Executive Administrative Services Manager

Department(s): Executive Office
Reports to: Chief Operating Officer
FLSA status: Non-Exempt
Salary Grade: J - $65,000 - $106,106

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Friday, September 01, 2023 at 11:59 PM.  Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date. 

About CalOptima Health

CalOptima Health is the single largest health plan in Orange County, serving one in four residents. Our motto — "Better. Together.” — is at the heart of our mission to serve members with excellence, dignity and respect. We are a public agency made up of compassionate leaders and professionals working together to strengthen our community’s health.  We are continuing to build a culture that promotes diversity and inclusion within our community where employees have a sense of belonging, and are valued for their ideas, contributions, and their unique individual perspectives they bring.  CalOptima Health has been recognized as one of Orange County’s best places to work, so we know there is something special about our organization. It is why people choose to work here and why they choose to stay! 

About the Position

The Executive Administrative Services Manager will report to the Chief Operating Officer (COO) and will be responsible for the day-to-day administrative functions of the executive offices, including supervision of executive assistants. The incumbent will supervise and empower the executive assistants to perform in a manner that best supports and meets the needs of CalOptima Health’s Executive Team. The incumbent will manage, coordinate, and monitor the administrative activities to ensure efficient, consistent, and quality outcomes and exceptional support to internal and external customers. Administrative activities may include overseeing and providing routine and complex executive assistance and support such as budget development, administration and analysis, financial analysis, payroll, purchasing and special projects.

Duties & Responsibilities:

• Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity, and accountability.
• Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
• Serves as a liaison between the executive offices and executive services staff.
• Supervises, trains, motivates, and evaluates staff; works with employees to meet performance expectations and correct deficiencies; and implements corrective action.
• Plans, directs, coordinates, and reviews the work plan for assigned executive services staff; assigns work activities, projects, and programs; reviews and evaluates work products, methods and procedures; and meets with staff to identify and resolve issues.
• Plans, supervises and coordinates overall administrative activities, procedures and systems and devises ways to streamline processes to optimize efficiency in the executive offices.
• Manages, directs, and supervises assigned timekeeping processes and procedures; ensures biweekly timekeeping activities are accurate and within the scope of all policies, procedures, and rules.
• Monitors and manages department records work activities and records retrieval for the department, coordinates with staff to ensure records are adequately stored, confidentially maintained, securely maintained and destruction of records is timely and accurate.
• Serves as the records coordinator for the executive offices and designs filing systems to ensure orderly retention, filing of documents, correspondence and files comply with statutory and other retention requirements.
• Coordinates office site organization including space layout changes, equipment procurement and review and approval of supply requisitions for executive offices.
• Oversees the scheduling of executives’ calendars; coordinates the calendars of assigned executives, schedules appointments, meetings and speaking engagements.
• Oversees and coordinates the processes of conference and seminar registrations and executive travel arrangements and reviews the submission of invoices and expense reports as appropriate.
• Maintains confidential and sensitive information and files regarding projects, policies and/or personnel matters, ensuring appropriate follow-up.
• Manages, directs, and supervises the purchasing of office supplies, equipment and inventory for the executive offices to ensure needed work products are available, adequate funds are available and processes adhere to policies and procedures.
• Provides administrative analysis for special projects; supervises and/or conducts research and prepares detailed reports including recommendations and implementation strategies; may act as liaison between executive offices and departments and outside agencies; prioritizes and coordinates activities that cross departmental lines.
• Completes other projects and duties as assigned.

Experience & Education:

• Associate’s degree required.
• 5 years of increasingly responsible professional administrative experience and/or executive support required.
• 2 years of supervisory or lead experience required.
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above is also qualifying.

Preferred Qualification:

• Bachelor’s degree.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing duties of job, employee may be required to move about the organization. Employee must be able to sit for extended periods of time, as well as work at the computer for long periods. Employee is required to use hands and fingers, especially for typing on the computer and using the mouse. Must also be able to reach with hands and arms and occasionally lift heavy office supply boxes. Must be able to walk and distribute invoices and other information to various departments in the organization. Employee must be able to communicate, particularly for regular phone use, in meetings and face-to-face interaction. Must be able to tolerate high level of stress and be able to operate under pressure. Occasional travel is required.

• Work Environment: Typical office environment with minimal noise levels and controlled office temperatures. Fast paced work environment; ability to handle multiple priorities and needs, and use of creative solutions is often required. Employees may be exposed to disagreeable conditions typical of working with individuals in distress, as well as encounter normal stress and pressure associated with a fast-paced environment, including various competing deadlines and interactions with regulators, board members, executive management, staff and/or members of the public. Work volume may be consistent or vary at different times of the year.

Salary : $65,000 - $106,106