Executive Assistant III

In addition to the responsibilities listed below, this position coordinates department workflow; provides standard and nonstandard administrative support to senior leadership; manages intricate executive calendars and travel arrangements; notifies executives of issues requiring immediate attention; anticipates upcoming needs; drafts and distributes highly confidential information with discretion; makes basic commitments on the executive’s behalf; and resolves simple conflicts with the executive’s best interests in mind.

Responsibilities

• Builds effective relationships by proactively providing resources, information, advice, and expertise to coworkers and members.
• Listens to, seeks, and addresses performance feedback; mentors team members.
• Pursues self-development; creates plans 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 work approaches; helps others adapt to new tasks and processes.
• Supports and responds to the needs of others to achieve business outcomes.
• Completes work assignments autonomously using up-to-date expertise to generate creative solutions; ensures adherence to procedures and policies; leverages 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.
• Identifies, monitors, and supports priorities, deadlines, and expectations.
• Identifies and implements improvement opportunities for the team.
• Drafts standard and nonstandard presentations, handouts, reports, spreadsheets, graphics, status reports, and other deliverables with regular review from senior colleagues.
• Writes detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, with review from team or manager.
• Manages, sorts, and maintains the integrity of department files independently.
• Uses a variety of software and databases to retrieve required information and write detailed reports.
• Assists in resolving standard and nonstandard requests from department managers on an ad-hoc basis.
• Anticipates and offers assistance for business needs (e.g., manager email requests) that require support.
• Operates standard office equipment (e.g., email, fax, copier).
• Maintains databases and websites with review from senior colleagues/managers.
• Manages inventory control, stocking, and solutions for department office inventory, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies; escalates inventory issues.
• Receives, screens, and refers standard and nonstandard incoming and outgoing emails, calls, and visits to the appropriate staff member.
• Investigates time card issues and provides recommendations to management.
• Assists in new staffing onboarding activities as needed.
• Leverages the HR information system to maintain knowledge of contract language, standard/nonstandard pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals, consulting senior colleagues or managers as needed.
• Develops relationships with leaders’ assistants and understands organizational hierarchy to coordinate, calendar, and facilitate meetings for directors and their teams with frontline employees.
• Plans meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate.
• Books standard and nonstandard meeting rooms appropriate for the audience and meeting objectives, with general oversight.
• Assists senior colleagues in gathering materials, planning, and arranging medium-scale events.
• Organizes standard and nonstandard travel arrangements for large, complex events for department heads and/or multiple managers.
• Assists in the execution of medium group meetings and conferences; provides on-site coordination for standard and nonstandard issues.
• Independently plans coordination and execution of audio-visual equipment, conference rooms, and catering for events, with review by team or manager.
• Distributes agendas, takes meeting minutes, summarizes and finalizes meeting summaries, and coordinates guest presentations in department meetings.
• Integrates department data and documentation retention policies into all products.
• Inputs, compiles, organizes, validates, tracks, and maintains data integrity for standard databases.
• Formats straightforward graphs, spreadsheets, and reports.

Requirements

• Minimum one (1) year of experience in leadership administrative support.
• 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.

Preferred Qualifications

• Three (3) years of experience in executive-level support and professional office management in a research or healthcare setting.
• One (1) year of work experience in a role requiring interaction with senior leadership (e.g., Director level and above).

Skills

• Ambiguity/Uncertainty Management
• Attention to Detail
• Business Knowledge
• Communication
• Critical Thinking
• Cross-Group Collaboration
• Decision Making
• Dependability
• Diversity, Equity, and Inclusion Support
• Drives Results
• Facilitation Skills
• Health Care Industry Knowledge
• Influencing Others
• Integrity
• Learning Agility
• Organizational Savvy
• Problem Solving
• Short- and Long-term Learning & Recall
• Teamwork
• Topic-Specific Communication
• Discretion
• Leadership Communications
• Computer Literacy
• Customer Experience
• Data Entry
• Data Integrity
• Interpersonal Skills

Benefits

Kaiser Permanente strives to offer a market-competitive total rewards package and is committed to pay equity and transparency.

Pay

$88,700 - $114,730 per year. Actual base pay determined at offer will be based on labor market data, internal alignment, and a candidate’s years of relevant work experience, education, certifications, skills, and geographic location.

Schedule

• Full-time
• 40 hours per week
• Day shift: Monday–Friday, 08:00 AM–05:00 PM
• Flexible worker location must align with Kaiser Permanente’s Authorized States policy.