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Kaiser Permanente · 1 day ago

Executive Assistant II

Downey, CA

Full-time

Onsite

Entry Level

1+ years exp

Kaiser Permanente is a leading healthcare organization, and they are seeking an Executive Assistant II. This role involves supporting department managers with information maintenance, event coordination, and data management while fostering effective relationships within the team.

Health CareHospitalMental HealthNon ProfitPersonal Health

Comp. & Benefits

Responsibilities

Pursues effective relationships with others by sharing resources, information, and knowledge with coworkers and members

Completes work assignments by applying up-to-date knowledge in subject area to meet deadlines; follows procedures and policies, and applies data and resources to support projects or initiatives with limited guidance and/or sponsorship

Assists with information dissemination by: creating integrative presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with minimal direction from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, with guidance from senior colleagues with appropriate judgement and discretion; labeling, sorting, and maintaining the integrity of department files; and utilizing basic software and databases to retrieve required information, with minimal review to write reports

Supports the work flow of the department by: assisting in the resolution of standard requests and issues from department managers on an ad-hoc basis; assesses problems or questions to propose resolution, with guidance; operating standard office equipment (e.g., email, fax, xerox); maintaining inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring standard incoming and outgoing emails, calls, and visits to the appropriate staff member; inputting and editing time cards; and learning about new staffing onboarding activities and assisting in execution, when necessary

Assists with event coordination by: coordinating and calendaring meetings for directors and their direct teams with front line employees, with limited guidance; may be supporting meeting facilitation through powerpoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, with minimal day to day supervision; finding and booking meeting rooms appropriate for the audience and meeting objectives, weighing alternatives and selecting the best and most appropriate option

Assists with event execution by: arranging small-scale events, with limited guidance and general directions from senior colleagues; organizing standard travel arrangements for department head and/or staff members; assisting in execution of small group meetings, conferences with general direction; providing on-site coordination for standard issues, with minimal guidance; obtaining necessary standard audio-visual equipment, conference rooms, and catering for events; and distributing the agenda and taking meeting minutes in department meetings

Starts to apply human-resources data maintenance and management by: leveraging department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, with minimal guidance from senior colleagues; and formatting straightforward graphs, spreadsheets, and reports