Description
JOB SUMMARY
This professional provides administrative support to multiple medical leaders at the director level. Anticipates business needs and handles urgent and confidential matters with both internal and external customers. Organizes requests and allocates leaders' time appropriately to enable optimal prioritization of work. Responds appropriately and makes commitments on behalf of leaders. Must be highly proficient in Microsoft Office software to do the core work of managing calendars, travel, and expense reporting for leaders.
Works collaboratively as part of a team of executive support staff. May receive work with an Executive Assistant mentor on projects such as large leadership meetings and retreats, data cleanup, presentation prep, correspondence, or time-sensitive tasks that arise with rapid business changes. This position supports leaders who may maintain a part-time clinical practice in addition to their leadership role, requiring proactive coordination with clinic scheduling managers about schedule changes that could impact patient care. Supports the Executive Support Team's backup formula and will occasionally provide short-term backup/vacation coverage for Executive Assistants assigned to the executive leadership team.
PRINCIPAL DUTIES & RESPONSIBILITIES
Responsibility
Description
Calendar Management & Planning
· Allocates leaders' time appropriately to help them prioritize.
· Keeps leaders proactively informed of incoming changes to schedules
· Manages travel arrangements and documentation following KP travel policies and guidelines.
· Coordinates with administrative staff in other teams to surface and resolve scheduling conflicts
Technology capability
· High level of comfort setting up presentation equipment and video conferencing equipment for in-person and virtual meetings.
· High comfort with technology to help leaders in the moment and triage their IT issues effectively to the right IT help staff.
· High comfort level with Microsoft Outlook, Word, PowerPoint, Zoom and Teams.
· Experience with editing SharePoint pages and sharing/organizing documents in SharePoint sites.
Meeting Support
· May staff meetings that their leaders run, including setting up, invitations, circulating advance materials, arranging food, and taking minutes
· Occasional large corporate event support, as part of ad-hoc special event production teams.
Travel and Expense Support
· Assists leaders with travel and arrangements in accordance with KP travel policies.
· Completes travel-related expense reporting
· Reconciles leaders' expense reports monthly; keeps up on expense policy changes.
· May work with a range of vendors to source and expense special supplies or recognition items.
Communication Support
· Writes or edits professional correspondence on behalf of leaders for internal and external audiences.
· Creates or updates PowerPoint presentations for leaders' meetings
· Assists with the review process, confirmation of approvals for messages, and sending of time-sensitive emails to specific distribution lists or to the whole organization.
· Assists leaders with recognition communications to their direct reports
· Assists leaders with compiling and completing annual reviews of their direct reports
General Office Coordination
· Places orders for supplies. May operate a variety of office equipment.
· Distributes or re-routes mail accurately
· May answer telephone inquiries, takes and relays messages and greets visitors.
· Supports office moves by planning, organizing, packing, and inventorying items.
· Creates and maintains a clutter-free, welcoming environment for colleagues and customers.
· Helps with archiving files in accordance with KP policies for records retention
JOB SPECIFICATIONS
EDUCATION
REQUIRED
DESCRIPTION
PREFERRED
Minimum:
Two-year associates degree
Business coursework as part of degree program
EXPERIENCE
REQUIRED
DESCRIPTION
PREFERRED
Minimum:
3 years of experience supporting director level or above.
Experience in a large healthcare environment or Kaiser Permanente administrative role.
KNOWLEDGE & SKILLS
Knowledge: Areas of specialty or expertise (e.g., intermediate knowledge of research methodology and data collection modalities)
Skills: Abilities needed to execute job duties (e.g., advanced writing and documentation skills)
KNOWLEDGE/SKILL
DESCRIPTION
REQUIRED/PREFERRED
Continuous Improvement
· Maintains and builds skills necessary to perform job functions over time.
· Continually looks for ways to improve processes, fosters innovation and learning.
· Encourages innovation, respectfully listens to and acknowledges ideas of others.
Required
Accountability
· Is on time and keeps commitments.
· Consistently manages assigned workload and prioritizes effectively.
· Engages fully in work, researches solutions, and takes independent action when needed.
· Acknowledges mistakes and seeks help when needed.
· Anticipates problems, proactively offers choices and solutions
Required
Relationships
· Maintains good working relationships with both external and internal contacts at all levels of the organization.
· Treats all co-workers and customers with diplomacy, fairness, dignity, and respect.
· Accepts suggestions and criticism in a cooperative and positive manner.
· Works collaboratively with team members and others to achieve identified goals and objectives.
· Capable of addressing and resolving conflict with honesty and courage.
Required
Expertise
· Learns the priorities of the organization.
· Demonstrates proficiency in the duties of the job
· Shares expertise and best practices with others.
· Reviews facts and data, using evidence and experience to make decisions.
· Continually looks for ways to improve processes and learn.
Required
Service Excellence
· Learns and practices the KP Service standards: Know me, Respect me, Guide me.
· Follows through to see if customer needs were met and keeps them informed of status.
· Timely when responding to voicemail and e-mail.
· Expresses ideas clearly and accurately both orally and in writing.
· Respectfully listens to multiple points of view, acts inclusively with all colleagues and customers.
Required
DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties, and skills required. The time devoted to the activities listed may be changed and other duties may be assigned.
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