Executive Assistant

This position is based in the Glendale Systems Office 

We are looking for an experienced Executive Assistant to support our senior executives.  The ideal candidate will be a self-starter who is detailed oriented, proactive and professional. The ability to interact with staff (at all levels) in a fast pace environment.  In this role you need to demonstrate a high level of professionalism and confidentiality is crucial. You will be the trusted partner to the leaders. 

IN THIS ROLE, YOU WILL

• Organizing current needs, anticipating potential conflicts, and handling sensitive business information.
• Maintain an accurate and detailed calendar, manage and log incoming scheduling requests, proactively communicate changes, as well as anticipate and respond to scheduling conflicts, rescheduling as needed.
• Track tasks and projects to ensure appropriate prioritization is completed with respect to deadlines and organizational developments.
• Track and reconcile monthly expense reports to ensuring expenses reports are completed and submitted in a timely manner.
• Manage logistics for internal and external meetings, including researching and preparing information for use in meetings and organizing schedules of multiple participants, including external participants, and ensuring meetings have the space and technology necessary.
• Handle logistics for meetings, including booking conference room space, organizing agendas, preparing materials, sending out Google question forms and feedback forms from meetings, and ensuring the availability of attendees
• Liaising with the executives, as well as departmental administrative and support staff.
• Answering and screening phone calls.
• Work collaboratively and provide back-up support to the Admin Team

Ideal candidate criteria

• Comfortable with Google Suite and Google Calendar
• Powerful time management and organization skills

• Sound judgment, maturity, and the ability to handle sensitive and confidential information with discretion
• A strong work ethic and positive attitude, with an independent disposition and a willingness to do what it takes to get the job done
• Professional and positive customer service-driven approach
• Superb interpersonal, written, and verbal communication skills
• Ability to work well in a small team
• Has worked with Board Members. 

We offer the following benefits to support you and your family:

• Free membership to our Care@Work program helping employees with childcare, pet care, or dependent adults
• Health/Dental/Vision Insurance
• Flexible spending accounts
• Voluntary Protection: Group Accident, Critical Illness, and Identity Theft
• Adoption Assistance
• Employee Assistance Program (EAP) for you and your family
• Paid Time Off (PTO)
• Tuition Assistance for career growth and development
• Matching Retirement Programs
• Wellness Program

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• Minimum five (5) years of secretarial experience supporting executive-level leaders.
• Graduation from a business school OR two years of college, experience may be substituted on a two-for-one basis.
• Hospital or related health care service is highly desirable, i.e., experience dealing with Administrators, physicians, patients, etc highly preferred
• Proficient with Google and Microsoft Office applications, Word, Excel, PowerPoint, Outlook
• Requires knowledge of correct business etiquette, English grammar, spelling, and punctuation
• Able to handle multiple projects simultaneously, while working to meet deadlines
• Basic knowledge of clerical operations, including filing systems, business correspondence, receptionist techniques, and report writing
• Ability to learn and interpret department and hospital policies; to handle sensitive and confidential information; the ability to follow complex directions both oral and written; the ability to plan, organize, and coordinate work.
• The ability to take responsibility and use good judgment to meet the public and other Medical Center departments in situations requiring tact, diplomacy and poise.
• The ability to demonstrate effective communication and interpersonal skills.

At the heart of CommonSpirit Health's ministry are the national office departments that provide the foundational support, resources, and expertise that empower local communities to focus on what they do best—caring for patients. Our teams bring together expertise in clinical excellence, operations, finance, human resources, legal, supply chain, technology, and mission integration.

Guided by our faith-based values, the national office fosters consistency, alignment, and innovation across CommonSpirit. By centralizing expertise and leveraging economies of scale, we enable each location to operate efficiently while maintaining flexibility to address unique local community needs. From advancing digital solutions to driving health equity, these departments extend the healing presence of humankindness everywhere we serve.

One Community. One Mission. One California