Executive Assistant Job at Hoag Health System in California

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• The Executive Assistant provides a broad range of executive support for Hoag Executives and Medical Directors.
• Establishes a trusting relationship with Executive Leaders and manages the operational and administrative aspects of day-to-day operations, allowing the Executives to focus on high-level leadership and strategy functions.
• Independently executes varied complex administration and project coordination duties, frequently of a highly confidential nature.
• Coordinates the flow of information, maintain outlook calendars, financial reconciliations, and sensitive personnel matters.
• Acts as a conduit for information, screening and directing information to the appropriate personnel, and serves as the gatekeeper for the executive’s office.
• Provides project support as requested.
• Compiles and manages data, prepares reports, prepares agendas and minutes as requested, and organizes projects.
• Schedules meetings and notifies participants of changes as needed.
• This role may have direct and frequent contact with Board members, patients, physicians, and community members.
• Projects an image of professionalism in communication, appearance, and conduct.
• Performs other duties as assigned and provides support to other senior leadership members as requested.
• Supports Hoag's mission and vision.
• Collaborates across the organization as appropriate.
  
  

Job Description

Primary Duties And Responsibilities

• The Executive Assistant provides a broad range of executive support for Hoag Executives and Medical Directors.
• Establishes a trusting relationship with Executive Leaders and manages the operational and administrative aspects of day-to-day operations, allowing the Executives to focus on high-level leadership and strategy functions.
• Independently executes varied complex administration and project coordination duties, frequently of a highly confidential nature.
• Coordinates the flow of information, maintain outlook calendars, financial reconciliations, and sensitive personnel matters.
• Acts as a conduit for information, screening and directing information to the appropriate personnel, and serves as the gatekeeper for the executive’s office.
• Provides project support as requested.
• Compiles and manages data, prepares reports, prepares agendas and minutes as requested, and organizes projects.
• Schedules meetings and notifies participants of changes as needed.
• This role may have direct and frequent contact with Board members, patients, physicians, and community members.
• Projects an image of professionalism in communication, appearance, and conduct.
• Performs other duties as assigned and provides support to other senior leadership members as requested.
• Supports Hoag's mission and vision.
• Collaborates across the organization as appropriate.
  
  

Qualifications

Education and Experience

• High School Graduate or equivalent
• Minimum five (5) years' relevant experience
• Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems
  
  

Preferred

• Bachelor’s degree preferred
• Four (4) years’ executive administrative support experience is in a health care or medically related field preferred
• HOI: Familiarity with Adobe Sign on similar software preferred
  
  

About Us

Hoag Memorial Hospital Presbyterian is a nonprofit regional health care delivery network in Orange County, California, consisting of three acute-care hospitals with sixteen urgent care centers, eleven health centers and a network of more than1,800 physicians, 100 allied health members, 8,000 employees, and 2,000 volunteers. More than 30,000 inpatients and 550,000 outpatients choose Hoag each year.

For over 70 years, Hoag has delivered a level of personalized care that is unsurpassed among Orange County’s health care providers. Since 1952, Hoag has served the local communities and continues its mission to provide the highest quality health care services through the core strategies of quality and service, people, physician partnerships, strategic growth, financial stewardship, community benefit and philanthropy.

Hoag offers a comprehensive blend of health care services including six institutes providing specialized care in the areas of cancer, heart and vascular, neurosciences, women's health, orthopedics, and digestive health through our institutes.

Hoag was the highest ranked hospital in Orange County in the 2024-2025 U.S. News &World Report, the only Orange County hospital ranked in the top 10 for California. The organization was ranked the #5 hospital in the Los Angeles Metro Area and the #10 hospital in California.

To learn more about Hoag’s awards and accreditations, https://www.hoag.org/about-hoag/awards-accreditations/ .

Hoag is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Hoag is committed to the principle of equal employment opportunity for all employees and providing employees with a work environment free of discrimination and harassment. Hoag hires a diverse group of people in a manner that allows them to reach their full potential in the pursuit of organizational objectives.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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