Executive Assistant - MHS C-Suite

MemorialCare; Colonia Juarez (CA); On-site; USD 99,000 - 143,000; Full time

Job summary

MemorialCare Health System is seeking an Executive Assistant MHS – C Suite to support senior leaders in Fountain Valley, CA. The role requires expert secretarial skills, complex calendar management, and event planning for Leadership Academies.

You will handle confidential materials with discretion and prepare communications for executive initiatives. The position is full-time, daytime shifts, with compensation opportunities and a strong emphasis on collaboration, respect, and professional

Qualifications

• Minimum 5 years working for a top level executive in a major department (or similar experience), with office management experience preferred.
• Advanced expertise in multiple software, including Microsoft Office applications.

Responsibilities

• Performs diversified advanced secretarial and administrative functions for Senior Executives and event planning for Leadership & Physician Academy; manages calendars and logistics.
• Facilitates meeting logistics and calendaring for multiple schedules; drafts communications and reports with discretion.
• Manages confidential documents and ensures appropriate image and tone in all communications.

Skills

Executive support

Calendar management

Microsoft Office

Education

High School Diploma

Tools

Microsoft Office

Job description

Title: Exec Assistant MHS – C Suite

Location: Fountain Valley, CA

Department: MHS Hospital Administration

Status: Full-time

Shift: Days (8hr shifts)

Pay Rate: $47.56/hr - $68.94/hr

At MemorialCare Health System, we believe in providing extraordinary healthcare to our communities and an exceptional working environment for our employees. Memorial Care stands for excellence in Healthcare. Across our family of medical centers, we support each one of our bright, talented employees in reaching the highest levels of professional development, contribution, collaboration and accountability. Whatever your role and whatever expertise you bring, we are dedicated to helping you achieve your full potential in an environment of respect, innovation and teamwork.

Position Summary

Performs diversified advanced secretarial and administrative functions for Senior Executives and event planning and management for MemorialCare Leadership & Physician Academy and Nurse Leadership Academy. Facilitate meeting logistics and calendaring of multiple schedules simultaneously. Composes communications via email, letter and voice, reports, and complex documents that require a high degree of knowledge of executive’s initiatives, policies, organization, personnel, and services. Able to administer administrative details, take and transcribe documentation of a complex and confidential nature, and use discretionary initiative and judgment in handling sensitive and confidential details. Demonstrates superior interpersonal and administrative skills commensurate with position.

Simultaneously and independently plans, organizes, executes and manages special events related to all Leadership Academies including retreats, monthly programs and graduations. Functions include identification of event venues, negotiation of event requirements with venue management, day of event coordination and post event follow-up

Essential Job Outcomes

1. Independently researches and compiles data from a variety of sources, evaluates and analysis data, prepares detailed information, reports and recommendations. Independently, coordinate wide range of events. Assumes full responsibility of activity once provided a minimal guideline. This includes scheduling, material preparation, identifying budget, determining catering needs, facility needs and scheduling of participants.
2. Attends Board and Executive team meetings as requested. Uses discretion and independent judgment to determine content of minutes. Maintains all confidential files for these Boards and Committees.
3. Meeting management, including coordinating, scheduling and independently preparing for complex activities within a multitude of complex schedules.
4. Screens all phone calls and correspondence addressed to the executives supported, independently determining appropriate action and on own initiative, drafts appropriate correspondence. The Executive Assistant ensures that all communications reflect the appropriate image, message, quality and tone of the office.
5. Coordinate and organize the flow of highly sensitive and confidential materials and information.
6. Resourceful in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change.
7. Establishes and maintains digital and paper filing systems to track and archive all communications; maintain document and database management with a focus on contract management.
8. Prepares a wide range of materials and special reports from source material in files, including highly confidential matters.
9. While maintaining a high level of confidentiality and sensitivity and professionalism, acts as a liaison with other departments, senior-level external callers, stakeholders, as well as internal contacts from all levels of the organization.

*Placement in the pay range is based on multiple factors including, but not limited to, relevant years of experience and qualifications. In addition to base pay, there may be additional compensation available for this role, including but not limited to, shift differentials, extra shift incentives, and bonus opportunities. Health and wellness is our passion at MemorialCare—that includes taking good care of employees and their dependents. We offer high quality health insurance plan options, so you can select the best choice for your family. And there’s more... Check out our MemorialCare Benefits for more information about our Benefits and Rewards.

Experience

• Minimum 5 years working for a top level executive in a major department (or similar experience), in addition to office management experience preferred.
• Advance expertise in multiple software, including Microsoft Office applications.

Education/Licensure/Certification

• High School Diploma. College degree preferred.