Description

A mission-driven non-profit focused on delivering high-quality, comprehensive, and family-centered care to improve the quality of life for children and adults with blood disorders. When choosing a career with us, you will be part of a growing organization dedicated to improving public health and committed to your professional development.

Job Summary

Reporting to the Chief Executive Officer, the Executive Assistant delivers comprehensive administrative and office support to the Chief Executive Officer and Chief Finance Office, and ensures the smooth and efficient daily operation of the office.

Task Prioritization: Prioritize and manage multiple tasks simultaneously. Anticipate and prioritize needs and deadlines, proactively addressing needs to ensure timely completion of assignments. Exercise sound judgment in handling urgent matters and escalating issues as appropriate.

Calendar Management: Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements, while ensuring optimal use of time and resources. Address calendar conflicts, ensure smooth day-to-day operations and engagements, and provide information needed for upcoming meetings.

Meeting Coordination: Arrange and coordinate business meetings, conferences, and events. Prepare and distribute meeting invitations, agendas, take minutes, and follow up on action items as necessary. Ensure proper meeting room set up, including necessary materials and technology, execute relevant follow-up as needed. Plan and manage social events (holiday party) and create opportunities for informal get-togethers to create camaraderie and unity. Coordinate travel itineraries, including flights, accommodation, transportation, meal reservations, and event registrations. Anticipate and proactively address any travel-related issues or changes to plans.

Communication Liaison: Serve as the primary point of for the CEO, CFO, and administrative team by screening and prioritizing incoming calls, emails, and correspondence with external customers, suppliers, community leaders, and others as needed; draft and compose emails, letters, reports, and other documents on behalf of the C-suite, maintaining professionalism and confidentiality.

Document Management: Organize and maintain physical and electronic files, documents, and records, ensuring easy access and retrieval when needed. Manage confidential and time sensitive information with urgency, discretion and integrity. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.

Relationship Management: Cultivate and maintain positive relationships with internal and external stakeholders, including executives, department leaders (Clinic; Finance; Grants; Human Resources; Infusion Center; Operations; Pharmacy; Research), colleagues, vendors, and community partners. Serve as a representative of the executive team, demonstrating professionalism and diplomacy in all interactions.

Office Management: Serve as the main point of contact for office-related inquiries, manage office supplies, and maintain well-organized office conditions. Manage vendor relationships (e.g.; leasing/property management; insurance; partner organizations). Implement compliance related policies and ensure compliance with safety standards (including HIPAA) and operational protocols (e.g., Blood Borne Pathogens, Hand Hygiene, Title 22 requirements). Coordinate with Finance on expense tracking, reporting, and accounts receivable collections.

Excellent communication skills with employees and outside contacts, both verbal and written, with a keen eye for detail and accuracy

Strong organizational and time management abilities, with the capacity to prioritize tasks and manage competing demands effectively

Discretion and confidentiality in handling sensitive information and dealing with confidential matters.

Strong problem-solving skills, resourcefulness, creativity, and can-do attitude

Excellent interpersonal skills with positivity and professionalism

Quality decision making based on analysis, experience, and good judgment

Proven ability to effectively collaborate with internal team, cross-functional team, and external parties

Familiarity with Joint Commission accreditation standards

Familiarity with credentialing and privileging processes for medical professionals

Ability to interpret, adapt, and apply guidelines or procedures to ensure patient confidentiality and quality of care

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and other relevant software applications (Salesforce) with the ability to quickly adapt to new technologies

Skills

Administration, insurance policy, credentialing

Additional Skills & Qualifications

High school diploma or GED (Bachelor degree or equivalent years of experience and training preferred)

5 - 7 years of experience as an executive assistant or similar role

3 years of experience supporting C-suite professionals

2 years of experience in healthcare (outpatient acute setting or other healthcare facility preferred)

Experience Level

Expert Level

Pay and Benefits

The pay range for this position is $33.00 - $37.00

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Irvine,CA.

Application Deadline

This position will be accepting applications until Jan 15, 2025.

About TEKsystems:

We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.