Administrative Coordinator IV

Kaiser Permanente; Santa Cruz (CA); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a detail-oriented administrative assistant to support various operational functions. This role involves drafting presentations and reports, managing event logistics, and facilitating workflow across teams. The ideal candidate will thrive in a collaborative environment, leveraging strong communication skills to assist department managers and coordinate small to medium-scale events. If you are organized, proactive, and eager to contribute to a dynamic team, this opportunity is perfect for you.

Qualifications

• Strong communication skills for drafting presentations and reports.
• Ability to manage events and coordinate logistics effectively.

Responsibilities

• Collaborates across teams to share resources and information.
• Schedules meetings and manages event logistics independently.

Skills

Event Coordination

Data Management

Communication

Collaboration

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Database Management Software

Job description

Job Summary:

Assists with information maintenance and distribution by drafting integrative presentations, detailed correspondence, and reports. Facilitates workflow by assisting in the adaptation of relevant solutions and standard requests and issues from department managers on an ad-hoc basis. Assists with event coordination by scheduling meetings for directors and their teams independently. Supports event execution by arranging small to medium-scale events with limited guidance. Begins to apply data maintenance and management by leveraging department data and documentation retention policies.

Essential Responsibilities:

1. Builds effective relationships: Collaborates across teams to share resources and information, seeks feedback, mentors less experienced colleagues, and adapts to change and feedback.
2. Completes routine work independently: Follows established procedures, collaborates on solutions, supports work plan development, and identifies improvement opportunities.
3. Assists with information dissemination: Drafts presentations, reports, and correspondence with minimal supervision; maintains department files and uses software/databases to retrieve information and generate reports.
4. Supports workflow management: Assists in adapting solutions for standard requests, manages inventory and supplies, screens communications, inputs time cards, and supports onboarding activities.
5. Coordinates events: Schedules meetings, supports facilitation, books rooms, and manages event logistics independently.
6. Executes events: Arranges small to medium events, manages travel and on-site coordination, and distributes agendas and minutes.
7. Begins to manage data: Applies department data policies, maintains data integrity, performs basic analyses, and formats reports and graphs.