EXECUTIVE ASSISTANT - ADMINISTRATION

Hoag Health System; Newport Beach (CA); On-site; Full time

Job summary

A leading healthcare organization is seeking an Executive Assistant to provide comprehensive support to executives and medical directors. The role involves managing day-to-day operations, coordinating information flow, and handling sensitive matters. The ideal candidate will have strong communication skills and extensive experience in executive support, particularly in a healthcare setting. This position requires professionalism and the ability to work flexible hours, including evenings and weekends, as needed.

Qualifications

• Minimum five years' relevant experience.
• Four years’ executive administrative support experience in healthcare preferred.

Responsibilities

• Provides executive support for Hoag Executives and Medical Directors.
• Coordinates information flow and manages outlook calendars.
• Acts as gatekeeper for the executive’s office.

Skills

Microsoft Office Suite

Communication

Education

High School Graduate or equivalent

Bachelor’s degree

Tools

Healthcare database systems

Job description

Salary Range:

$36.6500 - $56.6700 /hour. Actual compensation may vary based on geographic location, work experience, skill level, and education.

Primary Duties And Responsibilities

The Executive Assistant provides a broad range of executive support for Hoag Executives and Medical Directors. Establishes a trusting relationship with Executive Leaders and manages the operational and administrative aspects of day-to-day operations, allowing the Executives to focus on high-level leadership and strategy functions. Independently executes varied complex administration and project coordination duties, frequently of a highly confidential nature. Coordinates the flow of information, maintains outlook calendars, performs financial reconciliations, handles sensitive personnel matters. Acts as a conduit for information, screening and directing it to the appropriate personnel, and serves as the gatekeeper for the executive’s office. Provides project support as requested, compiles and manages data, prepares reports, agendas, and minutes, and organizes projects. Schedules meetings and notifies participants of changes as needed. This role may have direct and frequent contact with Board members, patients, physicians, and community members. Projects professionalism in communication, appearance, and conduct. Performs other duties as assigned and supports other senior leadership members as needed. Supports Hoag's mission and vision and collaborates across the organization as appropriate.

Foundation

May require participation in meetings and donor events outside of normal business hours, including occasional evenings and/or weekends.

Education And Experience

• High School Graduate or equivalent
• Minimum five (5) years' relevant experience
• Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems

Preferred

• Bachelor’s degree preferred
• Four (4) years’ executive administrative support experience in a healthcare or medically related field preferred

Hoag is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Hoag is committed to the principle of equal employment opportunity for all employees and providing a work environment free of discrimination and harassment. Hoag hires a diverse group of people in a manner that allows them to reach their full potential in pursuit of organizational objectives.