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Executive Assistant II- School of Medicine

Primary Location Pasadena, California Job Number 1062844 Date posted 04/20/2022
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Description:

Responsible for advanced administrative and business operations support for senior management. Requires continuous use of technical and business vocabulary and a detailed knowledge of the organization's operations, policies, procedures, and personnel. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. Works independently to anticipate and meet business needs.


Essential Responsibilities:

  • Independently provides most complex administrative support and project coordination for senior executive(s), and as needed, other senior management members to include the following: Manages inquiries (phones, email, in person) and directs to appropriate parties based on functional/operational knowledge; independently responds to routine to most complex inquiries.

  • Manages multiple calendars to include arranging more complex special events requiring solid understanding of broad business requirements and coordination of ambiguous dependencies.

  • 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. May use intermediate to advanced Word, Excel, PowerPoint, and/or Access functions and other software applications as needed.

  • 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.

  • Manages executive travel and business expense budgets, as well as billing and payment authorization for planned & unplanned expenses and special events; handles recharges across business units. Anticipates and proactively resolves potential budget overages. May assist the executive and/or Finance liaison with the development of preliminary budgets for cost center(s).

  • 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.

  • Coordinates executive assistant workflow across KP departments; designs and implements new processes as needed.

  • Basic Qualifications:

    Experience

  • Minimum ten (10) years of administrative and executive assistant experience with increasing levels of scope and discretion.

  • 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.

  • Extreme attention to detail and ability to coordinate and provide support to an executive with a highly dynamic/complex role at KP.

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

  • 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.

  • Uses advanced verbal and written communication skills to compose more complex, detailed correspondence and reports, recommends updates to department/functions, and represents dept/function.

  • Ability to work autonomously in a fast-paced, stressful environment.

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

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


  • Preferred Qualifications:

  • Bachelor's degree preferred.
  • Primary Location: California,Pasadena,S. Los Robles Administration Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 08:00 AM Working Hours End: 05:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: NUE-PO-01|NUE|Non Union Employee Job Level: Individual Contributor Department: SCHOOL OF MEDICINE - ClinSci Special Projects 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.