Executive Assistant

2 weeks ago


Alhambra, California, United States AHMC Healthcare Full time
Job Title: Executive Assistant

Overview:

We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to our Senior Executive Vice President and the Corporate team.

Responsibilities:

  • Maintain confidential records and correspondence in an accurate and efficient manner.
  • Manage the Senior Executive Vice President's calendar and provide timely updates of any changes.
  • Prepare, track, and maintain received requests and ensure the Senior Executive Vice President is informed of the status of each request.
  • Develop various reports and spreadsheets for assigned projects.
  • Coordinate meetings, schedules, and maintain documentation for various programs and projects.
  • Assist the Corporate team with different projects, including taking minutes at various meetings.
  • Maintain the monthly meeting agenda and compile meeting information and handouts as well as make necessary arrangements for presentations.
  • Prepare agenda items and action plans for follow-up items as needed.
  • Reconcile and process checks requests, expenditures, and invoices for payment in a timely manner.
  • Prepare and submit monthly expenditures for the Senior Executive Vice President.
  • Maintain inventory of department supplies and order approved expenditures.
  • Purge corporate documents and coordinate the transfer to storage as needed.
  • Issue ID badges for timekeeping and parking access.
  • Abide by Code of Conduct and HIPAA compliance.
  • Understand and comply with all policies and procedures.
  • Interact with all levels of employees at all facilities with professionalism, courtesy, and excellent customer service.
  • Perform other duties as assigned or required.

Qualifications:

  • Bachelor's degree in business preferred.
  • 1-2 years experience as an administrative assistant in a healthcare environment preferred or 2-3 years performing administrative duties.
  • Must be computer literate and proficient with Microsoft Outlook, Word, Excel, and PowerPoint.
  • Must have excellent communication, teamwork, and customer service skills.
  • Knowledge of HIPAA and privacy regulations.
  • Possess excellent customer service skills and communication skills.
  • Ability to communicate effectively with internal and external resources.
  • Ability to work independently and maintain confidentiality at all times.
  • Must possess excellent human relation skills.
  • Must possess excellent critical thinking skills.
  • Possess strong organizational skills with the ability to multi-task and prioritize workload.
  • Ability to interpret, prepare, and present reports to management in both written and oral formats.
  • Ability to make presentations, design, and provide training education to staff and management.

Accountability:

  • The incumbent is responsible for the recordkeeping of the department.
  • The incumbent is responsible for directing the development and coordination of specific projects assigned.
  • This position is responsible for promoting an environment of teamwork with all members of the organization.
  • The incumbent is responsible for assuring the assigned projects are completed in a timely and efficient manner.
  • The incumbent is responsible for developing and training staff as necessary in order to execute new programs and initiatives.
  • The incumbent is responsible for coordinating with internal and external resources to ensure the success of the assigned projects.
  • This position is responsible for assuring all stakeholders are well informed and have the tools necessary to execute as needed.
  • The incumbent is accountable for communicating to the immediate supervisor of any possible issues that may arise in order to proactively develop an action plan to minimize or eliminate the issue.
  • The incumbent is responsible for acting in an ethical manner at all times.
  • The incumbent is accountable for maintaining confidentiality.
  • The incumbent is responsible for complying with all company policies and procedures.
  • The incumbent is responsible for complying with all local, state, and federal laws.

Hospital Description:

AHMC provides management services to AHMC Anaheim Regional Medical Center with 223 beds, Garfield Medical Center with 211 beds, Greater El Monte Community Hospital with 115 beds, Monterey Park Hospital with 102 beds, San Gabriel Valley Medical Center with 273 beds, Seton Medical Center with 357 beds, Seton Medical Center Coastside, a 116-bed skilled nursing facility, and Whittier Hospital Medical Center with 172 beds. The facilities are Medicare and Medi-Cal certified and accredited by The Joint Commission on Accreditation of Healthcare Organizations. The hospitals provide healthcare services reimbursed by Medicare, Medi-Cal, traditional insurance plans, PPO, HMO, and under capitated arrangements.



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