Executive Assistant - Health System

The Executive Assistant provides administrative support to the Chief Officer or Executive Leader and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

The Executive Assistant provides administrative support to the Chief Officer and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

Essential Duties:

• Responsible for coordination of Board meetings, including scheduling and distributing meeting notices.
• Responsible for preparation of Board agenda and minutes.
• Responsible for the orientation and training of Administrative Support Staff with regard to Administrative Suite operations, policies and procedures.
• Responsible for the processing of payroll and personnel forms for Administrative Support Staff.
• Responsible for composition, typing, proofing and appropriately disseminating a variety of materials, e.g., correspondence, memos, reports, etc., pertinent to the functions of the Chief Officer and other Administrative Representative(s) as directed.
• Responsible for coordinating schedule, including arranging meetings and appointments for Chief Officer and other Administrative Representative(s) as assigned.
• Responsible for functioning as liaison between Administrative Team, Administrative Support Staff and Human Resources, interpreting policy and procedures and assisting in problem identification and resolution.
• Responsible for providing research and administrative support to special projects, preparing data and follow-up projects as directed.
• Responsible for coordination and confirmation of travel arrangements, including lodging and airline and/or automobile reservations, preparation of travel authorization forms and expense reports as directed.
• Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
• Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.
• Responsible for processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention.
• Responsible for preparation of Administrative Call Schedule and Administrative Vacation Schedule and appropriate distribution of same.
• Responsible for performing other duties as directed by Chief Officer and Administrative Representatives.
• Responsible for the ordering of supplies for the Administrative Suite as well as the maintenance of office machines.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent

• Req 5-10 years Previous secretarial experience in senior executive setting.

• Req Typing at 60 + WPM.
• Req Transcription and mathematical aptitude.
• Req Demonstrates excellent verbal and written communication skills.
• Req Computer literacy in word processing, spreadsheets, etc.
• Req Microsoft Office knowledge.
• Req Organization/time management skills.
• Req Able to function independently and as a member of a team.

Preferred Qualifications:

• Pref Specialized/technical training Formal secretarial training or equivalent education

Required Licenses/Certifications:

• Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The hourly rate range for this position is $33.00 - $54.02. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.