Senior Administrative Assistant jobs at Cedars-Sinai - 357 jobs

The Senior Administrative Assistant performing a broad range of administrative duties to support the facilitation of administrative workflow within the department. This individual may support one or more staff members and/or management. Duties and Responsibilities: Screens and prioritizes calls and appointments; routes inquiries to other levels of the organization as appropriate. Maintains the calendar, schedules appointments and meetings, and makes travel arrangements. Plans meetings and social events by coordinating meeting rooms, arranges the catering, entertainment, inviting attendees, facilitating their attendance, and ensuring that required informational materials and equipment are provided. Formats, types and edit correspondence, narrative and statistical memoranda, reports, and presentation materials. Composes minutes of meetings and routine business correspondence. Establishes and maintains filing system and records for the office. Prepares slides and charts, researches, captures, sorts, compiles, and coordinates information from files, from other departments and offices, from outside organizations for special reports, presentations, and information requests. As needed provides assistance to other key executive staff. Distributes and disseminates information within the department. Orders supplies and arranges for equipment maintenance. Submits, monitors and tracks invoices, reimbursements, and supply management. May assist with preparation and submission of expense reports. May act as or support the Safety Representative and/or Kronos editor within the department. Education: High school diploma/GED required. Associate degree/college in Business, Accounting, Healthcare Administration, Communications preferred. Experience: Three (3) years of progressive experience in Administration environment preferably supporting executive level required.

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. Key Responsibilities: 1. Administrative Support: Manage billing and personal finances for a family business Oversee payment schedules for household staff Coordinate meetings, appointments, travel arrangements, and conference calls Liaise with internal and external stakeholders, including clients, vendors, and board members Maintain an organized filing system of paper and electronic documents 2. Meeting Coordination: Schedule and coordinate meetings and events, including preparing agendas, taking minutes, and following up on action items Ensure executives are well-prepared for meetings, including providing necessary materials and briefing notes 3. Travel Management: Arrange complex and detailed travel plans, itineraries, and agendas Compile documents for travel-related meetings. 4. Communication: Screen and direct incoming calls and emails; prioritize and respond appropriately Draft and edit correspondence, reports, and presentations Act as a point of contact between executives and internal/external clients 5. Personal Finances: Monitor daily activity of AMEX for CEO and staff Ensure payments are made, credit card limits are managed, and receipts are collected Put together a monthly reconciliation report for company and personal expenses 6. Office Management: Work with Office Manager to ensure office supplies and manage vendor relationships Ensure the CEO's office environment is organized and functional Skills and Qualifications: Bachelor's degree in Business Administration, Communications, or related field preferred Additional qualifications as an Accounting Assistant or Administrative Assistant are a plus Minimum of 5 years experience in an executive assistant role or similar capacity Experience in managing multiple priorities, administrative coordination, and logistics Exceptional organizational and time management skills Strong verbal and written communication abilities Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Ability to multitask and prioritize tasks effectively High degree of discretion and confidentiality Professional demeanor and strong interpersonal skills Ability to work independently with minimal supervision

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. Responsibilities Answer phones Filing On-boarding of new hires Assist in monthly financial reporting Vendor compliance reporting (W-9 & COI) Audit employee lease bonuses Audit resident lease contracts Provide software support and administrative needs Qualifications 2 + years of recent Administrative Assistant experience supporting departments and managers Strong interpersonal, customer service and communication skills Professional and positive Ability to multitask and take initiative Proficient in Microsoft Office suite (Word, Excel, Outlook and PowerPoint) High level of attention to detail and organization More Flexible hours Full-time benefits to include health insurance, paid holidays, sick time, vacation time, 401 (k) matching and auto allowance $25 per hour depending on experience and qualifications

Senior Executive Assistant to the COO The Senior Executive Assistant provides high-level, strategic administrative support to the Chief Operating Officer (COO) and plays a critical role in supporting the broader Research & Development (R&D) and Operations organizations. This position is essential to optimizing executive effectiveness, managing complex priorities, and ensuring seamless coordination across senior leadership, cross-functional teams, and external stakeholders. The ideal candidate is proactive, highly organized, discreet, and thrives in a fast-paced, dynamic environment. Key Responsibilities Provide comprehensive executive administrative support to the COO, enabling focus on strategic priorities and operational excellence Support the broader R&D and Operations leadership teams through coordination, scheduling, and administrative partnership as needed Optimize executive workflows and proactively streamline schedules for maximum efficiency and impact Manage highly dynamic calendars, serving as a trusted gatekeeper while balancing business priorities, sensitive matters, and urgent requests Anticipate executive needs and proactively resolve scheduling conflicts and last-minute changes with professionalism and discretion Prepare, coordinate, and support internal and external meetings, ensuring leaders are well-prepared and debriefed to maximize effectiveness Partner closely with senior leaders and cross-functional stakeholders across R&D and Operations to facilitate communication and alignment Plan and manage complex travel arrangements (domestic and international; commercial and private) and manage expense reporting Maintain a strong understanding of business context, operational priorities, and R&D initiatives to provide informed, strategic support Serve as a trusted liaison on behalf of the COO and leadership team, cultivating strong relationships across the organization Collaborate with the broader Executive Assistant team on special projects, strategic initiatives, and coverage as needed Assist with planning and execution of team and/or company events, executive offsites, and leadership retreats Handle highly confidential information with the utmost discretion and integrity Required Qualifications 5+ years of experience supporting C-level or senior executives, preferably within technology, manufacturing, or life sciences industries Exceptional time management, organizational, and prioritization skills Strong interpersonal skills with the ability to build trust and credibility at all levels, including senior leadership and cross-functional partners Excellent verbal and written communication skills Proven ability to manage multiple priorities and projects simultaneously in a fast-paced environment Demonstrated problem-solving skills and sound judgment, with the ability to escalate issues appropriately High attention to detail and commitment to accuracy Ability to work independently with minimal supervision while remaining highly responsive; works with urgency Resilient, adaptable, and willing to step in where needed to support team and business needs Experience with expense management, complex travel coordination, and presentation development Demonstrated track record of professional success and a positive, can-do attitude Preferred Experience Bachelor's degree or equivalent experience, preferred Experience supporting complex organizations such as R&D, Operations, Engineering, or Manufacturing, preferred Prior experience working with senior leadership teams and cross-functional stakeholders, strongly preferred Candidates must have current authorization to work in the United States without the need for present or future sponsorship. Non-Field Based Employees are required to be onsite Monday-Thursday (Friday work from home). Depending on the role, some employees may be required to be 100% onsite. You may be required from time to time to visit and work at PacBio locations and for such times as the Company considers necessary for the proper performance of your duties. All listed tasks and responsibilities are deemed as essential functions to this position; however, business conditions may require reasonable accommodations for additional tasks and responsibilities. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, protected veteran status, or on the basis of disability, gender identity, and sexual orientation. #LI-Onsite Salary Range: $128,800.00 - $193,200.00 To all Staffing and Recruiting Agencies: Our Careers Site is only for individuals seeking a job at PacBio. Staffing and recruiting agencies and individuals being represented by an agency are not authorized to use this site or to submit profiles, applications or resumes, and any such submissions will be considered unsolicited. PacBio does not accept unsolicited resumes or applications from agencies. Please do not forward resumes to our jobs alias, PacBio employees or any other company location. PacBio is not responsible for any fees related to unsolicited resumes/applications. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, protected veteran status, or on the basis of disability, gender identity, and sexual orientation. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact us at ************, or ****************************** for assistance. Visit our following pages for more information on: FAQs Benefits Culture Equal Opportunity Employment

Senior Executive Assistant to the COO The Senior Executive Assistant provides high-level, strategic administrative support to the Chief Operating Officer (COO) and plays a critical role in supporting the broader Research & Development (R&D) and Operations organizations. This position is essential to optimizing executive effectiveness, managing complex priorities, and ensuring seamless coordination across senior leadership, cross-functional teams, and external stakeholders. The ideal candidate is proactive, highly organized, discreet, and thrives in a fast-paced, dynamic environment. Key Responsibilities * Provide comprehensive executive administrative support to the COO, enabling focus on strategic priorities and operational excellence * Support the broader R&D and Operations leadership teams through coordination, scheduling, and administrative partnership as needed * Optimize executive workflows and proactively streamline schedules for maximum efficiency and impact * Manage highly dynamic calendars, serving as a trusted gatekeeper while balancing business priorities, sensitive matters, and urgent requests * Anticipate executive needs and proactively resolve scheduling conflicts and last-minute changes with professionalism and discretion * Prepare, coordinate, and support internal and external meetings, ensuring leaders are well-prepared and debriefed to maximize effectiveness * Partner closely with senior leaders and cross-functional stakeholders across R&D and Operations to facilitate communication and alignment * Plan and manage complex travel arrangements (domestic and international; commercial and private) and manage expense reporting * Maintain a strong understanding of business context, operational priorities, and R&D initiatives to provide informed, strategic support * Serve as a trusted liaison on behalf of the COO and leadership team, cultivating strong relationships across the organization * Collaborate with the broader Executive Assistant team on special projects, strategic initiatives, and coverage as needed * Assist with planning and execution of team and/or company events, executive offsites, and leadership retreats * Handle highly confidential information with the utmost discretion and integrity Required Qualifications * 5+ years of experience supporting C-level or senior executives, preferably within technology, manufacturing, or life sciences industries * Exceptional time management, organizational, and prioritization skills * Strong interpersonal skills with the ability to build trust and credibility at all levels, including senior leadership and cross-functional partners * Excellent verbal and written communication skills * Proven ability to manage multiple priorities and projects simultaneously in a fast-paced environment * Demonstrated problem-solving skills and sound judgment, with the ability to escalate issues appropriately * High attention to detail and commitment to accuracy * Ability to work independently with minimal supervision while remaining highly responsive; works with urgency * Resilient, adaptable, and willing to step in where needed to support team and business needs * Experience with expense management, complex travel coordination, and presentation development * Demonstrated track record of professional success and a positive, can-do attitude Preferred Experience * Bachelor's degree or equivalent experience, preferred * Experience supporting complex organizations such as R&D, Operations, Engineering, or Manufacturing, preferred * Prior experience working with senior leadership teams and cross-functional stakeholders, strongly preferred Candidates must have current authorization to work in the United States without the need for present or future sponsorship. Non-Field Based Employees are required to be onsite Monday-Thursday (Friday work from home). Depending on the role, some employees may be required to be 100% onsite. You may be required from time to time to visit and work at PacBio locations and for such times as the Company considers necessary for the proper performance of your duties. All listed tasks and responsibilities are deemed as essential functions to this position; however, business conditions may require reasonable accommodations for additional tasks and responsibilities. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, protected veteran status, or on the basis of disability, gender identity, and sexual orientation. #LI-Onsite Salary Range: $128,800.00 - $193,200.00 To all Staffing and Recruiting Agencies: Our Careers Site is only for individuals seeking a job at PacBio. Staffing and recruiting agencies and individuals being represented by an agency are not authorized to use this site or to submit profiles, applications or resumes, and any such submissions will be considered unsolicited. PacBio does not accept unsolicited resumes or applications from agencies. Please do not forward resumes to our jobs alias, PacBio employees or any other company location. PacBio is not responsible for any fees related to unsolicited resumes/applications. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, protected veteran status, or on the basis of disability, gender identity, and sexual orientation. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact us at ************, or ****************************** for assistance. Visit our following pages for more information on: * FAQs * Benefits * Culture * Equal Opportunity Employment

Full Time 4502 Medical Dr. Professional Non-Nursing Day Shift $22.10 - $38.25 /RESPONSIBILITIES Provides skilled and efficient administrative support and office management assistance for one or more senior member of the Executive Staff. Assures the prompt performance of duties, the recognition of priorities, and the sensitivity of matters involved. Interacts with employees at all levels of the organization, physicians, patients, Board members, public officials, and members of the community-at-large. EDUCATION/EXPERIENCE Two years college education or business school is required. Bachelor's degree in business, management or related field is preferred. At least seven years experience in secretarial positions is required. Experience in a hospital/medical and/or local government environment is preferred.

Thank you for considering a career at Ensemble Health Partners! Ensemble Health Partners is a leading provider of technology-enabled revenue cycle management solutions for health systems, including hospitals and affiliated physician groups. They offer end-to-end revenue cycle solutions as well as a comprehensive suite of point solutions to clients across the country. Ensemble keeps communities healthy by keeping hospitals healthy. We recognize that healthcare requires a human touch, and we believe that every touch should be meaningful. This is why our people are the most important part of who we are. By empowering them to challenge the status quo, we know they will be the difference! O.N.E Purpose: Customer Obsession: Consistently provide exceptional experiences for our clients, patients, and colleagues by understanding their needs and exceeding their expectations. Embracing New Ideas: Continuously innovate by embracing emerging technology and fostering a culture of creativity and experimentation. Striving for Excellence: Execute at a high level by demonstrating our “Best in KLAS” Ensemble Difference Principles and consistently delivering outstanding results. The Opportunity: CAREER OPPORTUNITY OFFERING: Bonus Incentives Paid Certifications Tuition Reimbursement Comprehensive Benefits Career Advancement This position starts at $69,400 By embodying our core purpose of customer obsession, new ideas, and driving innovation, and delivering excellence, you will help ensure that every touchpoint is meaningful and contributes to our mission of redefining the possible in healthcare. The Executive Assistant to an Ensemble Health Partners SG&A Executive is responsible for providing comprehensive administrative and coordination support. This dynamic position requires the ability to anticipate needs, think critically, manage projects, and offer solutions to problems with a high level of professionalism and confidentiality. Responsibilities: Customer Obsession: Consistently provide exceptional experiences for our clients, patients, and colleagues by understanding their needs and exceeding their expectations. Embracing New Ideas: Continuously innovate by embracing emerging technology and fostering a culture of creativity and experimentation. Striving for Excellence: Execute at a high level by demonstrating our “Best in KLAS” Ensemble Difference Principles and consistently delivering outstanding results. Provide comprehensive calendar management for SG&A Executive Act as a liaison and provide support for the Executive's department. Complete a broad variety of administrative tasks that facilitate the Executive's ability to effectively lead their departments including but not limited to; project planning, presentation production, minute taking during meetings, action tracking. Serve as a primary point of contact for internal and external constituencies on all matters pertaining to the SG&A Executive Work closely with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Maintain open communications with the entire executive team as well as the associates that support them. Coordinate team related activities including but not limited to, Weekly & Monthly Team Meetings, Outings, Retreats, etc. Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the executive, their staff, and peers. Manage the SG&A Executive's travel and reimbursable expenses. Provide event management support as requested. Provide hospitality to all guests and help to create a welcoming environment. Build long-lasting relationships with both external and internal stakeholders. Experience We Love: Strong ability to execute work with a diversity, equity, and inclusion lens. Significant executive support experience, including supporting C-level executives. Expert proficiency with Microsoft Office; adept in using end-user technology solutions overall. Effective problem-solving skills. Strong verbal and written communication skills. Exceptional organizational skills and impeccable attention to detail. High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, clients, investors, etc. Make appropriate, informed decisions regarding priorities and available time. Ability to complete a high volume of tasks and projects with little or no guidance. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. Able to maintain a high level of integrity and discretion in handling confidential information. Excellent judgment is essential. Ability to switch gears at a moment's notice. Ability to travel if requested by the executive leader you support. Thrive in an intense, do-it-yourself, start-up minded environment. Ability to work well within a cross-functional team environment. 1-2 years of healthcare experience, preferred Minimum Education: Bachelors Degree or Equivalent Experience Required Certifications: HFMA Certified Revenue Cycle Representative (CRCR) within 9 months of hire #LI-LL1 #LI-REMOTE Join an award-winning company Five-time winner of “Best in KLAS” 2020-2022, 2024-2025 Black Book Research's Top Revenue Cycle Management Outsourcing Solution 2021-2024 22 Healthcare Financial Management Association (HFMA) MAP Awards for High Performance in Revenue Cycle 2019-2024 Leader in Everest Group's RCM Operations PEAK Matrix Assessment 2024 Clarivate Healthcare Business Insights (HBI) Revenue Cycle Awards for strong performance 2020, 2022-2023 Energage Top Workplaces USA 2022-2024 Fortune Media Best Workplaces in Healthcare 2024 Monster Top Workplace for Remote Work 2024 Great Place to Work certified 2023-2024 Innovation Work-Life Flexibility Leadership Purpose + Values Bottom line, we believe in empowering people and giving them the tools and resources needed to thrive. A few of those include: Associate Benefits - We offer a comprehensive benefits package designed to support the physical, emotional, and financial health of you and your family, including healthcare, time off, retirement, and well-being programs. Our Culture - Ensemble is a place where associates can do their best work and be their best selves. We put people first, last and always. Our culture is rooted in collaboration, growth, and innovation. Growth - We invest in your professional development. Each associate will earn a professional certification relevant to their field and can obtain tuition reimbursement. Recognition - We offer quarterly and annual incentive programs for all employees who go beyond and keep raising the bar for themselves and the company. Ensemble Health Partners is an equal employment opportunity employer. It is our policy not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender, gender identity, religion, national origin, age, disability, military or veteran status, genetic information or any other basis protected by applicable federal, state, or local laws. Ensemble Health Partners also prohibits harassment of applicants or employees based on any of these protected categories. Ensemble Health Partners provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law. If you require accommodation in the application process, please contact *****************. This posting addresses state specific requirements to provide pay transparency. Compensation decisions consider many job-related factors, including but not limited to geographic location; knowledge; skills; relevant experience; education; licensure; internal equity; time in position. A candidate entry rate of pay does not typically fall at the minimum or maximum of the role's range. EEOC - Know Your Rights FMLA Rights - English La FMLA Español E-Verify Participating Employer (English and Spanish) Know your Rights

Mavericks Wanted When was the last time you achieved the impossible? If that thought feels overwhelming, you might want to pause here, but if it sparks excitement...read on In 2015, we pioneered a “moneyball for biotech” approach, pooling projects and promising early-stage research from academia together under one financial umbrella to reduce risk and unleash innovation. This model allows science and small teams of experts to lead the way. We build bridges to groundbreaking advancements in rare disease, and develop life-changing medicines for patients with unmet needs as fast as humanly possible. Together we define white space, push boundaries and empower people to solve problems. If you're someone who defies convention, join us and work alongside some of the most respected minds in the industry. Together, we'll ask "why not?" and help reengineer the future of biopharma. What You'll Do We're looking for a highly organized and tech-savvy Senior Executive Assistant to support the EVP, Corporate Development, and provide coordination support for the Chief People Officer. This is a hands-on role for someone who thrives in a fast-paced environment, is comfortable with executive-level communication, and embraces modern tools (including AI productivity platforms) to drive efficiency. You'll manage the EVP's high-volume calendar, support key meetings, and coordinate larger scheduling and projects across the People, IT, and Facilities teams. Responsibilities Support for the EVP, Corporate Development Manage the EVP's complex calendar, prioritizing meetings, resolving conflicts, and ensuring alignment with strategic priorities Coordinate domestic and international travel, prepare detailed itineraries, and manage expense reporting through Concur Prepare, proofread, and edit materials, presentations, and reports for executive meetings Track decisions, deliverables, and follow-ups from meetings to ensure accountability Provide onboarding support for new vendors and agencies when needed, ensuring they have the proper access and documents/enablement required to get them up and running Serve as the primary liaison between the EVP and internal/external stakeholders Handle confidential information with professionalism and discretion Support for the Chief People Officer and cross-functional teams Coordinate scheduling for larger or time-sensitive meetings involving leaders from People, IT, and Facilities Manage logistics for People, IT, and Facilities leadership meetings, off-sites, and events, including agendas, AV, catering, and materials Support cross-functional initiatives and projects requiring senior-level coordination Partner with other administrative staff to maintain consistency and coverage across departments Where You'll Work This is an onsite position that requires being in the office in our Palo Alto and San Francisco locations to provide hands-on support, manage in-person meetings, and maintain a close connection with both executives and their teams. Who You Are Bachelor's degree and at least 7-10 years of experience supporting senior executives Proven ability to manage multiple high-priority tasks in a dynamic environment Exceptional organization, judgment, and follow-through Advanced proficiency in Microsoft Office (Word, PowerPoint, Excel) and collaboration tools (Teams, Zoom) Demonstrated experience using AI productivity tools such as ChatGPT, Microsoft Copilot, and Claude to enhance workflow, drafting scheduling, and communication Strong written and verbal communication skills High level of integrity and discretion in handling confidential information A proactive, positive attitude and the ability to anticipate needs before they arise Rewarding Those Who Make the Mission Possible We have high expectations for our team members. We make sure those working hard for patients are rewarded and cared for in return. Financial Benefits: Market leading compensation 401K with 100% employer match on first 3% & 50% on the next 2% Employee stock purchase program Pre-tax commuter benefits Referral program with $2,500 award for hired referrals Health & Wellbeing: Comprehensive health care with 100% premiums covered - no cost to you and dependents Mental health support via Spring Health (6 therapy sessions & 6 coaching sessions) Hybrid work model - employees have the autonomy in where and how they do their work Unlimited flexible paid time off - take the time that you need Paid parental leave - 4 months for birthing parents & 2 months for non-birthing parents Flex spending accounts & company-provided group term life & disability Subsidized lunch via Forkable on days worked from our office Skill Development & Career Paths: People are part of our growth and success story - from discovery to active drug trials and FDA pipelines, there are endless opportunities for skill development and internal mobility We provide career pathing through regular feedback, continuous education and professional development programs via LinkedIn Learning, LifeLabs, Spring Health & BetterUp Coaching We celebrate strong performance with financial rewards, peer-to-peer recognition, and growth opportunities #LI-SS1 At BridgeBio, we strive to provide a market-competitive total rewards package, including base pay, an annual performance bonus, company equity, and generous health benefits. Below is the anticipated salary range for candidates for this role who will work in California. The final salary offered to a successful candidate will depend on several factors that may include but are not limited to the type and length of experience within the job, type, and length of experience within the industry, educational background, location of residence and performance during the interview process. BridgeBio is a multi-state employer, and this salary range may not reflect positions based in other states. Salary $115,000 - $165,000 USD

Mavericks Wanted When was the last time you achieved the impossible? If that thought feels overwhelming, you might want to pause here, but if it sparks excitement...read on In 2015, we pioneered a "moneyball for biotech" approach, pooling projects and promising early-stage research from academia together under one financial umbrella to reduce risk and unleash innovation. This model allows science and small teams of experts to lead the way. We build bridges to groundbreaking advancements in rare disease, and develop life-changing medicines for patients with unmet needs as fast as humanly possible. Together we define white space, push boundaries and empower people to solve problems. If you're someone who defies convention, join us and work alongside some of the most respected minds in the industry. Together, we'll ask "why not?" and help reengineer the future of biopharma. What You'll Do We're looking for a highly organized and tech-savvy Senior Executive Assistant to support the EVP, Corporate Development, and provide coordination support for the Chief People Officer. This is a hands-on role for someone who thrives in a fast-paced environment, is comfortable with executive-level communication, and embraces modern tools (including AI productivity platforms) to drive efficiency. You'll manage the EVP's high-volume calendar, support key meetings, and coordinate larger scheduling and projects across the People, IT, and Facilities teams. Responsibilities Support for the EVP, Corporate Development * Manage the EVP's complex calendar, prioritizing meetings, resolving conflicts, and ensuring alignment with strategic priorities * Coordinate domestic and international travel, prepare detailed itineraries, and manage expense reporting through Concur * Prepare, proofread, and edit materials, presentations, and reports for executive meetings * Track decisions, deliverables, and follow-ups from meetings to ensure accountability * Provide onboarding support for new vendors and agencies when needed, ensuring they have the proper access and documents/enablement required to get them up and running * Serve as the primary liaison between the EVP and internal/external stakeholders * Handle confidential information with professionalism and discretion Support for the Chief People Officer and cross-functional teams * Coordinate scheduling for larger or time-sensitive meetings involving leaders from People, IT, and Facilities * Manage logistics for People, IT, and Facilities leadership meetings, off-sites, and events, including agendas, AV, catering, and materials * Support cross-functional initiatives and projects requiring senior-level coordination * Partner with other administrative staff to maintain consistency and coverage across departments Where You'll Work This is an onsite position that requires being in the office in our Palo Alto and San Francisco locations to provide hands-on support, manage in-person meetings, and maintain a close connection with both executives and their teams. Who You Are * Bachelor's degree and at least 7-10 years of experience supporting senior executives * Proven ability to manage multiple high-priority tasks in a dynamic environment * Exceptional organization, judgment, and follow-through * Advanced proficiency in Microsoft Office (Word, PowerPoint, Excel) and collaboration tools (Teams, Zoom) * Demonstrated experience using AI productivity tools such as ChatGPT, Microsoft Copilot, and Claude to enhance workflow, drafting scheduling, and communication * Strong written and verbal communication skills * High level of integrity and discretion in handling confidential information * A proactive, positive attitude and the ability to anticipate needs before they arise Rewarding Those Who Make the Mission Possible We have high expectations for our team members. We make sure those working hard for patients are rewarded and cared for in return. Financial Benefits: * Market leading compensation * 401K with 100% employer match on first 3% & 50% on the next 2% * Employee stock purchase program * Pre-tax commuter benefits * Referral program with $2,500 award for hired referrals Health & Wellbeing: * Comprehensive health care with 100% premiums covered - no cost to you and dependents * Mental health support via Spring Health (6 therapy sessions & 6 coaching sessions) * Hybrid work model - employees have the autonomy in where and how they do their work * Unlimited flexible paid time off - take the time that you need * Paid parental leave - 4 months for birthing parents & 2 months for non-birthing parents * Flex spending accounts & company-provided group term life & disability * Subsidized lunch via Forkable on days worked from our office Skill Development & Career Paths: * People are part of our growth and success story - from discovery to active drug trials and FDA pipelines, there are endless opportunities for skill development and internal mobility * We provide career pathing through regular feedback, continuous education and professional development programs via LinkedIn Learning, LifeLabs, Spring Health & BetterUp Coaching * We celebrate strong performance with financial rewards, peer-to-peer recognition, and growth opportunities #LI-SS1

The Sr. Executive Assistant - Division Coordinator is a trusted assistant to the executive team, providing high-level administrative and strategic support that enables executive effectiveness and organizational alignment. This role operates at the intersection of leadership and operations-managing complex calendars, facilitating key initiatives, and ensuring that executive intent is translated into day-to-day clarity and action.This is a high-trust, high-impact role requiring exceptional judgment, discretion, and the ability to navigate sensitive matters and competing priorities. The ideal candidate is a mission-aligned professional who brings operational rigor, strong communication skills, and a proactive, polished, and solutions-oriented approach to supporting executive leadership. Responsibilities Essential FunctionsExecutive Support & Calendar Management:• Strategically manage and prioritize c-suite executives' calendars, aligning engagements with quarterly objectives and organizational priorities.• Coordinate and optimize a hybrid meeting ecosystem (virtual, in-person, cross-departmental), including premeeting briefs, agenda development, stakeholder communications, and post-meeting follow-up.• Capture meeting notes, track decisions and action items, and ensure follow-through on deliverables with appropriate discretion and urgency.• Serve as a liaison between the Clinical Services Office and internal/external stakeholders, ensuring executive visibility and responsiveness.Executive Coordination and Strategic Support:• Partner on high-priority projects and initiatives led by Clinical Services and Operation's executives, contributing administrative capacity, operational foresight, and timely execution.• Provide emergency backup support to other Executive Assistants or division coordinators during critical absences or high-priority needs to ensure continuity of executive operations.• Coordinate executive travel logistics, internal communications, and event planning with professionalism and foresight.• Assist with onboarding of new administrative staff, Clinical Services and Operational leaders ensuring a seamless and high-standard introduction to Central Health's systems and culture.• Offer informal guidance to fellow administrative staff when appropriate, helping foster a collaborative and mission-focused administrative community.Expense Management & Budget Support:• Reconcile and process monthly business expenses for designated leaders, ensuring accuracy, timeliness, and compliance with internal financial controls.• Coordinate coding and submission of purchase requests and financial documentation across departments.• Maintain confidentiality and document integrity in accordance with legal and organizational guidelines. Knowledge, Skills and Abilities: * Best practices in customer service, executive assistance, office management, and business administration functions. * Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. * Proficiency in database, spreadsheet, scheduling/calendaring, and word processing applications. * Must have good writing and verbal communication skills. * Must be proactive and anticipate changes to schedules and processes. * Administrative and clerical procedures and systems such as word processing systems, filing and records management systems, note-taking, transcription, and other office procedures and terminology. * Confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information. * Records management processes and/or methods for inventorying, verifying, logging, preparing, filming/scanning, and filing of records. Skill in: * Strong problem-solving skills with effective follow through, analyzing information and evaluating results to choose the best solution and solve problems. * Strong listening, verbal, presentation, and written communication skills. Listening to what other people are saying and asking questions to clarify or gather more information. * Strong emotional intelligence and respect for internal and external stakeholders and co-workers. * Knowing how to find information and identifying essential information. * Performing complex operations in Microsoft Office 365, Adobe Acrobat Pro, web-based software applications, and the internet. * Performing executive administrative functions including scheduling travel, meeting planning, and coordinating calendar activities. * Actively learning by working with new material or information to grasp its implications. * Actively looking for ways to help people, establishing and maintaining effective working relationships. * Managing one's own time and the time of others. * Taking and/or transcribing notes of meetings. * Finding ways to structure or classify multiple pieces of information. * Identifying and utilizing resources to complete tasks. Ability to: * Efficiently shift back and forth between two or more activities or sources of information. * Regularly and effectively manage competing priorities and meet deadlines. * Develop strong interpersonal skills with the ability to interface effectively both externally and internally with a wide range of people in a professional manner. * Correctly follow a given rule or set of rules to arrange things or actions in a certain order including procedures, orders, or logical operations. * Develop approaches for implementing an idea. * Utilize independent discretion and judgment. * Exhibit a sense of urgency when resolving problems and working with critical deadlines. * Exhibit a calm and flexible attitude in a fast-paced, swiftly changing environment. Qualifications Minimum Education: * High School Diploma or equivalent (higher degree accepted) Minimum Experience: * 6 years of administrative experience supporting managers, directors and executives with complex meeting and calendar needs. Sixty (60) college hours may substitute for up to two years of work experience.

Job Description Apply Here: ********************************************************************************** Kings View is a nonprofit leader in providing behavioral health services to the underserved community, is currently seeking a driven Senior Executive Assistant to join our mission to provide compassionate services to those with limited resources. Our ideal candidate will have a passion to promote social justice and societal awareness, respect for human dignity, and lead with integrity while listening and responding to the community in need. Senior Executive Assistant (523) Fresno, CA The Senior Executive Assistant is a high-level administrative professional who serves as the primary support to the Chief Executive Officer (CEO), ensuring the CEO's time, communications, and priorities are managed with accuracy, confidentiality, and strategic alignment. This role also provides executive-level support to the Executive Team and the KV/ KVF/ KVPS Board of Directors, maintaining the professionalism, efficiency, and coordination of the executive office. As a trusted partner to the CEO, the Senior Executive Assistant plays a critical role in managing the CEO's schedule, preparing communications, facilitating board operations, and acting as a liaison between the CEO and internal and external stakeholders. This position requires exceptional organizational and interpersonal skills, sound judgment, and the ability to thrive in a dynamic, fast-paced environment. Success in this role will be measured by the CEO's operational efficiency, board satisfaction, timeliness of deliverables, and proactive issue resolution. How will I contribute Serve as the primary administrative liaison and gatekeeper for the CEO, and KV/ KVF/ KVPS Board of Directors, managing communications, requests, and interactions with discretion and professionalism. Manage and optimize the CEO's complex calendar, ensuring alignment with organizational priorities and strategic goals. Coordinate travel, speaking engagements, and public appearances for the CEO; handle logistics, materials, and follow-up. Monitor and respond to CEO-related communications, ensuring timely, accurate, and appropriate correspondence. Prepare, edit, and distribute high-quality correspondence, reports, and presentations. Organize and manage all logistics for KV/ KVF/ KVPS Board and Committee meetings, including agenda development, packet distribution, AV setup, venue coordination, and hospitality. Facilitate coordination across Executive Team on behalf of CEO, supporting cross-functional initiatives and follow-ups. Monitor progress on executive and organizational priorities, ensuring the CEO is briefed, deadlines are met, and follow-up items are completed. Record, transcribe, and manage the approval process for meeting minutes for KV/ KVF/ KVPS Board, Committees, and Executive Team. Maintain up-to-date KV/ KVF/ KVPS Board records, including rosters, calendars, directories, and Committee assignments. Support KV/ KVF/ KVPS Board member onboarding, including the development and maintenance of Board Information and orientation materials. Monitor, triage, and respond to CEO- and Board-related correspondence in a professional and timely manner. Reconcile and process CEO-related expenses, reimbursements, and credit card reports, ensuring compliance with internal policies. Coordinate complex domestic travel for the CEO and select Board-related events. Manage the annual board calendar, ensuring timely preparation for compliance filings, board evaluations, and strategic plan updates. Maintain organized records and documentation for timely access, reporting, and compliance. Act as a liaison between the CEO and internal/external departments, staff, funders, and key partners to support organizational initiatives. Represent the CEO with diplomacy and professionalism in communications with board members, funders, county officials, and community partners. Maintain proficiency with project management and collaboration tools (e.g., Asana, Smartsheet, SharePoint) and ensure secure handling of confidential information in compliance with HIPAA and data protection policies Serve as a cultural ambassador and trusted confidant, modeling the CEO's values and fostering positive relationships across all levels of the organization Perform other duties as assigned to support the overall functioning and success of the program. What I bring Associate's Degree: Business Administration, Office Management, or a related field Drivers License Class C 5 years in an executive-level administrative support role, preferably supporting C-suite leadership; or comparable quantitative field or equivalent related work experience. Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience with calendar management, travel coordination, expense reporting, and preparing executive-level correspondence. Familiarity with virtual meeting platforms (e.g., Zoom, Teams). Understanding of organizational protocols and confidentiality best practices. Excellent organizational and time management skills. Ability to prioritize multiple tasks and meet deadlines under pressure. Strong written and verbal communication skills. Professional judgment and discretion when handling sensitive information. High level of professionalism and integrity. Adaptable and proactive problem-solver. Dependable, resourceful, and detail-oriented. Works well independently and collaboratively. Bachelor's degree preferred. Certifications such as Certified Administrative Professional (CAP) or Professional Administrative Certificate of Excellence (PACE) are a plus. The Benefits Medical, Dental, Vision Insurance Life and Long-Term Disability Insurance 401k plan Vacation time Twelve (12) Paid Holidays Education Reimbursement Program up to $1000 per year Referral Program Employee Assistance Program An environment of like-minded people reaching for the same goal Serving the underserved community A sense of purpose Who We Are Since 1951, Kings View leads the community in providing behavioral health services to the underserved population. We have a strong tradition of commitment, and we focus on serving rural communities where health resources are often limited. Our people treat the community with care and compassion. We stand by our cornerstone and philosophy of valuing each person's worth, dignity and wholeness in body, mind, and spirit. Our principal core values echo throughout the organization and into our patient-focused programs. At Kings View we are dedicated to continuing our demonstration in the unparalleled commitment to wellness and recovery within each community we serve. Join us and apply today.

Department: Administration Shift: First Shift (United States of America) Standard Weekly Hours: 40 The Senior Executive Assistant provides high-level, confidential administrative and clerical support to the hospital president, while also serving as a gatekeeper to prioritize and protect the executive team's time. Key responsibilities include expertly managing complex calendars; coordinating all meeting and travel logistics; producing professional reports, presentations, and correspondence (including meeting minutes); efficiently handling financial administration, such as expense management and reimbursements; and communicating with a wide range of individuals both internal and external to the company and system. Furthermore, this role coordinates and supports the implementation of campus policies, regular leadership meetings, special projects, and events. Qualifications: High School diploma, required Bachelor's degree in Business, Finance, Management, Public Administration, Management or closely related field, preferred 3-5 years professional executive assistant experience at board level required; 2 years board level event planning and 1 year project management experience preferred. Strong ability to work with all levels of staff and in a diverse environment; Able to perform job duties with minimum of direction and supervision; Self-motivated, energetic, confident, good communicator and able to use independent judgment when necessary; Exhibit professional demeanor & attitude; Strong verbal and written skills; Demonstrate intermediate and up to advanced proficiency in use of PC software, including MS Windows, Internet / Intranet and; experience using spreadsheets and graphics. About Us: Cook Children's is an equal opportunity employer. As such, Cook Children's offers equal employment opportunities without regard to race, color, religion, sex, age, national origin, physical or mental disability, pregnancy, protected veteran status, genetic information, or any other protected class in accordance with applicable federal laws. These opportunities include terms, conditions and privileges of employment, including but not limited to hiring, job placement, training, compensation, discipline, advancement and termination.

Department: Administration Shift: First Shift (United States of America) Standard Weekly Hours: 40 The Senior Executive Assistant provides high-level, confidential administrative and clerical support to the hospital president, while also serving as a gatekeeper to prioritize and protect the executive team's time. Key responsibilities include expertly managing complex calendars; coordinating all meeting and travel logistics; producing professional reports, presentations, and correspondence (including meeting minutes); efficiently handling financial administration, such as expense management and reimbursements; and communicating with a wide range of individuals both internal and external to the company and system. Furthermore, this role coordinates and supports the implementation of campus policies, regular leadership meetings, special projects, and events. Qualifications: * High School diploma, required * Bachelor's degree in Business, Finance, Management, Public Administration, Management or closely related field, preferred * 3-5 years professional executive assistant experience at board level required; 2 years board level event planning and 1 year project management experience preferred. * Strong ability to work with all levels of staff and in a diverse environment; Able to perform job duties with minimum of direction and supervision; Self-motivated, energetic, confident, good communicator and able to use independent judgment when necessary; Exhibit professional demeanor & attitude; Strong verbal and written skills; Demonstrate intermediate and up to advanced proficiency in use of PC software, including MS Windows, Internet / Intranet and; experience using spreadsheets and graphics. About Us: Cook Children's is an equal opportunity employer. As such, Cook Children's offers equal employment opportunities without regard to race, color, religion, sex, age, national origin, physical or mental disability, pregnancy, protected veteran status, genetic information, or any other protected class in accordance with applicable federal laws. These opportunities include terms, conditions and privileges of employment, including but not limited to hiring, job placement, training, compensation, discipline, advancement and termination.

+ Oakland, CA + Executive + AHS Executive Support + Full Time - Day + $44.15 - 73.56/Hour + Req #:42536-31572 + FTE:1 **Alameda Health System offers outstanding benefits that include:** + 100% employer health plan for employees and their eligible dependents + Unique benefit offerings that are partially or 100% employer paid + Rich and varied retirement plans and the ability to participate in multiple plans. + Generous paid time off plans **Role Overview:** Alameda Health System is hiring! Under general direction of the assigned C-Suite Executive, the Executive Assistant-Project Coordinator provides administrative, operational and organizational services as well prepares and implements a variety of studies and inquiries, maintains calendars, coordination of facility projects and coordinates and scheduling of meetings throughout Alameda Health System. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations. May screen and coordinate interviews for job applicants and orient new leadership employees; perform varied, complex and often confidential administrative support duties for the C-suite level executives of AHS. The incumbent serves as the Project Coordinator of critical programs and projects, as assigned by senior leadership. Performs other duties as assigned. **DUTIES & ESSENTIAL JOB FUNCTIONS:** NOTE: Following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification. Engages in the coordination and planning of operational projects, space utilization and administrative duties. Prepares and maintains detailed spreadsheets, presentations, and personnel requests. Coordinates timekeeping issues or submissions. Initiates correspondence for signature of the appropriate executive, receives incoming correspondence and attaches appropriate supporting documentation and distributes to as appropriate. Maintains accurate records and files related to work performed. Coordinates develop and administer correspondence, attendance minutes, agendas, and action items for assigned departments and committees. Performs office administrative activities such as organizing and maintaining administrative files and ordering office supplies and related equipment; maintains records of purchases. Plans, oversees, reviews, and implements administrative services supporting the executive's activities and functions. Schedules appointments and arranges conferences for the executive and other relevant staff; coordinates travel arrangements and preparing reimbursement requests. Create and update the website of assigned departments in collaboration with the public affairs department Instrumental in Coordinating the onboarding of leadership working in collaboration with recruitment and human resources. Maintains all communications vital to Nursing Leadership throughout the health system. Plans and conducts administrative or operational studies; determines information gathering processes; obtains required information for analysis; evaluates alternatives and makes recommendations; prepares reports and makes presentations. Plans, oversees, reviews, and personally performs a variety of administrative services in support of activities and functions. Prepares and compiles reports from various information systems and databases regarding complex, sensitive and confidential information to implement change for administrative concerns, policies, procedures, functions and operations. Represents and acts as liaison with other departments, representatives of other public and private organizations, program participants and the public; serves on a variety of committees and task forces as needed. Coordinates and administers personal service or consultant contracts; ensures that contract provisions are met and that appropriate approvals are received. Performs revenue and expenditure projections for department's budget; compiles figures, prepares justifications, and coordinates the budget development process; reviews expenditure reports, prepares internal reports and maintains inventory records. Assists the C-suite level executive staff member in managing departmental and associated budgets, including preparing and maintaining detailed spreadsheets, monitoring encumbrances, payments, and journal entries; analyzes budget requests and provides recommendations to the executive staff member. **MINIMUM QUALIFICATIONS:** Required Education: High School diploma or equivalent. Preferred Education: Master's Degree. Required Licenses/Certifications: Certification as a Project Management Professional PMP. Required Licenses/Certifications: Lean Six Sigma Certification: Green Belt. Required License/Certification: Education: Microsoft Office certification required within 12 months of hire, Expert Level. Required Experience: Six Five years office administrative experience; three years as an Executive Assistant II. Alameda Health System is an equal opportunity employer and does not discriminate against any employee or applicant for employment based on race, color, religion, national origin, age, gender, sex, ancestry, citizenship status, mental or physical disability, genetic information, sexual orientation, veteran status, or military background.

Your Job: In this highly technical, fast-paced, and rewarding position, you will collaborate with multidisciplinary team members to provide the very best care for our patients. The Assistant to Foundation President provides assistance and executive secretarial support services to the President of Methodist Health System Foundation for Methodist Health System. This position requires use of an intermediate to advanced level of office automation tools to include Microsoft Word, Excel, PowerPoint, and other software applications. Supports the mission, vision, values, and strategic goals of Methodist Health System. Education * College Degree preferred or Equivalent Experience Work Experience and Other Skills * Minimum of five years secretarial experience working with and reporting to upper level management. * Intermediate to advanced level of proficiency in computer skills using Microsoft Office. * Good knowledge of accounting terminology, business English, spelling, punctuation, and mathematics. * Able to professionally and effectively communicate (orally and in writing) with all levels. Your Job Responsibilities : Directly help, plan, organize, and execute the Foundation's committee and Board meetings * Strategic thinker to manage competing priorities * Resourceful problem solver, possessing initiative, sound judgement, and discretion * Skills, demeanor, and judgement to appropriately interact, on behalf of the Foundation President, directly with Foundation Board members and major donors to the Foundation * Capacity to support the periodic needs of the Foundation's senior leadership team * Competently provides advanced level of office technology trouble-shooting and problem solving * Ability to balance changing priorities, frequent interruptions, and time-sensitive deadlines. * Provides strategic assistance and executive-level secretarial support to the President of the Methodist Health System Foundation. Requires use of an intermediate to advanced level of office automation tools to include Microsoft Word, Excel, PowerPoint, and other software applications. * Supports the mission, vision, values, and strategic goals of Methodist Health System. Other Considerations: * Ability to handle confidential information discreetly. * Good organizational skills necessary to multi-task. * Team player * Self-motivated Methodist Health System is a faith-based organization with a mission to improve and save lives through compassionate, quality healthcare. For nearly a century, Dallas-based Methodist Health System has been a trusted choice for health and wellness. Named one of the fastest-growing health systems in America by Modern Healthcare, Methodist has a network of 12 hospitals (through ownership and affiliation) with nationally recognized medical services, such as a Level I Trauma Center, multi-organ transplantation, Level III Neonatal Intensive Care, neurosurgery, robotic surgical programs, oncology, gastroenterology, and orthopedics, among others. Methodist has more than two dozen clinics located throughout the region, renowned teaching programs, innovative research, and a strong commitment to the community. Our reputation as an award-winning employer shows in the distinctions we've earned: * TIME magazine Best Companies for Future Leaders, 2025 * Great Place to Work Certified, 2025 * Glassdoor Best Places to Work, 2025 * PressGaney HX Pinnacle of Excellence Award, 2024 * PressGaney HX Guardian of Excellence Award, 2024 * PressGaney HX Health System of the Year, 2024

Your Job: In this highly technical, fast-paced, and rewarding position, you will collaborate with multidisciplinary team members to provide the very best care for our patients. The Assistant to Foundation President provides assistance and executive secretarial support services to the President of Methodist Health System Foundation for Methodist Health System. This position requires use of an intermediate to advanced level of office automation tools to include Microsoft Word, Excel, PowerPoint, and other software applications. Supports the mission, vision, values, and strategic goals of Methodist Health System.Education College Degree preferred or Equivalent Experience Work Experience and Other Skills Minimum of five years secretarial experience working with and reporting to upper level management. Intermediate to advanced level of proficiency in computer skills using Microsoft Office. Good knowledge of accounting terminology, business English, spelling, punctuation, and mathematics. Able to professionally and effectively communicate (orally and in writing) with all levels. Your Job Responsibilities : Directly help, plan, organize, and execute the Foundation's committee and Board meetings Strategic thinker to manage competing priorities Resourceful problem solver, possessing initiative, sound judgement, and discretion Skills, demeanor, and judgement to appropriately interact, on behalf of the Foundation President, directly with Foundation Board members and major donors to the Foundation Capacity to support the periodic needs of the Foundation's senior leadership team Competently provides advanced level of office technology trouble-shooting and problem solving Ability to balance changing priorities, frequent interruptions, and time-sensitive deadlines. Provides strategic assistance and executive-level secretarial support to the President of the Methodist Health System Foundation. Requires use of an intermediate to advanced level of office automation tools to include Microsoft Word, Excel, PowerPoint, and other software applications. Supports the mission, vision, values, and strategic goals of Methodist Health System. Other Considerations: Ability to handle confidential information discreetly. Good organizational skills necessary to multi-task. Team player Self-motivated Methodist Health System is a faith-based organization with a mission to improve and save lives through compassionate, quality healthcare. For nearly a century, Dallas-based Methodist Health System has been a trusted choice for health and wellness. Named one of the fastest-growing health systems in America by Modern Healthcare , Methodist has a network of 12 hospitals (through ownership and affiliation) with nationally recognized medical services, such as a Level I Trauma Center, multi-organ transplantation, Level III Neonatal Intensive Care, neurosurgery, robotic surgical programs, oncology, gastroenterology, and orthopedics, among others. Methodist has more than two dozen clinics located throughout the region, renowned teaching programs, innovative research, and a strong commitment to the community. Our reputation as an award-winning employer shows in the distinctions we've earned: TIME magazine Best Companies for Future Leaders, 2025 Great Place to Work Certified™, 2025 Glassdoor Best Places to Work, 2025 PressGaney HX Pinnacle of Excellence Award, 2024 PressGaney HX Guardian of Excellence Award, 2024 PressGaney HX Health System of the Year, 2024

Alameda Health System offers outstanding benefits that include: * 100% employer health plan for employees and their eligible dependents * Unique benefit offerings that are partially or 100% employer paid * Rich and varied retirement plans and the ability to participate in multiple plans. * Generous paid time off plans Role Overview: Alameda Health System is hiring! Under general direction of the assigned C-Suite Executive, the Executive Assistant-Project Coordinator provides administrative, operational and organizational services as well prepares and implements a variety of studies and inquiries, maintains calendars, coordination of facility projects and coordinates and scheduling of meetings throughout Alameda Health System. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations. May screen and coordinate interviews for job applicants and orient new leadership employees; perform varied, complex and often confidential administrative support duties for the C-suite level executives of AHS. The incumbent serves as the Project Coordinator of critical programs and projects, as assigned by senior leadership. Performs other duties as assigned. DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: Following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification. Engages in the coordination and planning of operational projects, space utilization and administrative duties. Prepares and maintains detailed spreadsheets, presentations, and personnel requests. Coordinates timekeeping issues or submissions. Initiates correspondence for signature of the appropriate executive, receives incoming correspondence and attaches appropriate supporting documentation and distributes to as appropriate. Maintains accurate records and files related to work performed. Coordinates develop and administer correspondence, attendance minutes, agendas, and action items for assigned departments and committees. Performs office administrative activities such as organizing and maintaining administrative files and ordering office supplies and related equipment; maintains records of purchases. Plans, oversees, reviews, and implements administrative services supporting the executive's activities and functions. Schedules appointments and arranges conferences for the executive and other relevant staff; coordinates travel arrangements and preparing reimbursement requests. Create and update the website of assigned departments in collaboration with the public affairs department Instrumental in Coordinating the onboarding of leadership working in collaboration with recruitment and human resources. Maintains all communications vital to Nursing Leadership throughout the health system. Plans and conducts administrative or operational studies; determines information gathering processes; obtains required information for analysis; evaluates alternatives and makes recommendations; prepares reports and makes presentations. Plans, oversees, reviews, and personally performs a variety of administrative services in support of activities and functions. Prepares and compiles reports from various information systems and databases regarding complex, sensitive and confidential information to implement change for administrative concerns, policies, procedures, functions and operations. Represents and acts as liaison with other departments, representatives of other public and private organizations, program participants and the public; serves on a variety of committees and task forces as needed. Coordinates and administers personal service or consultant contracts; ensures that contract provisions are met and that appropriate approvals are received. Performs revenue and expenditure projections for department's budget; compiles figures, prepares justifications, and coordinates the budget development process; reviews expenditure reports, prepares internal reports and maintains inventory records. Assists the C-suite level executive staff member in managing departmental and associated budgets, including preparing and maintaining detailed spreadsheets, monitoring encumbrances, payments, and journal entries; analyzes budget requests and provides recommendations to the executive staff member. MINIMUM QUALIFICATIONS: Required Education: High School diploma or equivalent. Preferred Education: Master's Degree. Required Licenses/Certifications: Certification as a Project Management Professional PMP. Required Licenses/Certifications: Lean Six Sigma Certification: Green Belt. Required License/Certification: Education: Microsoft Office certification required within 12 months of hire, Expert Level. Required Experience: Six Five years office administrative experience; three years as an Executive Assistant II.

The Executive Assistant & Associate Chief of staff or administrative lead provides high-impact strategic and operational support to the Regional Hospital President and Regional Chief Medical Officer. This role orchestrates the regional operating cadence, drives follow-through on key initiatives, and serves as a communication and coordination hub across clinical and administrative teams. The ideal candidate combines discretion and executive presence with strong project management, data fluency, and a deep understanding of hospital operations and clinical governance. Key Responsibilities Executive Support & Gatekeeping (Dual-Executive) Manage complex calendars, prioritize strategic meetings, and protect focus time for both executives. Triages requests, routes workflows, and ensures decision readiness with concise briefs, context, options, and risks. Handle sensitive information with strict confidentiality and sound judgment. Strategic Alignment & Operating Rhythm Establish and run a disciplined regional cadence: leadership huddles, scorecard reviews, board/committee prep, medical staff meetings. Translate strategic priorities into execution plans with timelines, owners, metrics, and RACI clarity. Maintain an integrated executive view of initiatives and dependencies. Clinical Operations & Quality Liaison (Support to CMO) Coordinate quality/safety dashboards and summaries (e.g., mortality, infections, readmissions, patient safety events). Support accreditation readiness (Joint Commission/state), policy updates, corrective action plans, and survey logistics. Organize clinical governance (peer review, credentials/privileging, medical executive committee agendas, minutes, actions). Draft urgent clinical advisories and standardized communications. Market Operations & Growth (Support to President) Track access and throughput metrics (ED flow, LWBS, OR utilization, inpatient LOS) and summarize insights. Coordinate service line and network development meetings (physician groups, post-acute partners, payers). Prepare exec-ready summaries for productivity, cost initiatives, payer mix, and growth KPIs. Board, Medical Staff, and Governance Support Own timelines, drafting, and quality control for board/committee agendas, decks, and packets. Coordinate medical staff, quality, finance, and ethics committees, record minutes and track action items to closure. Provide status updates and decision logs to both executives. Communication & Stakeholder Engagement Ensure unified, consistent messaging across administrative and clinical leadership. Serve as liaison to physicians, nursing leaders, service line leads, payers, and community partners. Craft change-management communications and town hall materials for operational or clinical updates. Project & Program Management Run PMO-lite routines: project charters, timelines, risk/issue logs, stand-ups, and checkpoints. Align cross-functional teams (nursing, ancillary, IT, finance, facilities, physician groups) on deliverables. Identify bottlenecks, propose options, and schedule rapid-resolution huddles. Data, Analytics, and Decision Support Curate a unified executive scorecard (quality, safety, experience, access, growth, financials). Synthesize trends, root causes, and actionable recommendations; define targets and leading indicators. Track benefits realization of initiatives and escalate risks early. Meeting Management & Action Tracking Prepare agendas, pre-reads, decision memos; confirm objectives and expected outcomes. Maintain transparent action trackers with owners, deadlines, and dependencies. Issue meeting summaries within 24 hours, highlighting decisions, risks, and next steps. Administrative Excellence Manage complex travel and multi-site logistics; optimize costs and time. Process expenses timely and accurately; maintain budget awareness for executive offices. Ensure version control and secure storage of decks, policies, minutes, and sensitive files. Tools, Systems, and Enablement Own shared calendars, Teams channels, dashboards, trackers, and templates. Standardize and automate repetitive workflows (intake forms, status reports, scorecards). Maintain a living repository of decisions, SOPs, and governance artifacts. Qualifications/Preferred Education: Bachelor's degree preferred; Business, or related field preferred. Experience: 5+ years in executive support, project/program management, or operations in healthcare; experience supporting clinical leaders strongly preferred. Healthcare Knowledge: Familiarity with hospital operations, quality and safety programs, accreditation (e.g., Joint Commission), medical staff governance, and clinical workflows. Technical Skills: Advanced Microsoft 365 (Outlook, Teams, PowerPoint, Excel/SharePoint), dashboarding tools; basic data analysis and visualization proficiency. Communication: Exceptional written and verbal communication; executive-level presentation skills. BENEFITS Our competitive benefits package includes the following * Immediate eligibility for health and welfare benefits * 401(k) savings plan with dollar-for-dollar match up to 5% * Tuition Reimbursement * PTO accrual beginning Day 1 Note: Benefits may vary based upon position type and/or level QUALIFICATIONS * EDUCATION - Associate's or 2 years of work experience above the minimum qualification * EXPERIENCE - 5 Years of Experience

The Executive Assistant & Associate Chief of staff or administrative lead provides high-impact strategic and operational support to the Regional Hospital President and Regional Chief Medical Officer. This role orchestrates the regional operating cadence, drives follow-through on key initiatives, and serves as a communication and coordination hub across clinical and administrative teams. The ideal candidate combines discretion and executive presence with strong project management, data fluency, and a deep understanding of hospital operations and clinical governance. **Key Responsibilities** **Executive Support & Gatekeeping (Dual-Executive)** Manage complex calendars, prioritize strategic meetings, and protect focus time for both executives. Triages requests, routes workflows, and ensures decision readiness with concise briefs, context, options, and risks. Handle sensitive information with strict confidentiality and sound judgment. **Strategic Alignment & Operating Rhythm** Establish and run a disciplined regional cadence: leadership huddles, scorecard reviews, board/committee prep, medical staff meetings. Translate strategic priorities into execution plans with timelines, owners, metrics, and RACI clarity. Maintain an integrated executive view of initiatives and dependencies. **Clinical Operations & Quality Liaison (Support to CMO)** Coordinate quality/safety dashboards and summaries (e.g., mortality, infections, readmissions, patient safety events). Support accreditation readiness (Joint Commission/state), policy updates, corrective action plans, and survey logistics. Organize clinical governance (peer review, credentials/privileging, medical executive committee agendas, minutes, actions). Draft urgent clinical advisories and standardized communications. **Market Operations & Growth (Support to President)** Track access and throughput metrics (ED flow, LWBS, OR utilization, inpatient LOS) and summarize insights. Coordinate service line and network development meetings (physician groups, post-acute partners, payers). Prepare exec-ready summaries for productivity, cost initiatives, payer mix, and growth KPIs. **Board, Medical Staff, and Governance Support** Own timelines, drafting, and quality control for board/committee agendas, decks, and packets. Coordinate medical staff, quality, finance, and ethics committees, record minutes and track action items to closure. Provide status updates and decision logs to both executives. **Communication & Stakeholder Engagement** Ensure unified, consistent messaging across administrative and clinical leadership. Serve as liaison to physicians, nursing leaders, service line leads, payers, and community partners. Craft change-management communications and town hall materials for operational or clinical updates. **Project & Program Management** Run PMO-lite routines: project charters, timelines, risk/issue logs, stand-ups, and checkpoints. Align cross-functional teams (nursing, ancillary, IT, finance, facilities, physician groups) on deliverables. Identify bottlenecks, propose options, and schedule rapid-resolution huddles. **Data, Analytics, and Decision Support** Curate a unified executive scorecard (quality, safety, experience, access, growth, financials). Synthesize trends, root causes, and actionable recommendations; define targets and leading indicators. Track benefits realization of initiatives and escalate risks early. **Meeting Management & Action Tracking** Prepare agendas, pre-reads, decision memos; confirm objectives and expected outcomes. Maintain transparent action trackers with owners, deadlines, and dependencies. Issue meeting summaries within 24 hours, highlighting decisions, risks, and next steps. **Administrative Excellence** Manage complex travel and multi-site logistics; optimize costs and time. Process expenses timely and accurately; maintain budget awareness for executive offices. Ensure version control and secure storage of decks, policies, minutes, and sensitive files. **Tools, Systems, and Enablement** Own shared calendars, Teams channels, dashboards, trackers, and templates. Standardize and automate repetitive workflows (intake forms, status reports, scorecards). Maintain a living repository of decisions, SOPs, and governance artifacts. **Qualifications/Preferred** Education: Bachelor's degree preferred; Business, or related field preferred. Experience: 5+ years in executive support, project/program management, or operations in healthcare; experience supporting clinical leaders strongly preferred. Healthcare Knowledge: Familiarity with hospital operations, quality and safety programs, accreditation (e.g., Joint Commission), medical staff governance, and clinical workflows. Technical Skills: Advanced Microsoft 365 (Outlook, Teams, PowerPoint, Excel/SharePoint), dashboarding tools; basic data analysis and visualization proficiency. Communication: Exceptional written and verbal communication; executive-level presentation skills. **BENEFITS** Our competitive benefits package includes the following - Immediate eligibility for health and welfare benefits - 401(k) savings plan with dollar-for-dollar match up to 5% - Tuition Reimbursement - PTO accrual beginning Day 1 Note: Benefits may vary based upon position type and/or level **QUALIFICATIONS** - EDUCATION - Associate's or 2 years of work experience above the minimum qualification - EXPERIENCE - 5 Years of Experience As a health care system committed to improving the health of those we serve, we are asking our employees to model the same behaviours that we promote to our patients. As of January 1, 2012, Baylor Scott & White Health no longer hires individuals who use nicotine products. We are an equal opportunity employer committed to ensuring a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.