines, project priorities and helps delegate work as appropriate. Respects confidentiality and discretion at all times.

Essential Functions of the Job:
  • Completes a broad variety of high-level administrative functions and projects for the Vice President/s as needed including but not limited to managing an active calendar of appointments coordinating certain company and community events composing and preparing correspondence reports and memoranda and screening and prioritizing phone calls and incoming information.
  • Prepares materials, attends and takes minutes for Board Committee meetings that correspond to their Vice President. Assists with any Board related events and meetings as assigned.
  • Identifies, researches, prioritizes and follows up on issues and concerns including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
  • Works closely and effectively with the Vice President/s to keep him/her well informed of upcoming commitments and responsibilities following up appropriately.
  • Prioritizes conflicting needs; handles matters expeditiously proactively and follows through on projects to successful completion often with set deadlines.
  • Maintains various print and digital materials including spreadsheets, SYH literature, organizational charts, PowerPoint presentations, other publications as needed, and keeps confidential records of the association.
  • Organizes and arranges for staff members to represent organization at meetings and conferences using own initiative.
  • Arranges travel and accommodations for guests visiting SYH including catering and food services as needed.
  • Maintains department timesheets, sends reminders and inputs entries in SYH's Human Resources Information System.
  • Produces communication for multiple channels, including technology website, email, presentations, meeting notes/minutes, bulletin board and signage.
  • Facilitates information dissemination to and from teams.
  • Helps expedite resolution of issues by enlisting appropriate people and/or teams and monitors progress until complete.
  • Acts a liaison between executive office and other departments throughout the organization for general requests.
  • Fosters relationships with various external parties, including contractors, consultants, vendors, and strategic business partners.
  • Facilitates efficient use meeting rooms and departmental assets such as, shared conference lines, audio and visual equipment.
  • Facilitates hardware/software and equipment purchases, installations, and moves
  • In executive's absence ensures that requests for action or information are relayed to the appropriate staff members.
  • Organizes all aspects of meetings, events and employee participation in external events, including conference approval, registration and travel.
  • Tracks/oversees Executive travel. Prepares and monitors expense reports and credit card reconciliation.
  • Oversee special projects and tracking progress towards department goals.
  • Performs all other duties as assigned by manager and Vice President/s.
Additional Duties and Responsibilities:
  • Adheres to all applicable SYHealth policies, procedures, protocols and best practices.
  • Demonstrates effective verbal and written communication skills in collaboration with teams to achieve quality, excellence, harmony and problem-solving to obtain stated goals and objectives.
  • Demonstrates active listening skills, respect and a positive "Can Do" attitude.
  • Enhances professional growth and development through participation in educational programs, reading literature to keep up-to-date related to healthcare laws and leadership, attending in-service trainings and workshops to improve upon knowledge and skillset
  • Attends meetings and participates on committees, as directed.
  • Demonstrates professional behavior standard etiquette, courtesy, mutual respect, confidentiality and treats every patient and employee with dignity in every interaction.
  • Exhibits a high level of integrity, ethics, transparency, leadership style and trust.
  • Exhibits excellent presentation skills, confidently speaks up, follows the appropriate chain of command and demonstrates effective verbal and written communication skills.
  • Maintains a clean, safe and organized work area at all times.
  • Demonstrates supportive skills in providing excellent customer service experiences.
  • Performs any other job-related duties as needed, assigned or requested.
Job Requirements

Experience Required:
  • Five (5) years' experience in supporting C-Level or higher; Office Management Experience, or an equivalent combination of education, training, and experience.
Education Required:
  • High School Diploma or GED.
  • Preferred: BA degree with studies in Business Administration.
Certifications Required:
  • CA driver's license and vehicle insurance coverage.
Verbal and Written Skills Required to Perform the Job:
  • Effective oral and written communication skills including excellent spelling and grammar and the ability to follow written and oral instructions.
  • Attention to detail when composing typing and proofing materials.
  • Ability to communicate effectively and work collaboratively on items of critical importance for managing employees and establishing rapport with employees and vendors.
  • Must have a professional & personable demeanor to maintain excellent
working relationships in a fast-paced work environment.

Must have strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • The ability to problem solve and identify both opportunities and potential challenges/roadblocks
  • Ability to work harmoniously with many different personalities and maintain confidentiality and discretion and deal effectively and tactfully with staff, patients, Board Members, and the public.
  • Must be bilingual (English/Spanish). Fluent in both languages; must speak, read and write.
Technical Knowledge and Skills Required to Perform the Job:
  • Extensive knowledge of computer software (Windows, Microsoft Office, Excel, Word, Power Point and other applicable technologies).
Equipment Used:
  • Personal Computer, printer/fax, telephone, and other general office equipment.
Working Conditions and Physical Requirements:
  • Prolonged periods of sitting, frequent walking and standing; minimal lifting.
  • May be required to work evenings and or weekends and attend meetings outside of regular working hours.
  • Travel may be required.
Universal Requirements:

Pre-employment requirements include I-9, physical, positive background and reference check results, complete application, new hire orientation, pre-employment PPDs. Compliance with all mandated vaccinations and all boosters is a term and condition of employment.

About Us San Ysidro Health is a Federally Qualified Health Care organization committed to providing high quality, compassionate, accessible and affordable healthcare services for the entire family. The organization was founded by seven women in search of medical services for their families and community. Almost 50 years later, San Ysidro Health now provides innovative care to over 108,000 patients through a vast and integrated network of 47 program sites across the county. San Ysidro Health could not serve our patients without the dedication of our passionate and hardworking employees. Apply today and become a part of our mission-driven team San Ysidro Health has a long-standing commitment to equal employment opportunity for all applicants for employment. Employment decisions including, but not limited to, those such as employee selection, performance evaluation, administration of benefits, working conditions, employee programs, transfers, position changes, training, disciplinary action, compensation, and separations are made without regard to race, color, religion (including religious dress and grooming), creed, national origin, nationality, citizenship status, domestic partnership status, ancestry, gender, affectional or sexual orientation, gender identity or expression, marital status, civil union status, family status, age, mental or physical disability (including AIDS or HIV-related status), atypical heredity cellular or blood trait of an individual, genetic information or refusal to submit to a genetic test or make available the results of a genetic test, military status, veteran status, or any other characteristic protected by applicable federal, state, or local laws.

Other details
  • Pay Type Hourly
  • Min Hiring Rate $34.17
  • Max Hiring Rate $46.24
  • Required Education High School


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