Administrative Assistant, Executive Support

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

REQUIRED

DESCRIPTION

PREFERRED

Minimum:

Two-year associates degree

Business coursework as part of degree program

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/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