EXECUTIVE ASSISTANT - ADMINISTRATION

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

Job summary

A leading healthcare organization in Newport Beach seeks an Executive Assistant to provide comprehensive support for executives. The role involves managing administrative tasks, coordinating information flow, and maintaining professionalism in communications. Ideal candidates have extensive experience in administrative support, particularly in healthcare settings.

Qualifications

• Minimum five years' relevant experience.
• Advanced knowledge of Microsoft Office Suite.

Responsibilities

• Provides executive support for Hoag Executives and Medical Directors.
• Coordinates the flow of information and maintains outlook calendars.
• Performs complex administration and project coordination duties.

Skills

Communication

Project Coordination

Professionalism

Education

High School Graduate

Bachelor’s degree

Tools

Microsoft Office Suite

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 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, maintain outlook calendars, financial reconciliations, sensitive personnel matters. Acts a conduit for information, screening and directing information to the appropriate personnel, acts as the gatekeeper for the executive’s office. Provides project support as requested. Compiles and manages data, prepares reports, prepares agendas and minutes as requested, and organize projects. Schedule 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 an image of professionalism in communication, appearance, and conduct. Performs other duties as assigned and provides support to other senior leadership members as requested. Supports Hoag's mission and vision. 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 is in a health care 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 employees with 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 the pursuit of organizational objectives.