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 at the Kaiser Permanente Bernard J Tyson School of Medicine (KPSOM). 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.
This Executive Assistant III will be part of the People, Communication, and Development (PCD) organization and will provide administrative support to three leaders: Chief Advancement Officer (60%), Senior Director of Development (20%), and Senior Director of Marketing & Communications (20%). In alignment with the role-s scope, the position provides various administrative support to senior leadership coordinating intricate tasks and projects ensuring seamless support across PCD.
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.
Completes work assignments autonomously by applying up-to-date expertise in subject area to generate creative solutions; ensures all procedures and policies are followed; leverages an understanding of data and resources to support projects or initiatives. Collaborates cross-functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information. Supports, identifies, and monitors priorities, deadlines, and expectations. Identifies, speaks up, and implements ways to address improvement opportunities for team.
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; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff, faculty, managers, and external members/providers, with review from team or manager; filing, sorting, and maintaining the integrity of department files, independently; utilizing a variety of software and databases to retrieve required information to write detailed reports
Executes the work flow of the department independently by: assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis; independently anticipating and offering assistance for business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); beginning to maintain databases and websites, with review from senior colleagues/managers; maintaining inventory control, stocking, and providing solutions for department office inventory, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring nonstandard and standard incoming and outgoing emails, calls, and visits to the appropriate staff member; investigate any department issues and provide recommendations to management; learning about new staffing onboarding activities and assisting in execution, when necessary;
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.
Basic Qualifications:
Experience
Minimum one (1) year of experience in leadership administrative support.
Education
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.
License, Certification, Registration
N/A
Additional Requirements:
Knowledge, Skills, and Abilities (KSAs): Customer Experience; Computer Literacy; Data Entry; Data Integrity; Interpersonal Skills.
Literacy; Data Entry; Data Integrity; Interpersonal Skills.
Preferred Qualifications:
Three (3) years of experience in executive level support and professional office management in a research, higher education or healthcare setting.
One (1) year of work experience in a role requiring interaction with senior leadership (e.g., Director level and above).
One (1) year of experience developing and delivering presentations to management.
The Kaiser Permanente School of Medicine will offer more than a conventional medical education. It will provide students with the unique opportunity to be taught by the physicians of Kaiser Permanente as part of one of the nation’s highest-performing health care organizations. You’ll find support from your colleagues, who exemplify our commitment to champion equity, inclusion, and diversity in all aspects of our work. You’ll be a role model of professional excellence, integrity, and personal well-being for our medical students. Our school is located in sunny Pasadena, California.Our employees receive competitive compensation, benefits, and opportunities for professional development, growth and enrichment.
