Executive Assistant II-PAFMG Administration
Los Altos, CA 94023
Date Acquired : 9/19/2019 7:35:30 PM
Date Updated : 11/21/2019 6:18:33 AM
Provides support for the Palo Alto Medical Group
(PAFMG) Board of Directors, and Board Committees Prioritizes. appointments for executives based on knowledge of business demands. Manages calendars, scheduling meetings, coordinating activities and preparing for meetings and events. Arranges complex logistical needs. Interacts with executives and peers across the Sutter Health system. Coordination of Board meetings, and Board Committee meetings. Project support for PAFMG sponsored initiatives. Preparation and editing of various presentations. Submission of expense reports as required. Coordinates travel, lodging and off-site event arrangements. Makes necessary reservations, coordinates equipment and invites appropriate personnel. Prepares complex reports, presentations and broad ranging support for executives, Composes letters and other documents as needed. Maintain timekeeping records and function as Kronos Super User. Board committee meetings and management meetings.
Provides complete professional administrative support to the PAFMG management team using independent judgment:
Schedules and coordinates daily itinerary, including appointments, conferences, teleconferences, meetings and travel arrangements. Assist other senior management members by performing similar duties.
Maintains a high level of responsiveness and confidentiality to all requests and inquiries.
Kronos Super User, maintain and approve timekeeping.
Routes correspondence, answers routine correspondence, expedites receipt of facsimile documents, and routes accordingly.
Types/composes administrative correspondence, i.e letters, memos, reports, agendas, minutes from notes, drafts or dictation.
Completes special projects as assigned.
Schedules and coordinates committee and Board of Director meetings and activities.
Prepares, assembles, and distributes agendas and materials. May attend meetings, takes minutes and maintains proper documentation
Schedules and coordinates travel arrangements such as annual planning retreats and annual meetings.
Maintains conference rooms reservation schedule, receiving numerous requests, determining priorities and needs in assigning conference rooms/classrooms and training rooms.
Coordinates all catering of regular meetings and special events. Coordinates with appropriate departments for special equipment needs and proper cleanup.
Coordinates a variety of special events including, handling necessary logistical arrangements and providing appropriate communications.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipts of supplies.
**Education/Experience/Skills and Knowledge:**
High School Diploma, Bachelor Degree, preferred
At least 5 years experience in Executive support.
3-5 years prior experience in Healthcare setting, preferred
Demonstrated proficiency in advanced administrative skills and MS Office suite
Ability to type 50 wpm.
Complex and multiple projects in fast paced environment; required to make decisions based on incomplete data.
Must be professional in appearance.
Proficiency in administrative office procedures and protocol; meeting planning and preparation of minutes, scheduling, design and maintenance of filing and office systems
Excellent. written and verbal communication skills.
Promotes positive, interpersonal relationships
Assures confidentiality and discretion of all contact with internal staff and public utilizing a high degree of customer service skills, tact and diplomacy
Welcomes guests, customers and visitors by greetings them, in person or on the telephone; answering or directing inquiries and assists with obtaining information as appropriate, ensuring follow through in a friendly and professional manner
Knowledge of healthcare setting is preferred.
**Organization:** Palo Alto Medical Foundation
**Employee Status:** Regular
**Employee Referral Bonus:** No
**Position Status:** Exempt
**Job Shift:** Day
**Shift Hours:** 8 Hour Shift
**Days of the Week Scheduled:** Monday-Friday
**Weekend Requirements:** None
**Schedule:** Full Time
**Hrs Per 2wk Pay Period:** 80
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, marital status, sexual orientation, registered domestic partner status, sex, gender, gender identity or expression, ancestry, national origin (including possession of a driver's license issued to individuals who did not present proof of authorized presence in the U.S.), age, medical condition, physical or mental disability, military or protected veteran status, political affiliation, pregnancy or perceived pregnancy, childbirth, breastfeeding or related medical condition, genetic information or any other characteristic made unlawful by local, state, or federal law, ordinance or regulation. External hires must pass a background check/drug screening. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state, and local laws, including but not limited to the San Francisco Fair Chance Ordinance.