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Kaiser Permanente Careers

Administration, Clerical & Support

Provide Critical Support

Our company doesn't run without our administrative professionals. Come join a team where you will utilize your strengths and have the opportunity for personal growth, empowering you to realize your potential.

Executive Assistant to Chairman & CEO

Location: Oakland, CA Additional Locations:
Job Number: 808468 Date posted: 07/02/2019
Description:

Responsible for advanced administrative and business operations support for the Chairman and the Office of the CEO. Requires continuous use of technical and business vocabulary and a detailed knowledge of the organization's operation, policies, procedures and personnel. Analyzes problems, determines approach, compiles and analyzes data and prepares reports/recommendations. Works independently with utmost confidentiality to anticipate and meet the needs of the CEO and the needs of business operations. Detail oriented with excellent customer service skills, assisting with member concerns and triaging calls and correspondence that come into the Office of the CEO.


Essential Responsibilities:

  • Independently provides most complex administrative support and project coordination for the Office of the CEO as needed, and other senior leaders to include the following:

  • Accountable for all inquiries (phones, e-mail, written and in person) and resolves or directs to appropriate parties based on functional/operational knowledge; independently responds to routine to most complex inquiries.

  • Manages multiple calendars associated with the Office of the CEO to include arranging more complex special events requiring solid understanding of broad business requirements and coordination of ambiguous dependencies. Manage the catering of private business meetings.

  • Independently composes complex and detailed correspondence for senior executive(s) using in-depth KP knowledge, business acumen/functional knowledge; independently researches and updates department documents and databases. May use intermediate to advanced Microsoft Word, Excel, PowerPoint and/or Access functions and other software applications such as Teams, SharePoint, etc.

  • Independently designs and creates reports and participates in special cross-functional projects that require complex project coordination and independent judgment, in response to business needs. Working with cross-functional teams and communicating effectively desired outcomes.

  • Manages all executive travel (internationally and domestic) and business expenses. Manages logistics for all aspects of the CEO's travel (i.e. staff, transportation, A/V, materials and accuracy of information). Ability to learn and maintain frequent travel program, profiles and requirements of the CEO.

  • Interacts with KP executives, board members and employees across multiple organizations, as well as external representatives, serving as a liaison for the department/function to discuss and resolve complex administrative matters, business processes, and project activities to facilitate department goal attainment.

  • Triages calls and e-mails that come into the Office of the CEO regarding labor, member concerns, legal notices and miscellaneous matters. Vets and distributes.

  • Basic Qualifications:

    Experience

  • Minimum twelve (12) years of administrative and executive assistant experience, with increasing levels of discretion, to include,

  • Minimum five (5) years of experience supporting a C-Suite level executive.

  • Education

  • High School Diploma, or General Education Development (GED) required.

  • License, Certification, Registration

  • N/A


  • Additional Requirements:

  • Demonstrated success providing executive support within a complex work environment.

  • Ability to learn and apply thorough knowledge of KP's policies, practices, business, theories and systems.

  • Ability to effectively use in-depth knowledge of company practices, techniques and standards to work autonomously.

  • Applies advanced business theories/concepts to accomplish significant department projects and/or initiatives.

  • Must have an extreme attention to detail, be very organized and a strong team player.

  • As a skilled specialist, completes tasks in creative and effective ways.

  • Strong ability to use advanced verbal and written communication skills to compose more complex, detailed correspondence and reports.

  • Demonstrated ability to be resourceful and independently make key decisions.

  • Excellent customer service and interpersonal skills.

  • Possesses the ability to handle difficult interactions with utmost professionalism and emotional intelligence.

  • Demonstrated strong diplomacy skills and professional etiquette.

  • Ability to work autonomously in a fast-paced, stressful environment and be an available

  • support resource on an ad-hoc basis.

    Must be able to work in a Labor/Management Partnership environment.

     

    Preferred Qualifications:

  • Bachelor's degree strongly preferred.

  • Uses intermediate to advanced MS Office skills (Word, Excel and/or PowerPoint) to create more difficult presentation materials with graphs/illustrations and proofreads content for accuracy and KP established formatting.
  • Primary Location: California,Oakland,Ordway One Kaiser Plaza Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Individual Contributor Job Category: Administration, Clerical and Support Services Department: Office of the Chairman and CEO Travel: Yes, 5 % of the Time Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

    About Administration, Clerical & Support Services Careers

    Administration, Clerical & Support Services Careers

    From greeting callers and visitors and answering questions to coordinating schedules and arranging meetings, our administrative, clerical, and support teams consistently demonstrate extraordinary knowledge, skills, and abilities. They provide superior and culturally sensitive service to each other, our members, purchasers, contracted providers, and vendors.

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