Providence St. Joseph Health

Job Information

Providence Executive Assistant in Gardena, California

Description:

Providence is calling an Executive Assistant (Full-Time/Day Shift) to the Institute for Human Caring (Institute) in Gardena, CA.

We are seeking an Executive Assistant who will be responsible for providing ongoing administrative and project management support for a complex, and often confidential, nature for executive and senior management positions. This position performs work that is varied and project oriented and administrative in nature. The activities of this position focus on supporting the Founder/Chief Medical Officer (CMO), Chief Information Officer (CMIO), and Executive Director of Measurement and Analytics. The positon will also provide some support to other Institute Directors and general administrative support for all Institute staff. All senior leaders work with individuals, departments, and ministries across the enterprise, so the individual in this position must learn and adapt quickly to providing broader spans of support.

Reporting the Manager of Administration and Operations (Manager), the position supports managing schedules, correspondence, meeting and agenda preparation and other logistical matters. This individual communicates regularly with both internal and external leaders in a variety of roles, including physician leaders, operational leaders, quality leaders, as well as vendors and consultants. The individual in this role must represent their core leader and the organization in a positive and professional manner.

In this position you will:

  • Work with the Manager and Founder/CMO, to develop plans needed to carry out assigned activities and projects. Exercises independent judgment with regard to planning, organizing, and scheduling work.

  • Schedule meetings (group and individual); makes travel arrangements as necessary.

  • Perform administrative functions in support of meetings as assigned. Support activities include preparation of draft agendas; electronic distribution of meeting materials; documentation of meeting discussions, and coordination of follow-up reports as appropriate.

  • Coordinate and support onboarding for new caregivers.

  • Coordinate and support the Institute’s all-staff team meetings. This includes working with the Manager and Founder/CMO to prepare agendas and materials, take and keep minutes and arrange logistics.

  • Take special assignments as directed, to support Institute leadership. Special assignments require creative solutions and the ability to utilize resources and connections not typically worked with on a daily basis.

  • Coordinate the office of the individual(s) they support and the main office. Ensures adequate inventory of supplies, timely scheduling of activities, presence and ongoing use of appropriate record keeping systems, and effective work flow through the office.

  • Use word processing software, spreadsheet software, and various presentation software options to complete assignments with timeliness and accuracy. Exercises independent judgment and decision-making in handling incoming and outbound information and material.

  • Position provides appropriate referrals to matters as they arise, or informs their supervisor(s) when a situation warrants direct attention.

  • Travel as needed to support system wide meetings, work teams and other groups under the direction of the Manager.

Qualifications:

Required qualifications for this position include:

  • Bachelor's Degree or equivalent educ/experience

The position requires five years of health care experience including executive assistant or project management work including up to three years working directly for a senior leader or executive

Competencies:

  • Personal Effectiveness and Dependability: Takes initiative to meet customer expectations. Expresses self-confidence. Handles failures constructively. Strives to continually improve processes and outcomes. Can be counted on to follow through and to make arrangements for back-up support. Is flexible in adapting to shifts in priorities and can accommodate unplanned activities readily.

  • Communication: Listens with sensitivity and openness. Actively seeks constructive feedback and remains open and receptive to it. Messages are presented in a logical and well-organized manner. Anticipates the information needs of others.

  • Interpersonal: Relates well to all people inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse awkward, even high-tension situations comfortably.

  • Comfort around Higher Management: Can deal comfortably with executives and managers; can determine the best way to get things done with them by talking their language; can craft approaches likely to be seen as appropriate and positive.

  • Leadership: Inspires and motivates others to accomplish challenging objectives or exceed expected results. Acts as a role model. Takes initiative to develop other capabilities.

  • Teamwork and Cooperation: Encourages teamwork and fosters the development of trust. Actively facilitates and supports team decisions. Goes beyond responsibilities to help team accomplish tasks and goals. Takes initiative to resolve conflict.

  • Problem-Solving and Decision-Making: Identifies and prioritizes issues within the scope of the position after consulting with appropriate parties. Makes consistently sound decisions that reflect thorough consideration of alternative and creative solutions that influence change. Is sensitive to the impact of decisions on others.

  • Flexibility and Responsiveness to Change: Supports and promotes new or evolving procedures and routines. Participates actively in the change process and offers suggestions for new approaches. Demonstrates flexibility in meeting unexpected work fluctuations.

  • Quality of Work: Performs work efficiently and effectively. Anticipates problems and takes corrective action prior to completing the work.

  • Customer Service: Takes personal responsibility for customer satisfaction. Consistently goes out of the way to listen, understand, and respond to the needs of customers in a sensitive manner. Difficult or unusual contacts are handled with success.

  • Achievement Motivation: Sets challenging objectives and works against self-defined standards of excellence to continually improve personal performance.

Preferred qualification for this position include:

  • Master's Degree in Health Care Administration

About the ministry you will serve.

Providence’s Institute for Human Caring provides a variety of functional and system support services for all eight regions of Providence Health & Services from Alaska to California. We are focused on supporting our Mission by making health care more relational and less transactional and improve lives in the communities we serve. We are clinicians, educators, and health systems experts who believe everyone deserves the best care possible for physical health as well as for emotional, social and spiritual well-being. The Institute’s goal: change health care culture to make whole persons caring for whole persons and their loved ones the new normal.

For information on our comprehensive range of benefits, visit:

http://www.providenceiscalling.jobs/rewards-benefits/

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: California

Other Location(s): California-Gardena

Req ID: 281177

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