Executive Assistant to CEO (USC Arcadia Hospital) - Administration - Full Time 8 Hours Exempt

POSITION SUMMARY

Performs all necessary administrative, coordinative, secretarial support to the Hospital President & CEO, and the Chief Financial Officer (CFO), interchangeably referred to as the "Administrator", serves as the Assistant to Secretary for the Hospital Board of Directors. Must possess a high quality of interpersonal skills and the ability to communicate in a professional, appropriate and effective manner. Directly assumes all tasks necessary to facilitate smooth coordination of the day-to-day operations of the Administration Office. This position requires a high level of organization and coordination of all related management functions. Must have the ability to interface with top level Hospital personnel, members of the Board of Directors and Medical Staff.

ESSENTIAL JOB FUNCTIONS AND CORE RESPONSIBILITIES

• Provides a high level of support to the Administrator and Board of Directors and works effectively with all levels of Hospital management, Board of Directors and Medical Staff to assure accurate and timely communication and follow-through.
• Coordinates and schedules all Board meetings and the preparation of the agenda and other written documents. Takes attendance and accurate meeting minutes. Maintains accurate up-to-date files, records, reports and correspondence for the Board of Directors. Assists in board member orientation and tracks board member terms.
• Prepares effective and accurate correspondence, minutes, presentations, and reports; composes memos and reports as instructed. Transcribes from handwritten notes, shorthand. Types, formats, and proofreads a variety of materials including minutes of meetings, etc.
• Monitors Board compliance with Bylaws.
• Deals discreetly with large amounts of sensitive, confidential information concerning Hospital and board affairs, information contained in minutes, letters and other.
• Demonstrates good judgment in screening telephone calls for the Administrator, processes telephone information requests courteously and accurately. Inspires confidence from callers, visitors, and co-workers by remaining well-informed and always prepared. May investigate patient complaints as appropriate and make recommendations for resolution within authorized scope of responsibility.
• Coordination of annual Board retreat, including accommodations, daily schedule, entertainment, and all written and audio-visual materials as needed.
• Processes incoming and outgoing correspondence for Administrator in an accurate, professional, and confidential manner.
• Processes/prepares all meeting materials accurately, in proper format and in the appropriate time frame. Arranges for audio-visual aids as needed for presentation. Meets established deadlines when completing minutes, materials, special projects and daily responsibilities.
• Resolves or refers calls where appropriate, taking the initiative to make decisions within authorized scope of responsibility or directing decision making to the proper authority.
• Schedules meetings, appointments, and interviews to ensure optimal utilization of the Administrator's time: continually reviews calendar to proactively resolve conflicts and keeps Administrator updated.
• Other Duties: Provide clerical support to Vice Presidents as needed. Sort and route administration office mail. Order office and kitchen supplies. Miscellaneous duties as required.

Job Requirements:
Education - Minimum Bachelor's Degree required
Work Experience
- Computer proficiency, Microsoft Office Suite ( Word, PowerPoint,
Excel, Outlook, One Note, Teams and One Drive), and Zoom;
Shorthand or Speed Writing Required
- Executive Level minute taking, typing, spelling, grammatical skills
required; and ability to construct text required
- Must possess a high quality of interpersonal skills and the ability to
communicate in a professional, appropriate, and effective manner.
- Five years experience as an executive assistant within the health
care field reporting to a senior executive, including board experience
is preferred
Pay Transparency
The annual salary range for this position is $80,371.20 to $120,556.80. When extending an offer of employment, the University of Southern California Arcadia Hospital considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, State, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations