Executive Assistant

Position Summary:

With minimal supervision, provides administrative and complex analytical support to the executive-level staff requiring a high degree of discretion, judgment and initiative. Assignments involve work of a highly confidential and propriety nature, and require advanced knowledge of practices and procedures of the function, Company products, policies, and programs. Assignments are typically unique in nature, requiring independent investigation, determination of methods of research, data, information requirements, as well as analysis techniques.

Responsibilities may include:

- Assists one or more high-level Executives to perform daily job functions. Defines issues, analyzes problems, and implements solutions under existing general policies by researching facts and developing solutions.
- Works on special reports/projects, which may include data gathering and consolidation, through surveys, reports and other media. Prepares preliminary reports, using personal computer and word processing and/or spreadsheet software and other support material on data requests and other special studies, as needed. These projects may be in the areas of purchasing activities, account and invoice reconciliation, etc.
- May prepare and maintain budget for department. May generate reports related to budgeted or actual expenditures, and completes Monthly Budget Analysis (MBAs). Researches various financial items, such as invoices, purchase orders, check requests, wire transfers, budget to actual variances, etc., as directed. Audits MBAs received from groups in the department. Identifies errors and resolves issues as appropriate. Validates authorization approval levels and proper account coding for items requiring Executive approval.
- May maintain accurate documentation of departmental internal controls. May document any changes in processes and verify that all processes are accurately portrayed in the narratives and flow charts associated with the functions of the position. May assist in maintenance of respective software/application program, training of new employees and communicating with all users of respective software/application program.
- Compiles, composes, types, proofreads, edits, prints, and files memos, requisitions, correspondence, and other documents. Proofreads documents composed by others and recommends changes in spelling, grammar, punctuation, and clarity. Copies, distributes, sorts, and files documents.
- Serves as timekeeper. Enters timesheet data, verifies accuracy of data, prints timekeeping reports, and processes paperwork to change timesheet coding. Prepares reports detailing sick leave and paid time off used and accrued by their direct reports.
- Receives, opens, reads and sorts correspondence, (mail, FAX, e-mail). Answers telephone and handles personal contacts, both giving and receiving accurate facts. Determines actions needed, and notifies individual(s) of timing, type, and extent of action needed. Accumulates and/or develops relevant materials needed for action on items, where appropriate. Follows up with individual(s) regarding actions taken for each item. Distributes correspondence to appropriate individuals.

Minimum Qualifications:

- Five (5) years of related executive-level administrative support experience.
- HS diploma or GED.
- Advanced knowledge and extensive experience with computer software systems such as Microsoft Word, Excel, Access, PowerPoint; as well as Internet research and navigation. Minimum typing speed of 65 W.P.M.
- Excellent analytical and composition abilities required.
- Excellent organizational and multi-tasking abilities.
- Must exercise discretion and confidentiality with proprietary information.
- Thorough knowledge of general office practices, business document formats, telephone etiquette, and basic accounting principles.

Preferred Qualifications:

- 2 years of college level courses preferred.

Dignity Health Medical Foundation established in 1993 is a California nonprofit public benefit corporation with care centers throughout California.  Dignity Health Medical Foundation is an affiliate of Dignity Health - one of the largest health systems in the nation - with hospitals and care centers in California Arizona and Nevada. Today Dignity Health Medical Foundation works hand-in-hand with physicians and providers throughout California to provide comprehensive health care services to the many communities we serve. As Dignity Health Medical Foundation continues to grow and establish new premier care centers we provide increasing support and investment in the latest technologies finest physicians and state-of-the-art medical facilities. We strive to create purposeful work settings where staff can provide great care while advancing in knowledge and experience through challenging work assignments and stimulating relationships. Our staff is well-trained and highly skilled qualities that are vital to maintaining excellence in care and service.

One Community. One Mission. One California