Executive Assistant

Summary Of Functions

The Executive Assistant (EA) to Chief Clinical Officer is responsible for providing advanced level administrative and operational support. This position requires considerable professional skills to assist with highly confidential financial and personnel documents, as well as perform highly complex administrative duties for the Operations division.

Duties & Responsibilities

• Performs advanced and complex administrative duties.
• Provides follow-up on assignments given to Operations managers; communicates timely updates to all project shareholders weekly (daily when appropriate).
• Takes shared ownership of all Operations manager’s short- and long-term projects, ensuring that all projects/tasks are on schedule, and provides ongoing accurate timelines to all project shareholders.
• Responds to inquiries for information and/or follow-up and refers to appropriate person(s).
• Covers meetings/agendas, interviews and appointments for the COO/CIO and his/her assigned Operations managers, as required.
• Schedules and attends staff and committee meetings, creates agendas, takes minutes and timely distributes minutes/agendas.
• Acts as the Operations Manager’s department liaison, coordinating administrative support and/or communications between Operations and other OneLegacy departments/leadership.
• Supports and coordinates local OneLegacy conferences; plans and coordinates registration, travel arrangements and accommodations for Operations staff, attending national conferences, as assigned.
• Initiates, prepares and edits written materials, correspondences (letters, memos, etc.) and reports, and spreadsheets, on behalf of the COO/CIO and/or Senior Leadership.
• Sets up and maintains established files (manual or electronic, various OneLegacy Portal), insuring security of confidential documents and information.
• Affords assistance in creating presentations and reports; including but not limited to: Creates and maintains files of presentations and reports. Copies presentation packets as requested. Prepares meeting documents for guest speakers as needed. Provides logistical support for presentations and attends meetings if needed.
• Creates Excel data spread sheets. Creates PowerPoint presentations. Prepares and maintains statistical, research studies and financial records in manual and/or electronic format, as required.
• Researches and compiles data reports for operations, various committees, clinical meetings and Board of Directors/Advisory Meetings. Requests, collects, and tracks special OPO and transplant center data for statistical reporting purposes.
• Orders supplies, office furnishings, and equipment; negotiates pricing and reviews contracts associated with these purchases.
• Affords assistance in managing Operations managers’ budgets by monitoring expenditures and obtaining appropriate leadership sign-off.
• Attends department staff meetings, annual hazard communication and control safety training sessions for Cal-OSHA and other training programs, as needed.
• Supports the organization’s Standards of Professional Conduct as outlined in the OneLegacy Policies and Procedures, and the mission, vision, and values of the organization.
• Performs other duties as assigned.

Fiscal Responsibilities

• Oversees their assigned administrative American Express issued credit card; monitors and tracks their monthly expenses for purchases made on behalf of their assigned department(s) for routine administrative expenses (i.e. ordering of meals for meeting, special purchase for department meetings/events, etc.).
• Oversees the travel arrangements for the COO/CIO, Executive Leadership and occasionally, Senior Leadership and/or special guests’ travel arrangements (flights, car rental, lodging, etc.).
• Stays within assigned annual monetary meal expenses for monthly catering functions.

Secondary Job Functions

• Maintains professional growth and development through continuing education and in-service meetings.
• Assists in training new executive assistant or administrative staff.
• Provides administrative support to organ committees, Board of Directors, Advisory Meetings and OneLegacy Leaderships.
• Affords assistance in special projects such as office relocations, office build outs, and all assigned budgetary restrictions and logistics.

Job Qualifications

• Education: Four year college or university degree required.
• Experience: Minimum of four years of related experience as an executive assistant required.
• Skills: Proficient knowledge in MS Excel, Word, and PowerPoint. 55 WPM.
• Licenses: OneLegacy requires employees to maintain a current California driver’s license and current vehicle insurance.
• Equipment: Reliable automotive transportation.