Executive Assistant

This Executive Assistant position offers a unique opportunity to support multiple leaders in a dynamic, engaging, and fast-paced environment. This role will directly support the VP of Technical Operations and the VP of Surgical Quality and their respective organizations. This role requires a proactive self-starter who possesses exceptional attention to detail, organization, and communication skills, both oral and written. This role may deal with confidential manners and must demonstrate a high degree of discretion and judgment.

Essential functions include:

• Manage schedule and calendar of both leaders with attention to accuracy and detail, including keeping leaders informed of calendar changes and change requests.
• Schedule all meetings and travels, domestic and international travel in compliance with existing policies and procedures to optimize use of leaders’ time and schedule. Prepare expense reports.
• Use all computer programs relevant to the position to support projects, development of correspondence, presentations, reporting, project updates, etc.
• Ensure the preparation of information, documents, and logistics for assigned department, significant organizational group, or executive level management.
• Support onboarding of new employees including coordination of seating arrangements, IT equipment, supplier and other essentials for an effective transition.
• Proactively coordinate department meetings and ensure key action items are captured and completed.
• Facilitate interview schedules for department positions.
• Process purchase orders, invoices and monthly expense reports for staff.
• Assist in preparing for and executing major meetings or events (on-site and off-site).
• Perform other duties and responsibilities as assigned.

Minimum Qualifications:

• H.S. Diploma or GED plus minimum of six (6) years relative experience as an executive assistant or high level administration support within an enterprise organization required.
• Experience in managing complex travel arrangements, in keeping with overall time commitments and in support of optimizing time management.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

• On-site required.

Preferred Qualifications:

• Bachelor’s degree
• Excellent written and verbal communications skills, including negotiating and relationship management skills.

• Advanced problem-solving skills.
• Ability to manage competing priorities in a fast paced, dynamic work environment with strict attention to detail.
• Completes tasks in resourceful and effective ways.
• Ability to manage internal and external confidential information with utmost discretion.
• Works autonomously within established procedures and practices.
• Ability to build and maintain strong relationships across the organization to influence and achieve objectives.
• Ability to interact professionally with all organizational levels internally and externally.
• Thrives in a cross functional, collaborative culture and interacting professionally with all organizational levels.

Aligning our overall business objectives with performance, we offer competitive salaries, performance-based incentives, and a wide variety of benefits programs to address the diverse individual needs of our employees and their families.

For California, the base pay range for this position is $67,000 to $91,000 (highly experienced).

The pay for the successful candidate will depend on various factors (e.g., qualifications, education, prior experience).