Executive Assistant
Government Jobs, Orange, CA, United States
Executive Assistant
Join Us in this Amazing Opportunity The Team You'll Join We are a mission driven community-based organization that serves member health with excellence and dignity, respecting the value and needs of each person. If you are ready to advance your career while making a difference, we encourage you to review and apply today and help us build healthier communities for all.
More About the Opportunity We are hoping you will join us as a Executive Assistant and help shape the future of healthcare where you'll be an integral part of our Operations Management team, helping to strive for excellence while we serve our member health with dignity, respecting the value and needs of each of our members through collaboration with our providers, community partners and local stakeholders. This position has been approved to be Full Office. If telework is approved, you are required to work within the State of California only and if Partial Telework, also come in to the Main Office in Orange, CA, at least two (2) days per week minimum.
The Executive Assistant will provide multi-faceted administrative support and assistance to the Chief and/or Executive Director (Executive). You will handle a wide range of administrative tasks to execute all position responsibilities and act as a key liaison between executives, CalOptima Health staff, community partners, external stakeholders and county or state agencies as appropriate. You will act with integrity and maintain strict confidentiality in all tasks. Together, we are building a stronger, more equitable health system.
Your Contributions To the Team:
60% - Executive Support
Coordinates the calendar for Executive(s) and other staff as determined, including scheduling appointments, meetings and speaking engagements. Must exercise discretion in committing time and evaluate needs when making meeting arrangements.
Determines priority of matters of attention for the Executive(s), redirects matters to staff to handle or handles matters directly, as appropriate.
Provides administrative support for specific and/or ongoing projects, applying general business practices, as well as CalOptima Health policies and procedures under the direction of the Executive(s) and/or EASM. May follow-up on the progress of projects and activities assigned to the Executive(s)' subordinates or to other staff.
Supports Executive(s) at meetings as designated or requested, including but not limited to, material preparation, meeting notes/minutes and managing presentations.
Coordinates travel arrangements and completes registration for conferences and seminars.
Acts on behalf of Executive(s) for administrative items such as timekeeping and providing required signature/s.
Maintains chronological files for Executive(s).
Processes all incoming invoices and expense reports for Executive(s) and other management staff, as appropriate.
35% - Program/Department Support
Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
Assists the team in carrying out departmental responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
Maintains and ensures appropriate follow-up of confidential and sensitive information and files regarding management projects, policies and personnel.
Coordinates work with other administrative support staff or plays a key role in the coordination of staff efforts within the departments, as supervised by the EASM.
Answers telephone calls and greets visitors, answering a variety of questions with tact and diplomacy; triages telephone calls to appropriate staff for resolution.
Handles all incoming correspondence and maintains all outgoing correspondence per administrative policy.
Maintains an inventory of supplies, including monitoring needs, ordering for the departments and submitting requisitions.
Supports budget process and tracking as needed and directed by Executive(s).
Supports legal services as directed by the EASM.
Supports the Clerk of the Board with production of meeting materials, set-up/break-down at the Board Meetings and other duties, as needed.
5% - Other
Completes other projects and duties as assigned.
Job duties are subject to change with the growth of departmental functions of executive staff.
Do You Have What the Role Requires?
High school diploma or equivalent PLUS 5 years of executive administrative support experience required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying.
Proficient in Microsoft Office required.
You'll Stand Out More If You Possess the Following:
Bachelor's degree in business administration or related field.
Your Knowledge & Abilities to Bring to this Role:
Develop rapport and establish and maintain effective working relationships with CalOptima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.
Work independently and exercise sound judgment.
Communicate clearly and concisely, both orally and in writing.
Work a flexible schedule; available to participate in evening and weekend events.
Organize, be analytical, problem-solve and possess project management skills.
Work in a fast-paced environment and in an efficient manner.
Manage multiple projects and identify opportunities for internal and external collaboration.
Motivate and lead multi-program teams and external committees/coalitions.
Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.
Your Physical Requirements (With or Without Accommodations):
Ability to visually read information from computer screens, forms and other printed materials and information.
Ability to speak (enunciate) clearly in conversation and general communication.
Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
Lifting and moving objects, patients and/or equipment 26 to 50 pounds.
Ways We Are Here For You
You'll enjoy competitive compensation for this role.
Our current hiring range is: Pay Grade: 307 - $60,533 - $93,826 ($29.10 - $45.1087).
The final salary offered will be based on education, job-related knowledge and experience, skills relevant to the role and internal equity among other factors.
This position is approved for Full Office (**If the position is Telework, it is eligible in California only**).
A https://www.caloptima.org/en/careers#benefits
CalPERS pension program and additional retirement packages.
Additional benefits and perks including:
A generous PTO program
A quality work life balance
Various wellness programs
Tuition Reimbursement
Professional development opportunities
Career development opportunities
Flexible scheduling
And the satisfaction of knowing your work directly impacts and improves healthcare access for thousands of individuals and families.
Our Work Environment:
If located at the 500, 505 Building or a remote work location:
Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
There are no harmful environmental conditions present for this job.
The noise level in this work environment is usually moderate.
If located at PACE:
Work is typically indoors in a clinical setting serving the frail and elderly.
There may be harmful or hazardous environmental conditions present for this job.
The noise level in this work environment is usually moderate to loud.
If located in the Community:
Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
Employee will occasionally work outdoors in varied temperatures.
There may be harmful or hazardous environmental conditions present for this
Join Us in this Amazing Opportunity The Team You'll Join We are a mission driven community-based organization that serves member health with excellence and dignity, respecting the value and needs of each person. If you are ready to advance your career while making a difference, we encourage you to review and apply today and help us build healthier communities for all.
More About the Opportunity We are hoping you will join us as a Executive Assistant and help shape the future of healthcare where you'll be an integral part of our Operations Management team, helping to strive for excellence while we serve our member health with dignity, respecting the value and needs of each of our members through collaboration with our providers, community partners and local stakeholders. This position has been approved to be Full Office. If telework is approved, you are required to work within the State of California only and if Partial Telework, also come in to the Main Office in Orange, CA, at least two (2) days per week minimum.
The Executive Assistant will provide multi-faceted administrative support and assistance to the Chief and/or Executive Director (Executive). You will handle a wide range of administrative tasks to execute all position responsibilities and act as a key liaison between executives, CalOptima Health staff, community partners, external stakeholders and county or state agencies as appropriate. You will act with integrity and maintain strict confidentiality in all tasks. Together, we are building a stronger, more equitable health system.
Your Contributions To the Team:
60% - Executive Support
Coordinates the calendar for Executive(s) and other staff as determined, including scheduling appointments, meetings and speaking engagements. Must exercise discretion in committing time and evaluate needs when making meeting arrangements.
Determines priority of matters of attention for the Executive(s), redirects matters to staff to handle or handles matters directly, as appropriate.
Provides administrative support for specific and/or ongoing projects, applying general business practices, as well as CalOptima Health policies and procedures under the direction of the Executive(s) and/or EASM. May follow-up on the progress of projects and activities assigned to the Executive(s)' subordinates or to other staff.
Supports Executive(s) at meetings as designated or requested, including but not limited to, material preparation, meeting notes/minutes and managing presentations.
Coordinates travel arrangements and completes registration for conferences and seminars.
Acts on behalf of Executive(s) for administrative items such as timekeeping and providing required signature/s.
Maintains chronological files for Executive(s).
Processes all incoming invoices and expense reports for Executive(s) and other management staff, as appropriate.
35% - Program/Department Support
Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
Assists the team in carrying out departmental responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
Maintains and ensures appropriate follow-up of confidential and sensitive information and files regarding management projects, policies and personnel.
Coordinates work with other administrative support staff or plays a key role in the coordination of staff efforts within the departments, as supervised by the EASM.
Answers telephone calls and greets visitors, answering a variety of questions with tact and diplomacy; triages telephone calls to appropriate staff for resolution.
Handles all incoming correspondence and maintains all outgoing correspondence per administrative policy.
Maintains an inventory of supplies, including monitoring needs, ordering for the departments and submitting requisitions.
Supports budget process and tracking as needed and directed by Executive(s).
Supports legal services as directed by the EASM.
Supports the Clerk of the Board with production of meeting materials, set-up/break-down at the Board Meetings and other duties, as needed.
5% - Other
Completes other projects and duties as assigned.
Job duties are subject to change with the growth of departmental functions of executive staff.
Do You Have What the Role Requires?
High school diploma or equivalent PLUS 5 years of executive administrative support experience required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying.
Proficient in Microsoft Office required.
You'll Stand Out More If You Possess the Following:
Bachelor's degree in business administration or related field.
Your Knowledge & Abilities to Bring to this Role:
Develop rapport and establish and maintain effective working relationships with CalOptima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.
Work independently and exercise sound judgment.
Communicate clearly and concisely, both orally and in writing.
Work a flexible schedule; available to participate in evening and weekend events.
Organize, be analytical, problem-solve and possess project management skills.
Work in a fast-paced environment and in an efficient manner.
Manage multiple projects and identify opportunities for internal and external collaboration.
Motivate and lead multi-program teams and external committees/coalitions.
Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.
Your Physical Requirements (With or Without Accommodations):
Ability to visually read information from computer screens, forms and other printed materials and information.
Ability to speak (enunciate) clearly in conversation and general communication.
Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
Lifting and moving objects, patients and/or equipment 26 to 50 pounds.
Ways We Are Here For You
You'll enjoy competitive compensation for this role.
Our current hiring range is: Pay Grade: 307 - $60,533 - $93,826 ($29.10 - $45.1087).
The final salary offered will be based on education, job-related knowledge and experience, skills relevant to the role and internal equity among other factors.
This position is approved for Full Office (**If the position is Telework, it is eligible in California only**).
A https://www.caloptima.org/en/careers#benefits
CalPERS pension program and additional retirement packages.
Additional benefits and perks including:
A generous PTO program
A quality work life balance
Various wellness programs
Tuition Reimbursement
Professional development opportunities
Career development opportunities
Flexible scheduling
And the satisfaction of knowing your work directly impacts and improves healthcare access for thousands of individuals and families.
Our Work Environment:
If located at the 500, 505 Building or a remote work location:
Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
There are no harmful environmental conditions present for this job.
The noise level in this work environment is usually moderate.
If located at PACE:
Work is typically indoors in a clinical setting serving the frail and elderly.
There may be harmful or hazardous environmental conditions present for this job.
The noise level in this work environment is usually moderate to loud.
If located in the Community:
Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
Employee will occasionally work outdoors in varied temperatures.
There may be harmful or hazardous environmental conditions present for this