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National Association of Latino Healthcare Executives · 1 day ago

Executive Assistant II

Downey, CA

Full-time

Onsite

New Grad, Entry Level

The National Association of Latino Healthcare Executives is seeking an Executive Assistant II to assist with information maintenance and distribution. The role involves supporting workflow, event coordination, and data management with minimal guidance from senior colleagues.

Health CareHospitalMedical

Responsibilities

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

Listens to, addresses, and seeks performance feedback

Pursues self-development; acknowledges strengths and weaknesses based on career goals and takes appropriate development action to leverage / improve them

Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work

Assesses and responds to the needs of others to support a business outcome

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

Collaborates with others to solve business problems; escalates issues or risks as appropriate; communicates progress and information

Supports the completion of priorities, deadlines, and expectations

Identifies and speaks up for ways to address improvement opportunities

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

Qualification

Event coordinationData managementPresentation creationVendor relationsCommunication skillsProblem-solvingFlexibility

Required

Assists with information maintenance and distribution by drafting integrative presentations, detailed correspondence, and reports, with minimal direction from senior colleagues

Supports workflow by assisting in the resolution of standard requests and issues from department managers on an ad-hoc basis

Assists with event coordination by coordinating and calendaring meetings for directors and their direct teams, with limited guidance

Assists with event execution by arranging small-scale events, with limited guidance and general directions from senior colleagues

Begins to coordinate vendor relations activities by communicating and resolving basic information with vendors regarding member goals or issues, with minimal supervision

Starts to apply data maintenance and management by leveraging department data and documentation retention policies

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

Collaborates with others to solve business problems; escalates issues or risks as appropriate; communicates progress and information

Supports the completion of priorities, deadlines, and expectations

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

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

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

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

Formatting straightforward graphs, spreadsheets, and reports