Under the supervision of the VP of Business Development & Strategic Services and the VP IPA Operations, this position provides administrative support to the two VPs and 3 directors in Strategy & Business Development and IPA Operations. The Administrative Assistant performs calendaring, meeting scheduling, invoicing and travel arrangements; processes both incoming and outgoing correspondence, prepares meeting materials, assists and supports external meetings as appropriate including special projects; appropriately structures the corporate conference room environment to include seating arrangements, computer, projector and other various presentation tools; arranges appropriate catering services for meetings, conferences, and other corporate functions as required; greets visitors; maintains files; and performs general administrative duties as assigned. Integrity and the ability to maintain confidentiality are essential.
Essential Functions and Responsibilities of the Job
Communicate effectively and courteously, representing key divisions of the MemorialCare Medical Foundation to other departments and external partners.
Prioritize and address multiple requests for administrative support to assure the overall success of the departments supported.
Manage calendars, coordinate schedules and prepare complex meetings and other activities within a multitude of complex schedules.
Anticipate and resolve scheduling challenges, assure adequate meeting preparation needs and proactively collaborate with leaders and others to maintain a high level of performance for the departments supported.
Learn, maintain and execute on administrative processes for the organization including service requests, accounts payable/expense reimbursement requests, supply ordering, contracting and other administrative processes as requested.
Attend key meetings including GNP Board and other steering or oversight committees. Use discretion and independent judgment to determine the content of minutes. Maintain confidential files for Boards and Committees as required.
Minimum of 1 year experience as an administrative assistant with high-level project management responsibilities, preferably in the medical field.
Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
Must be able to interact and communicate with individuals at all levels of the organization.
Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
Work under minimal supervision and exercise independent judgment and tact in handling highly confidential information regarding controversial matters, personnel, and affairs of personal delicacy.
Effectively utilize MS Office Suite (especially Outlook, Word, Excel and PowerPoint) and appropriate software systems such as SharePoint as needed.
High school graduate or equivalent combination of education and experience.
Internal Number: MEM003866
Let us introduce ourselves. We're MemorialCare, a nonprofit health system that includes four hospitals, two medical groups, imaging centers, surgical centers and much more. As one of the leading health systems in Orange County and Los Angeles County, we're confident that no matter what your needs are, we have the teams, tools and know-how to support you every step of the way.