San Ysidro Health
PACE Executive Assistant - Kearny Mesa
San Ysidro Health, San Diego, California, United States, 92101
Administrative And Project Support To Vp, Senior Health Services
Provides high level administrative and project support to VP, Senior Health Services, ensuring that organizational objectives are met with the utmost efficiency and effectiveness. Serves as Point of Contact for Corporate Office to coordinate facility needs. Must be mission-driven, highly organized, proficient with technology, and have the ability to exercise good judgment in a variety of situations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism, and confidentiality. This position works closely and is in collaboration with community partners and senior leadership team. Has a mindset towards service to help Vice President and the organization achieve goals and outcomes. Must oversee the VP's calendar and schedule to ensure everything runs smoothly and on time. Must learn the preferences and work habits of the Vice President and learn how to anticipate their needs. Keeps the Vice President/s focused on deadlines, project priorities, and helps delegate work as appropriate. Operates with the utmost integrity. Respects confidentiality and discretion at all times. Completes assigned work correctly and in a timely fashion. Completes a broad variety of high-level administrative functions and projects for the Vice President as needed including but not limited to: managing an active calendar of appointments, coordinating certain company and community events, composing and preparing correspondence, reports, and memoranda, and screening and prioritizing phone calls and incoming information. Prepares materials, attends, and takes minutes for Board Committee meetings that correspond to Vice President's responsibility. Assists with any Board related events and meetings, as assigned. Identifies, researches, prioritizes, and follows up on issues and concerns including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Maintains various print and digital materials including spreadsheets, SYH literature, organizational charts, PowerPoint presentations, and other publications as needed and keeps confidential records of the association. Oversee special projects and tracks progress towards department goals. Prioritizes conflicting needs; handles matter expeditiously, proactively and follows through on projects to successful completion, often with set deadlines. Tracks/oversees VPs travel. Prepares and monitors expense reports and credit card reconciliation. Arranges travel and accommodations for guests visiting San Diego PACE including catering and food services as needed. Organizes all aspects of meetings, events and employee participation in external events, including conference approval, registration and travel. Maintains department timesheets, sends reminders and inputs entries in SYH's Human Resources Information System. Facilitates hardware/software and equipment purchases, installations, and moves. Produces communication for multiple channels, including technology website, email, presentations, meeting notes/minutes, bulletin board and signage. Facilitates information dissemination to and from teams. In VPs absence, ensures that requests for action or information are relayed to the appropriate staff members. Acts a liaison between PACE Corporate and other departments throughout the organization for general requests. Helps expedite resolution of issues by enlisting appropriate people and/or teams and monitors progress until complete. Overseeing all mail room operations, including postage machine operation, sorting, distributing, and managing incoming and outgoing mail to ensure efficient handling of all correspondence. Submitting building and facility work orders to ensure timely maintenance and repairs. Organizing and coordinating emergency training sessions with SYH to ensure preparedness. Requesting facilitating ergonomic assessments with HR to promote a healthy and safe workplace environment. Collaborating with onsite security to manage building visitors and ensure proper screening procedures are followed for a secure and welcoming environment. Facilitates efficient use meeting rooms and departmental assets such as, shared conference lines, audio and visual equipment. Work with the IT Department and/or vendors to ensure that all conference room audiovisual equipment is regularly inspected, updated, and maintained to guarantee smooth functionality for meetings and presentations and address technical issues promptly to keep the equipment current. Work with the Purchasing Department to address and resolve vendor-related issues concerning the building, ensuring smooth coordination. Exhibits a high level of integrity, ethics, transparency, leadership style and trust. Demonstrates effective verbal and written communication skills in collaboration with teams to achieve quality, excellence, harmony and problem-solving to obtain stated goals and objectives. Demonstrates active listening skills, respect and a positive "Can Do" attitude. Attends meetings and participates on committees, as directed. Enhances professional growth and development through participation in educational programs Demonstrates professional behavior standard etiquette, courtesy, mutual respect, confidentiality and treats every patient and employee with dignity in every interaction. Exhibits excellent presentation skills, confidently speaks up, follows the appropriate chain of command and demonstrates effective verbal and written communication skills. Maintains a clean, safe and organized work area at all times. Demonstrates supportive skills in providing excellent customer service experiences. Adheres to all applicable SYHealth policies, procedures, protocols and best practices. Performs any other job-related duties as needed, assigned or requested. Experience Required: Five (5) years' experience in supporting C-Level or higher Office Management Experience, or an equivalent combination of education, training, and experience. Minimum: Bachelor's Degree Effective oral and written communication skills including excellent spelling and grammar and the ability to follow written and oral instructions. Attention to detail when typing and proofing materials. Ability to communicate effectively and work collaboratively on items of critical importance for managing employees and establishing rapport with employees and vendors. Must have a professional and personable demeanor to maintain excellent working relationships in a fast-paced work environment. Must have strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Requires ability to solve problems and identify both opportunities and potential challenges/or roadblocks. Ability to work harmoniously with many different personalities and maintain confidentiality and discretion and deal effectively and tactfully with staff, patients, Board Members and the public. Extensive knowledge of computer software (Windows, Microsoft Office, Excel, Word, Power Point and other applicable technologies). Personal Computer, printer/fax, telephone, and other general office equipment. Prolonged periods of sitting, frequent walking and standing; minimal lifting. May be required to work evenings and/or weekends and attend meetings outside of regular working hours. Travel may be required. Pre-employment requirements include I-9, physical, positive background and reference check results, complete application, new hire orientation, pre-employment PPDs. Compliance with all mandated vaccinations and all boosters is a term and condition of employment.
Provides high level administrative and project support to VP, Senior Health Services, ensuring that organizational objectives are met with the utmost efficiency and effectiveness. Serves as Point of Contact for Corporate Office to coordinate facility needs. Must be mission-driven, highly organized, proficient with technology, and have the ability to exercise good judgment in a variety of situations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism, and confidentiality. This position works closely and is in collaboration with community partners and senior leadership team. Has a mindset towards service to help Vice President and the organization achieve goals and outcomes. Must oversee the VP's calendar and schedule to ensure everything runs smoothly and on time. Must learn the preferences and work habits of the Vice President and learn how to anticipate their needs. Keeps the Vice President/s focused on deadlines, project priorities, and helps delegate work as appropriate. Operates with the utmost integrity. Respects confidentiality and discretion at all times. Completes assigned work correctly and in a timely fashion. Completes a broad variety of high-level administrative functions and projects for the Vice President as needed including but not limited to: managing an active calendar of appointments, coordinating certain company and community events, composing and preparing correspondence, reports, and memoranda, and screening and prioritizing phone calls and incoming information. Prepares materials, attends, and takes minutes for Board Committee meetings that correspond to Vice President's responsibility. Assists with any Board related events and meetings, as assigned. Identifies, researches, prioritizes, and follows up on issues and concerns including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Maintains various print and digital materials including spreadsheets, SYH literature, organizational charts, PowerPoint presentations, and other publications as needed and keeps confidential records of the association. Oversee special projects and tracks progress towards department goals. Prioritizes conflicting needs; handles matter expeditiously, proactively and follows through on projects to successful completion, often with set deadlines. Tracks/oversees VPs travel. Prepares and monitors expense reports and credit card reconciliation. Arranges travel and accommodations for guests visiting San Diego PACE including catering and food services as needed. Organizes all aspects of meetings, events and employee participation in external events, including conference approval, registration and travel. Maintains department timesheets, sends reminders and inputs entries in SYH's Human Resources Information System. Facilitates hardware/software and equipment purchases, installations, and moves. Produces communication for multiple channels, including technology website, email, presentations, meeting notes/minutes, bulletin board and signage. Facilitates information dissemination to and from teams. In VPs absence, ensures that requests for action or information are relayed to the appropriate staff members. Acts a liaison between PACE Corporate and other departments throughout the organization for general requests. Helps expedite resolution of issues by enlisting appropriate people and/or teams and monitors progress until complete. Overseeing all mail room operations, including postage machine operation, sorting, distributing, and managing incoming and outgoing mail to ensure efficient handling of all correspondence. Submitting building and facility work orders to ensure timely maintenance and repairs. Organizing and coordinating emergency training sessions with SYH to ensure preparedness. Requesting facilitating ergonomic assessments with HR to promote a healthy and safe workplace environment. Collaborating with onsite security to manage building visitors and ensure proper screening procedures are followed for a secure and welcoming environment. Facilitates efficient use meeting rooms and departmental assets such as, shared conference lines, audio and visual equipment. Work with the IT Department and/or vendors to ensure that all conference room audiovisual equipment is regularly inspected, updated, and maintained to guarantee smooth functionality for meetings and presentations and address technical issues promptly to keep the equipment current. Work with the Purchasing Department to address and resolve vendor-related issues concerning the building, ensuring smooth coordination. Exhibits a high level of integrity, ethics, transparency, leadership style and trust. Demonstrates effective verbal and written communication skills in collaboration with teams to achieve quality, excellence, harmony and problem-solving to obtain stated goals and objectives. Demonstrates active listening skills, respect and a positive "Can Do" attitude. Attends meetings and participates on committees, as directed. Enhances professional growth and development through participation in educational programs Demonstrates professional behavior standard etiquette, courtesy, mutual respect, confidentiality and treats every patient and employee with dignity in every interaction. Exhibits excellent presentation skills, confidently speaks up, follows the appropriate chain of command and demonstrates effective verbal and written communication skills. Maintains a clean, safe and organized work area at all times. Demonstrates supportive skills in providing excellent customer service experiences. Adheres to all applicable SYHealth policies, procedures, protocols and best practices. Performs any other job-related duties as needed, assigned or requested. Experience Required: Five (5) years' experience in supporting C-Level or higher Office Management Experience, or an equivalent combination of education, training, and experience. Minimum: Bachelor's Degree Effective oral and written communication skills including excellent spelling and grammar and the ability to follow written and oral instructions. Attention to detail when typing and proofing materials. Ability to communicate effectively and work collaboratively on items of critical importance for managing employees and establishing rapport with employees and vendors. Must have a professional and personable demeanor to maintain excellent working relationships in a fast-paced work environment. Must have strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Requires ability to solve problems and identify both opportunities and potential challenges/or roadblocks. Ability to work harmoniously with many different personalities and maintain confidentiality and discretion and deal effectively and tactfully with staff, patients, Board Members and the public. Extensive knowledge of computer software (Windows, Microsoft Office, Excel, Word, Power Point and other applicable technologies). Personal Computer, printer/fax, telephone, and other general office equipment. Prolonged periods of sitting, frequent walking and standing; minimal lifting. May be required to work evenings and/or weekends and attend meetings outside of regular working hours. Travel may be required. Pre-employment requirements include I-9, physical, positive background and reference check results, complete application, new hire orientation, pre-employment PPDs. Compliance with all mandated vaccinations and all boosters is a term and condition of employment.