Executive Assistant II
Oakland, CA
Kaiser Permanente's HealthWorks& National Direct Marketing department is looking for an Executive Assistant to support two Vice Presidents and be responsible for advanced administrative & business operations support for Sr management. Requires continuous use of technical & business vocabulary & a detailed knowledge of the organization's operations, policies, procedures, & personnel. Analyzes problems, determines approach, compiles & analyzes data, & prepares reports/recommendations. Works independently to anticipate & meet business needs.
Essential Functions:
- Independently provides most complex administrative support & project coordination for sr. executive(s), & as needed, other Sr. management members to include the following:
- Manages inquiries (phones, email, in person) & directs to appropriate parties based on functional/operational knowledge; independently responds to routine to most complex inquiries. (15%)
- Manages multiple calendars to include arranging more complex special events requiring solid understanding of broad business requirements & coordination of ambiguous dependencies. (20%)
- Independently composes complex & detailed correspondence for sr. executive(s) using in-depth KP knowledge, business acumen/functional knowledge; independently researches & updates department documents.
- May use intermediate to advanced Word, Excel, PowerPoint, and/or Access functions & other software applications as needed. (20%)
- Independently designs & creates reports & participates in special cross-functional projects that require complex project coordination & independent judgment, in response to business needs. (10%)
- 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). (15%)
- Interacts w/ KP executives, board members & employees across multiple organizations, as well as external representatives, serving as a liaison for the dept/function to discuss & resolve complex administrative matters, business processes, & project activities to facilitate department goal attainment. (15%)
- Coordinates executive assistant workflow across KP departments; designs & implements new processes as needed. (5%)
- Responsibilities impact the achievement of department objectives & can significantly affect the credibility of the department and/or the senior executive staff.
- Results contribute to the completion of important projects & department objectives.
- Errors would cause considerable delays, inefficiencies and/or expenses & could reflect poorly on the department.
- Exercises independent judgment in method, techniques & evaluation criteria for obtaining results.
- Applies knowledge of department/business procedures & experience to make decisions independently.
- Requires considerable independent judgment to determine the best way to navigate through barriers/problems to accomplish department objectives.
- Develops solutions to a variety of problems of considerable scope & complexity using judgment/experience w/ KP/department practices & thorough knowledge of the executive's area of responsibilities.
- Problems are not clearly defined & solutions require significant & creative problem-solving experience to come up w/ solutions/recommendations independently.
- Exchanges & interprets non-routine information; works in collaboration w/ various levels of staff & management.
- Assume other duties as assigned.
Qualifications:
Basic Qualifications:
- Ten (10) - twelve (12) + years of administrative & executive assistant experience with increasing levels of scope & discretion.
- Demonstrated success providing executive support w/in a complex work environment.
- High School Diploma, GED or related experience.
- BA/BS preferred.
- Ability to learn & apply thorough knowledge of KP's policies, practices, business, theories & systems.
- Ability to effectively use in-depth knowledge of company practices, techniques, & standards to work autonomously.
- Applies advanced business theories/concepts to accomplish significant department projects and/or initiatives.
- Extreme attention to detail & ability to coordinate & provide support to an executive w/ a highly dynamic/complex role at KP.
- As a skilled specialist, completes tasks in creative & effective ways.
- Uses intermediate to advanced MS Office skills (Word, Excel and/or PowerPoint) to create more difficult presentation materials w/ graphs/illustrations, & proofreads content for accuracy & KP established formatting.
- Uses advanced verbal & written communication skills to compose more complex, detailed correspondence & reports, recommends updates to department/functions, & represents dept/function.
- Ability to work autonomously in a fast-paced, stressful environment.
- Demonstrated ability to be resourceful & independently make key decisions.
- Requires ability to learn & apply an expert understanding of a large complex organization & its customers.
An individual should have the following core behaviors:
Champions Innovation and Change
Collaborates
Communicates Effectively
Develops Self/Others
Drives for Results
Focuses on the Customer
Takes Accountability
Demonstrates Business Acumen
Exerts Influence
Emotional Intelligence*
Thinks & acts strategically
Solves problems planning & analysis
Leverages technology
Pays attention to detail
External hires must pass a background check/drug screen.
We are proud to be an equal opportunity/affirmative action employer.