Job Description

Executive Assistant I

Submit Interest Add to Favorites Remove from Favorites Location: Oakland, CA Additional Locations:
Pleasanton Tech Cntr Building E 5820 Owens Dr., 5820 Owens Dr., Pleasanton,California, 94588 Job Number: 854164 Date posted: 01/16/2020 Description: Typically 5-7+ years of administrative assistant experience supporting at the manager/director level, or related experience. Has substantial understanding of the job, and applies knowledge and skills to complete a wide range of tasks. - Ability to learn and apply a thorough understanding of the organization and its functional policies and processes. - Strong writing skills to create difficult and more detailed correspondence. - Basic to intermediate knowledge of two or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs. - Working knowledge of email and office equipment (fax, phone, copier, etc.). - Ability to coordinate multiple and difficult calendars and arrange meetings. - Requires ability to learn and apply thorough understanding of a large, complex organization and its customers. - High School Diploma, GED or related experience Extreme attention to detail, timely deliverables, prioritize work and ability to coordinate and provide support to an executive with a highly dynamic/complex role at KP. Interacts regularly with KP employees at all levels across multiple organizations, as well as external representatives as a liaison, to gather, exchange, and compare contrast pertinent operational information for others' use. This position supports a senior executive at KP. Executive Assistant must have a highly professional demeanor, able to manage and prioritize multiple streams of work simultaneously, able to mirror the executive-s working hours and location, provide helpful yet firm guidance/gate keeping directions to external parties, possess a highly detailed, meticulous nature, willing to be accountable for outcomes, has background experience in dealing with confidential matters, a strong communicator, and able to collaborate effectively with the leader-s direct reports, chief of staff, and other executive leadership team executive assistants in order to move work forward in a collaborative and streamlined fashion. This position does not have the ability to work from home, or to work partial days on an ad hoc basis - this is a full time role that moves between the Oakland and Pleasanton office, as determined by the executive-s schedule. There is little to no travel required. Travelling Between Oakland and Pleasanton Campus- Employee must be able to work onsite, no remote Bachelor's Preferred
Responsible for advanced administrative and business operations support for senior management. Requires continuous use of technical and business vocabulary and a detailed knowledge of the organization's operations, policies, procedures, and personnel. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. Works independently to anticipate and meet business needs.
Essential Functions:
- Provides more complex administrative support and project coordination for executives and senior management to include the following: Answers phones and email, and directs inquiries to appropriate parties based on functional/operational knowledge; may respond to routine to moderately complex inquiries directly.
- Manages multiple calendars to include arranging complex special events requiring solid understanding of event requirements and coordination of dependencies.
- Drafts more complex and detailed correspondence for executives using KP knowledge and advanced business acumen; independently updates department documents as needed. Uses basic to advanced knowledge of two or more Microsoft Office/PC applications, depending upon department or business needs.
- Assists with complex custom reports and cross-functional initiatives that require project coordination (e.g., data collection and validation, project reporting, etc.
- Monitors & resolves administrative budget issues to include billing and payment authorization for planned and unplanned expenses and special events; handles recharges across business units, tracks and accounts for executive travel/business expenses.
- Interacts regularly with KP employees at all levels across multiple organizations, as well as external representatives as a liaison, to gather, exchange, and compare/contrast pertinent operational information for others' use.
- Coordinates administrative workflow of the department; recommends new processes as needed. Directs and delegates to other administrative assistants on work processes and best practices.

Basic Qualifications:
Experience
- Minimum eight (8) years of administrative and/or executive assistant experience with increasing levels of scope and discretion.
Education
- High School Diploma or General Education Development (GED) required.
License, Certification, Registration
- N/A
Additional Requirements:
- Ability to learn and apply In-depth knowledge of KP's policies, practices, business, theories and systems.
- Uses acquired knowledge of industry practices and standards.
- Extreme attention to detail and ability to coordinate and provide support to an executive with a highly dynamic/complex role at KP.
- As a skilled specialist, completes tasks in creative and effective ways.
- Uses intermediate to advanced MS Office skills (Word, Excel and/or PowerPoint) to create more difficult presentation materials with graphs/illustrations, and proofreads content for accuracy and KP established formatting.
- Advanced writing skills to compose complex and detailed correspondence and recommends updates to department documents as needed.
- Must be able to work in a Labor/Management Partnership environment.

Preferred Qualifications:
- Bachelor's degree preferred.

- Demonstrated success providing support within a complex work environment preferred.

Primary Location: California,Oakland,Ordway One Kaiser Plaza Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon-Fri Working Hours Start: 8:00AM Working Hours End: 5:00PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Non-Union, Non-Exempt Job Level: Entry Level Job Category: Information Technology Department: Technology Risk Office Travel: Yes, 5 % of the Time Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

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