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Administration, Clerical & Support

Provide Critical Support

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Executive Staff Specialist

Location: Tustin, CA Additional Locations:
Job Number: 844939 Date posted: 01/13/2020
Description:

Directly responsible for day-to-day operations, member concerns, office automation, and all related budgetary issues for the office of a senior executive. Acts as a business analyst and provides advice and support to various committees/projects. Projects are confidential and have a large financial impact on the organization. Works independently to prioritize work/deadlines; determines methods and procedures to resolve problems.


Essential Responsibilities:

  • Manages or leads daily operations of office to ensure a balanced flow of work; determines staff requirements, delegates office duties (i.e. maintaining calendars and filing system), and implements office procedures.

  • Coaches/trains and evaluates performance of non-exempt staff.

  • Reviews all documents prepared for the executive and approves/makes changes, as needed.

  • Manages all presentations including writing speeches and talking points, researching and analyzing information, planning logistics, graphic presentation and overall coordination. Implements department changes and region-wide concerns as directed by executive.

  • Coordinates the efforts of numerous teams to ensure that special projects are in compliance with negotiated timelines/financial allocations; delegates work and monitors performance as requested.

  • Provides progress and budget status reports to key individuals.

  • Assists with writing and editing of performance appraisals and strategic object summaries for executives direct reports.

  • Serves as a liaison between executive and direct reports.

  • Oversees the development and revision of office procedure manuals.

  • Ensures that the established policies, procedures, objectives and quality assurance are maintained.

  • Assists in developing and administering department budgets.

  • Works with Member Services to research, coordinate and resolve complaints from members, employees and managers.

  • Composes correspondence and reports in response to such complaints on behalf of executive.

  • When necessary, takes independent action and responds to urgent issues.

  • Participates in committee meetings, writes minutes and presentation summaries, plans agendas and manages logistics.

  • Researches and analyzes data to prepare reports, provides general support and follow-up as needed.

  • Basic Qualifications:

    Experience

  • Minimum five (5) years of experience as an executive secretary/assistant or comparable position in a complex organizational environment.

  • Education

  • Bachelor's degree required, OR four (4) years of experience in a directly related field.

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

  • License, Certification, Registration

  • N/A


  • Additional Requirements:

  • Ability to effectively manage multiple projects, use time management skills and independent judgment mandatory.

  • Ability to work with confidential/sensitive information and use diplomacy in communicating with high-level executives and management team.

  • Proficient with a variety of software applications.

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


  • Preferred Qualifications:

  • Minimum two (2) years of supervisory experience preferred.
  • Primary Location: California,Tustin,Tustin Ranch Medical Offices 2521 Michelle Dr. Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon-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: Non-Union, Non-Exempt Job Level: Individual Contributor Job Category: Administration, Clerical and Support Services Specialty: Support Services Department: Health Innovation Travel: No 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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