Executive Assistant III

Kaiser Permanente; Redwood City (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Kaiser Permanente in California is seeking an experienced administrative professional to support senior leadership. The role involves coordinating complex calendars, travel arrangements, and confidential communications while handling routine office operations and documentation with discretion.

The position emphasizes proactive relationship building, cross-functional collaboration, and ongoing process improvements within a healthcare setting.

Qualifications

• Minimum one year of experience in leadership administrative support.
• Two years of experience in administrative support or related field if no degree.
• High School Diploma or GED required; additional qualifications preferred in healthcare environment.

Responsibilities

• Coordinate department workflow and executive calendars.
• Provide administrative support to senior leadership.
• Draft confidential correspondence and communications.
• Assist in travel arrangements and event coordination.
• Maintain department files and databases with data integrity.

Skills

Attention to Detail

Communication

Critical Thinking

Decision Making

Dependability

Organizational Savvy

Problem Solving

Teamwork

Learning Agility

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Job Summary

In addition to the responsibilities listed below, this position is also responsible for beginning to coordinate department workflow; providing standard and nonstandard administrative support to senior leadership; coordinating intricate executive calendars and travel arrangements; notifying executive of issues that require immediate attention; anticipating the executives upcoming needs; drafting and distributing details of highly confidential with discretion and cautionary judgement upon request; making basic commitments on the executives behalf when interfacing with internal and external contacts; and independently resolving simple conflicts with the executives best interests in mind.

Essential Responsibilities

• Pursues effective relationships with others by proactively providing resources, information, advice, and expertise with coworkers and members. Listens to, seeks, and addresses performance feedback; provides mentoring to team members. Pursues self-development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples. Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes. Supports and responds to the needs of others to support a business outcome.
• Completes work assignments autonomously by applying up-to-date expertise in subject area to generate creative solutions; ensures all procedures and policies are followed; leverages an understanding of data and resources to support projects or initiatives. Collaborates cross-functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information. Supports, identifies, and monitors priorities, deadlines, and expectations. Identifies, speaks up, and implements ways to address improvement opportunities for team.
• Independently plans and executes information dissemination by: drafting standard and nonstandard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with regular review from senior colleagues; riting detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, with review from team or manager; ing, sorting, and maintaining the integrity of department files, independently; ng a variety of software and databases to retrieve required information to write detailed reports.
• Executes the work flow of the department independently by: assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis; independently anticipating and offering assistance for business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); beginning to maintain databases and websites, with review from senior colleagues/managers; maintaining inventory control, stocking, and providing solutions for department office inventory, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring nonstandard and standard incoming and outgoing emails, calls, and visits to the appropriate staff member; investigate time card issues and provide recommendations to management; learning about new staffing onboarding activities and assisting in execution, when necessary; and leveraging the HR information system to maintain knowledge of the contract language, standard/nonstandard pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals, consulting senior colleagues or managers as needed.
• Contributes to event coordination by: beginning to develop relationships with leaders assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings for directors and their direct teams with front line employees, independently; may be independently planning for meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate; finding and booking meeting standard and nonstandard rooms appropriate for the audience and meeting objectives, with general oversight.
• Contributes to event execution by: assisting senior colleagues to gather materials, plan, and arrange medium-scale events; organizing standard and nonstandard travel arrangements large, complex events for department head and/or multiple managers; assisting in execution of medium group meetings, conferences; providing on‑site coordination for nonstandard and standard issues; independently plans coordination and execution of audio‑visual equipment, conference rooms, and catering for events, with review by team or manager; and distributing the agenda, taking meeting minutes, summarizing and finalizing meeting summaries, and coordinating guest presentations in department meetings.
• Enacts human‑resources data maintenance and management by: integrating department data and documentation retention policies into all products; inputting, compiling, organizing, validating, tracking, and maintaining data integrity for standard databases; and formatting straightforward graphs, spreadsheets, and reports.

Knowledge, Skills and Abilities: (Core)

• Ambiguity/Uncertainty Management
• Attention to Detail
• Business Knowledge
• Communication
• Critical Thinking
• Cross-Group Collaboration
• Decision Making
• Dependability
• Diversity, Equity, and Inclusion Support
• Drives Results
• Facilitation Skills
• Health Care Industry
• Influencing Others
• Integrity
• Learning Agility
• Organizational Savvy
• Problem Solving
• Short- and Long-term Learning & Recall
• Teamwork
• Topic-Specific Communication

Knowledge, Skills and Abilities: (Functional)

• Discretion
• Leadership Communications
• Computer Literacy
• Customer Experience
• Data Entry
• Data Integrity
• Interpersonal Skills

Minimum Qualifications

• Minimum one (1) year of experience in leadership administrative support.
• High School Diploma or GED, or equivalent AND two (2) years of experience in administrative support or related field, OR Minimum three (3) years of experience in administrative support or related field.

Preferred Qualifications

• Three (3) years of experience in executive level support and professional office management in a research or healthcare setting.
• One (1) year of work experience in a role requiring interaction with senior leadership (e.g., Director level and above).
• One (1) year of experience developing and delivering presentations to management.