Executive Assistant
ASH Companies - San Diego, CA

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The primary purpose of this position is to provide administrative support to and project management for the Executive Vice President-Chief Health Services Officer (CHSO) to meet established goals of the organization and department. Support travel and meeting management as directed, and provide day-to-day support to ad hoc projects for the CHSO, Directors, and management of Health Services staff.

Responsibilities Include:
· Assists in executive support of the CHSO and is accountable for all activities within assigned scope of authority. Ensures accuracy and productivity in project completion and works cooperatively with all internal and external contacts. Achieves and exceeds company standards.
· Manages relationships between CHSO and internal and external customers; ensuring customer expectations are met or exceeded.
· Maintains highest levels of confidentiality related to information managed.
· Support CHSO in tracking and reporting department functions, quality projects and database activities.
· Develop reports and filings as required. Prepares monthly, quarterly, and annual reports as needed.
· Types memos and correspondences as needed.
· Takes minutes to support various meetings and committee meetings.
· Provides administrative support as required (including assembling binders, distributes mail and faxes, maintains CHSO’s library and files documents).
· Manages client requests and committee actions/decisions for Quality Management initiatives.
· Coordinates various functions for internal and external purposes.
· Maintains inventory and orders supplies for CHSO and Health Services.
· Greets clients, guests and vendors and directs them to the appropriate contact.
· Receives and tracks all incoming mail and packages; notifies appropriate contact.
· Prepares confidential documents as needed.
· Recognizes unique and problem situations within areas of assigned responsibility and researches and formulates solutions in conjunction with CHSO.
· Provides support to CHSO and Management in HLS with QI System support responsibilities including activities reporting.
· Ensures that the department represents ASH in an ethical, professional, and positive manner.
· Provides back-up for other HLS administrative staff in support of department as needed.
· Supports clinical committee processes as directed by CHSO or HLS managers. Monitor pending and completed projects.
· Communicate cross-departmentally and gather documentation from other departments for projects as needed.
· Analyze documents with special attention to detail and accuracy, bringing questions to management to ensure accuracy and compliance with finished documents.
· Coordinate production and distribution of Health Services documentation and policies, as needed.
· Support company-wide CQI process.
· Provide support for the collection and analysis of data required for reporting purposes.
· Promote and support confidentiality of documentation.
· Provide oversight, as directed of special projects as assigned by CHSO and/or management.
· Special HLS projects (as assigned) by management team.
· Manage CHSO projects to ensure timeliness and efficiency of deliverables.
· Support CHSO chairman and committee membership responsibilities to internal and external organizations and committees.
· Collect data, reviews, analyzes and authors HLS / CHSO reporting for external and internal audiences (i.e. Chairman’s reports, Board of Directors reports, Compliance Committee Reports, etc.).
· Manage project tactical details of CHSO clinical new product enhancements projects.
· CHSO document review, editing and creation as applicable.
· Project liaison to cross-functional middle and senior management to ensure timely and accurate response by CHSO and HLS to needs of other departmental functions.
· HLS and CQOC master project plan support and management; liaison to CHSO and from CHSO to Direct Reports and cross-functional health management staff on tactical matters and coordination of deliverables.
· Provide local San Diego support and interface between CHSO and HLS long-distance staff for project management and completion of deliverables.
· Support management of collaboration with VIP external stakeholders and consultants to facilitate timely and comprehensive completion of deliverables.
· Assist CHSO in non-compensation related SG&A budget tracking and supports others who are responsible for accounts payable invoice management within the department.
· Attend internal and external meetings to obtain information for CHSO.
· Manages and delivers multi-faceted projects and ensures results are delivered on time and within quality expectations defined by management and other business stakeholders. Meets project timeliness and project production goals.
· Ensures that the department represents ASH in an ethical, professional, and positive manner.
· Provides back-up for other administrative staff in support of department or other ASH executive administration staff as needed.
· Demonstrated ability to interact in a positive, respectful manner and establish and maintain cooperative working relationships.
· Ability to exercise strict confidentiality in all matters.
· Supports quality management functions of other administrative departments to ensure efficient and effective team work is maintained within the organization.
· Attend meetings with customers when requested by management.
· Maintain computer and system skills necessary to perform job functions.
· Photocopy, scan, file and fax as needed to support job responsibilities.
· Represent ASH in an ethical, professional and positive manner.
· Collaborate with other departments and external contacts as needed with a positive attitude.
· Participate in work groups as defined by management.
· Assist in the delivery of health services documentation as requested by CHSO, including driving to designated pick-up locations and/or driving CHSO to the airport.
· Perform other duties and responsibilities as assigned.
Bachelor’s degree in Health Care field, bus iness, management or equivalent preferred.
· Minimum 5 years progressive experience required in support of high level executive.
· Experience with travel coordination and meeting scheduling.
· Minimum 2 years experience in health care administration; and experience within health care related team.
· Experience with quality management and quality improvement systems preferred.
· Experience with document and data management required.
· Project management experience preferred.
· Experience with minute taking required.
· Proficient in MS Office with advanced scheduling, word processing, presentation, and spreadsheet creation experience. Experience with Visio and PowerPoint preferred.
· Project and time management experience.
· Internal experience with ASH highly preferred.
· Valid driver’s license with good driving record. Availability of automobile for on the job use and proof of insurance.
Demonstrated ability to multi-task and manage multiple tasks and stakeholder issues.
· Demonstrated ability to manage schedules and prioritize meetings and time management.
· Demonstrated writing proficiency required.
· Ability to read, interpret and analyze documents.
· Demonstrated ability to interact in a positive, respectful manner and establish and maintain cooperative working relationships.
· Ability to display excellent customer service to meet the needs and expectations of both internal and external customers including executive level personnel.
· Excellent listening and interpersonal communication skills to identify critical core customer needs and deliverable expectations based on success factors and organizational environment.
· Ability to effectively proactively organize, prioritize, multi-task and manage time and projects and demonstrate high level of proactivity in management of tasks.
· Demonstrated accuracy and productivity in a changing environment with constant interruptions and task assignment changes.
· Demonstrated ability to analyze information, problems, issues, situations and procedures to develop effective solutions.
· Ability to exercise strict confidentiality in all matters.
Mobility: Primarily sedentary, able to sit for long periods of time.

Physical Requirements: Ability to speak, see and hear other personnel and/or objects. Ability to communicate both in oral and written form. Ability to travel within the facility. Capable of using a telephone and computer keyboard. Ability to lift up to 10 lbs.

Environmental Conditions: Usual office setting.

ASH Companies - 16 months ago - save job - block
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