Senior Executive Assistant

Gold Coast Health Plan will not sponsor applicants for work visas.

The pay range above represents the minimum and maximum rate for this position in California. Factors that may be used to determine where newly hired employees will be placed in the pay range include the employee specific skills and qualifications, relevant years of experience and comparison to other employees already in this role. Most often, a newly hired employee will be placed below the midpoint of the range. Salary range will vary for remote positions outside of California and future increases will be based on the pay band for the city and state you reside in.

POSITION SUMMARY

The Senior Executive Assistant provides executive support in a one-on-one working relationship. The Sr. Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Sr. Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven and community oriented. The ideal Individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Sr. Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Sr. Executive Assistant will be successful at exercising good judgement in a variety of situations.

ESSENTIAL FUNCTIONS

Reasonable Accommodations  Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statements

• Completes a broad variety of administrative tasks for the Chief including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

• Plans, coordinates and ensures the executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Chief time and office.

• Communicates with Board members, donors, Foundation staff, and others, on matters related to Chief's programmatic initiatives.

• The Sr. Executive Assistant may at times be required to act on behalf of the Chief in a way which reflects the values and culture of the organization. This position will have visibility to a highly confidential agenda, trust and confidentiality are a must act as a "barometer," having a sense for the issues taking place in the environment and keeping the Chief updated.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chief, including those of a sensitive or confidential nature.

• Provides a bridge for smooth communication between the Chief office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

• Works closely and effectively with the Chief to keep them informed of upcoming commitments and responsibilities, following up appropriately. Establishes a close partnership with the Chief as a trusted agent. The Sr. Executive Assistant is a critical liaison for the Chief, Executives, Board, Clients, vendors and public.

• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Chief, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Chief's ability to effectively lead the company.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 

• Assists Chief with travel arrangements, lodging, and meal planning as needed.

• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings

• Uphold a strict level of confidentiality.

• Develop and sustain a level of professionalism among staff, Board members and Vendors.

• Will effectively and maturely communicate and collaborate with diverse personalities in all levels of management.

POSITION QUALIFICATIONS 

Competency Statements

• Detail Oriented - Ability to pay attention to the minute details of a project or task.

• Organized - Possessing the trait of being organized or following a systematic method of performing a task.

• Interpersonal - Ability to get along well with a variety of personalities and individuals.

• Communication, Oral - Ability to communicate effectively with others using the spoken word.

• Communication, Written - Ability to communicate in writing clearly and concisely.

• Reliability - The trait of being dependable and trustworthy.

• Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.

• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.

• Adaptability - Ability to adapt to change in the workplace.

• Accountability - Ability to accept responsibility and account for his/her actions.

• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.

• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.

SKILLS & ABILITIES

Education: 

• Associate's Degree (two year college or technical school): Preferred

• Bachelor's Degree (four year college or technical school): Preferred

Experience: 

• 6 plus years of experience in in an administrative environment.

• 8 plus years of experience in supporting C-Level Executives, preferably in a healthcare organization

• Brown Act experience preferred

Computer Skills: Advanced Microsoft Office skills (Outlook, Word, Excel, and Power Point), and Adobe Acrobat

Other Requirements:             

• High degree of Emotional intelligence and maturity

• Highly resourceful team-player, with the ability to also be extremely effective independently

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

• Forward looking thinker, who actively seeks opportunities and proposes solutions

• Proven ability to record and prepare accurate and concise complex meeting minutes in a timely manner.