Independently provides most complex administrative support & project coordination for senior executive(s), & as needed, for other senior management members. * 'Executive' is defined as the direct reports to the Regional President & the Chief Executive Officer & Executive Medical Director & is on the KP Executive Payroll or the TPMG equivalent, including Area Managers, MGAs, PICs & the COO.
Essential Functions:
- Independently provides most complex administrative support & project coordination for senior executive(s), & as needed, other senior management members to include the following: Provides administrative support for assigned area of responsibility that exists w/in an executive's* jurisdiction; represents executive to ensure required action is timely
- Manages inquiries (phones, email, in person) & directs to appropriate parties based on functional/operational knowledge; independently responds to routine to most complex inquiries
- Schedules the daily appointments for the executive
- Manages multiple calendars to include arranging complex special events; requires strong understanding of broad business requirements & coordination of ambiguous dependencies
- Coordinates arrangements for executive meetings & other events
- Collects information for the executive to prepare for meetings & other events
- Makes travel & lodging arrangements for the executive as required. Independently composes complex & detailed correspondence for senior executive(s) using in-depth KP knowledge, business acumen/functional knowledge or using knowledge of organization policy or procedures; independently researches & updates department documents usually of a confidential nature
- May use intermediate to advanced Word, Excel, PowerPoint, and/or Access functions & other software applications as needed
- Independently designs & creates reports & participates in special cross-functional projects that require complex project coordination & independent judgment, in response to business needs
- Manages executive travel & business expense budgets, as well as billing & payment authorization for planned & unplanned expenses & special events; handles recharges across business units
- Anticipates & proactively resolves potential budget overages
- May assist the executive and/or Finance liaison w/ the development of preliminary budgets for cost center(s)
- Interacts w/ KP executives, board members & employees across multiple organizations, as well as external representatives, serving as a liaison for the department/function to discuss & resolve complex administrative matters, business processes, & project activities to facilitate department goal attainment
- Coordinates workflow across KP departments; designs & implements new processes as needed
- Exchanges & interprets non-routine information; works in collaboration w/ various levels of staff & management
- Develops solutions to complex problems & scope requiring a thorough knowledge of KP department practices & the executive's area of responsibilities
- May deviate from established procedures to address unique/complex project work steps
- Provides periodic informal work guidance or direction & training to team members
- Works independently & checks in w/ manager at project milestones
- Exercises independent judgment & acts on behalf of executives w/in scope of authority
Qualifications:
Basic Qualifications:
- Seven (7) + years of experience performing administrative support functions for senior or executive level management.
- Experience in coordinating and providing support to large complex projects.
- HS or GED.
- Extensive knowledge of appropriate protocols for managing the phone, email, and office of executive and equivalent officers.
- Excellent written and verbal communication skills.
- Intermediate to advanced level proficiency with one or more of the following MS Office applications: (Word, Excel, PowerPoint, Access) and Lotus Notes.
- Ability to create tables; merge documents; create pivot tables; and develop graphics and PowerPoint presentations from notes.
- Strong proficiency with office equipment, including troubleshooting and training others.
- Excellent customer service and oral and written communication skills required.
- Expertise with word processing, spreadsheet, graphics and presentation software required.
- Must be able to work in a Labor/Management Partnership environment.
Preferred Qualifications:
- BA/BS preferred
- Bachelors degree or equivalent
- Masters Degree preferred
External hires must pass a background check/drug screen.
We are proud to be an equal opportunity/affirmative action employer.