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National Association of Latino Healthcare Executives · 9 hours ago

Executive Assistant V

Pasadena, CA

Full-time

Onsite

Senior Level

The National Association of Latino Healthcare Executives is seeking an Executive Assistant V to provide high-level administrative support to senior leadership. This role involves strategic planning, managing executive calendars, resolving complex issues, and representing executives in various communications and meetings.

Health CareHospitalMedical

Responsibilities

Promotes learning in others by communicating information and providing advice to drive projects forward; builds relationships with cross-functional stakeholders. Listens, responds to, seeks, and addresses performance feedback; provides actionable feedback to others, including upward feedback to leadership and mentors junior team members. Practices self-leadership; creates and executes plans to capitalize on strengths and improve opportunity areas; influences team members within assigned team or unit. Adapts to competing demands and new responsibilities; adapts to and learns from change, challenges, and feedback. Models team collaboration within and across teams

Conducts or oversees business-specific projects by applying deep expertise in subject area; promotes adherence to all procedures and policies. Partners internally and externally to make effective business decisions; determines and carries out processes and methodologies; solves complex problems; escalates high-priority issues or risks, as appropriate; monitors progress and results. Develops work plans to meet business priorities and deadlines; coordinates and delegates resources to accomplish organizational goals. Recognizes and capitalizes on improvement opportunities; evaluates recommendations made; influences the completion of project tasks by others

Plans for long-term complex information dissemination projects by: creating complex presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables; writing complex and detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, independently; labeling, sorting, and maintaining the integrity of department files; utilizing a variety of software and databases to retrieve required information to write complex detailed reports; and updating department documents to ensure integrity routinely

Executes the interrelated work flow of the department independently by: assisting in the resolution of complex requests that require a high level of initiative and discretion from senior managers on an ad-hoc basis; independently anticipating and offering assistance for complex business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); proactively maintaining and providing suggestions with improvements to databases and websites; ensuring shared equipment and services are functioning and stocked and overseeing junior members in maintaining employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring complex incoming and outgoing emails, calls, and visits to the appropriate staff member; research time card issues and provide recommendations to management; assisting in new staffing onboarding activities; and leveraging the HR information system to proactively maintain knowledge of the contract language, complex pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals

Contributes to event coordination by: efficiently developing relationships with leaders assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings complex meetings for a wide variety executive leaders, independently; aiding in complex meeting facilitating through monitoring attendance, building the agenda, creating/compiling the presentation for flow, driving meeting participation and discussion, and carrying through follow up actions/requests; and finding and booking meeting rooms appropriate for complex audiences and meeting objectives, with minimal oversight

Contributes to event execution by: researching, planning, and arranging large-scale events independently; organizing complex travel arrangements large, complex events for department head and/or multiple managers; organizing large-sized group meetings and conferences with complex schedules; providing on-site coordination for complex issues; ensuring complex coordination and execution of audio-visual equipment, conference rooms, and catering for events, independently; and evaluating the agenda, meeting minutes, and meeting summaries, generating and ensuring action item follow through, and coordinating high-stakes guest presentations in department meetings or large team meetings

Plans for long-term contributions to department budget by: applying complex strategies to independently processes complex invoices and resolve intricate discrepancies; acting as a point of contact for vendors to reconcile expenses; and identifying, resolving, and reporting unresolved variance in moderately complex expense reports for management

Plans and troubleshoots vendor management activities by: communicating and resolving complex information with vendors regarding member or internal goals or issues; drafting proposals with vendors or sponsors on teams behalf; and negotiating complex vendor agreements (e.g., caterers, hotels) to obtain best value

Plans for effective development of strategic data maintenance and management by: integrating department data and documentation retention policies into all products; researching and collecting information needed to complete project tasks and results; and creating standard and nonstandard reports presentations and handouts from data insights, independently

Qualification

Complex problem solvingEvent coordinationBudget managementStrategic planningVendor managementPresentation skillsTeam collaborationCommunication skillsAdaptability

Required

Incorporating strategic objectives when organizing department workflow

Conducting strategic planning to enable administrative support to senior leadership

Coordinating, budgeting, and expensing intricate executive calendars and travel arrangements

Escalating executives complex issues that require immediate attention

Resolving highly complex issues with the executives best interest in mind

Anticipating, accommodating, and planning for the executives upcoming needs

Acting as a senior proxy for executives in meetings or communications independently

Developing and delivering complex executive summaries and presentations in meetings

Drafting and distributing details of highly confidential and critical nature with discretion and cautionary judgement upon request

Representing the executive and making complex commitments on their behalf when interfacing with internal and external contacts

Promoting learning in others by communicating information and providing advice to drive projects forward

Building relationships with cross-functional stakeholders

Listening, responding to, seeking, and addressing performance feedback

Providing actionable feedback to others, including upward feedback to leadership

Mentoring junior team members

Practicing self-leadership; creating and executing plans to capitalize on strengths and improve opportunity areas

Influencing team members within assigned team or unit

Adapting to competing demands and new responsibilities

Adapting to and learning from change, challenges, and feedback

Modeling team collaboration within and across teams

Conducting or overseeing business-specific projects by applying deep expertise in subject area

Promoting adherence to all procedures and policies

Partnering internally and externally to make effective business decisions

Determining and carrying out processes and methodologies

Solving complex problems

Escalating high-priority issues or risks, as appropriate

Monitoring progress and results

Developing work plans to meet business priorities and deadlines

Coordinating and delegating resources to accomplish organizational goals

Recognizing and capitalizing on improvement opportunities

Evaluating recommendations made

Influencing the completion of project tasks by others

Planning for long-term complex information dissemination projects

Creating complex presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables

Writing complex and detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, independently

Labeling, sorting, and maintaining the integrity of department files

Utilizing a variety of software and databases to retrieve required information to write complex detailed reports

Updating department documents to ensure integrity routinely

Executing the interrelated work flow of the department independently

Assisting in the resolution of complex requests that require a high level of initiative and discretion from senior managers on an ad-hoc basis

Independently anticipating and offering assistance for complex business needs

Operating standard office equipment (e.g., email, fax, xerox)

Proactively maintaining and providing suggestions with improvements to databases and websites

Ensuring shared equipment and services are functioning and stocked

Overseeing junior members in maintaining employee work environment resources

Receiving, screening, and referring complex incoming and outgoing emails, calls, and visits to the appropriate staff member

Researching time card issues and providing recommendations to management

Assisting in new staffing onboarding activities

Leveraging the HR information system to proactively maintain knowledge of the contract language, complex pay practices, and changes to job functions, job descriptions, and role goals

Contributing to event coordination by efficiently developing relationships with leaders assistants and an understanding of organizational hierarchy

Aiding in complex meeting facilitating through monitoring attendance, building the agenda, creating/compiling the presentation for flow, driving meeting participation and discussion, and carrying through follow up actions/requests

Finding and booking meeting rooms appropriate for complex audiences and meeting objectives, with minimal oversight

Contributing to event execution by researching, planning, and arranging large-scale events independently

Organizing complex travel arrangements for department head and/or multiple managers

Organizing large-sized group meetings and conferences with complex schedules

Providing on-site coordination for complex issues

Ensuring complex coordination and execution of audio-visual equipment, conference rooms, and catering for events, independently

Evaluating the agenda, meeting minutes, and meeting summaries, generating and ensuring action item follow through

Coordinating high-stakes guest presentations in department meetings or large team meetings

Planning for long-term contributions to department budget by applying complex strategies to independently process complex invoices and resolve intricate discrepancies

Acting as a point of contact for vendors to reconcile expenses

Identifying, resolving, and reporting unresolved variance in moderately complex expense reports for management

Planning and troubleshooting vendor management activities by communicating and resolving complex information with vendors regarding member or internal goals or issues

Drafting proposals with vendors or sponsors on teams behalf

Negotiating complex vendor agreements to obtain best value

Planning for effective development of strategic data maintenance and management by integrating department data and documentation retention policies into all products

Researching and collecting information needed to complete project tasks and results

Creating standard and nonstandard reports presentations and handouts from data insights, independently