Executive Assistant, La Mirada, Home Health, and Hospice Administration, Full time, Days

Post-Acute Care:

The Executive Assistant reports directly to the Vice President of Post-Acute Care Services. They perform the highest level secretarial/assistant duties in which the end result relieves the administrative staff of many routine and some specialized tasks. They are the vital link between those who make executive-level decisions and those who react to and implement the decisions, along with being an adjunct to the administrative staff for special projects and reports, calendar management and scheduling, preparation for and reporting on meetings, correspondence, filing, telephones, travel logistics and other special events and duties as needed.  Handles special, confidential projects and maintains on-going programs with minimal supervision. Maintains efficient departmental functions by working closely with internal and external staff on issues of significant importance to the organization.

Administrative Services:

The Executive Assistant performs the highest level executive support in which the end result relieves the senior Administrative staff of many routine and specialized tasks.  He/she is the vital link between those who make executive-level decisions and those who react to and implement those decisions. He/she is an adjunct to senior Administrative staff, aiding in the executives’ effectiveness through the performance of assigned duties, which include special projects and reports, preparation for and reporting on meetings, calendar management and scheduling, correspondence, filing, telephones, travel logistics, and other responsibilities as needed. The Executive Assistant reports directly to the VP Regulatory Affairs. 

Regulatory Affairs:

The Executive Assistant performs the highest level executive support in which the end result relieves the senior Administrative staff of many routine and specialized tasks.  He/she is the vital link between those who make executive-level decisions and those who react to and implement those decisions. He/she is an adjunct to senior Administrative staff, aiding in the executives’ effectiveness through the performance of assigned duties, which include special projects and reports, preparation for and reporting on meetings, calendar management and scheduling, correspondence, filing, telephones, travel logistics, and other responsibilities as needed. The Executive Assistant reports directly to the VP Regulatory Affairs. 

Foundation:

The Executive Assistant for the PIH Foundation will assist the Foundation staff in accomplishing the goals of the Foundation particularly related to the next capital campaign, the annual giving program and the special events of the Foundation.

Medical Affairs:

The Executive Assistant reports directly to the Senior Vice President & Chief Medical Officer (CMO).  He/she performs the highest level secretarial/assistant duties in which the end result relieves the CMO of many routine and some specialized tasks.  He/she is the vital link between those who make executive-level decisions and those who react to and implement the decisions, along with being an adjunct to the Medical Affairs department.

OP Care Center:

The Executive Assistant reports directly to the Vice President of Ancillary Services.  He/she performs the highest level secretarial/assistant duties in which the end result relieves the Administrative staff of many routine and some specialized tasks.  He/she is the vital link between those who make executive-level decisions and those who react to and implement the decisions, along with being an adjunct to the Administrative staff for special projects and reports, calendar management and scheduling, preparation for and reporting on meetings, tracking and assisting with follow-up with stakeholders as needed to ensure timely completion of projects, tracking and preparation of contracts, correspondence, filing, telephones, travel logistics and other special events and duties as needed. 

Radiology:

The Executive Assistant reports directly to the Vice President of Ancillary Services. This position is expected to perform the highest level administrative duties in which the end result relieves the Radiology Medical Director of many routine and some specialized tasks. The Executive Assistant also supports all functions of the Radiology Department.

Supply Chain:

The Executive Assistant reports directly to the Vice President of Supply Chain.  He/she performs the highest level secretarial/assistant duties in which the end result relieves the Administrative staff of many routine and some specialized tasks.  He/she is the vital link between those who make executive-level decisions and those who react to and implement the decisions, along with being an adjunct to the Administrative staff for special projects and reports, calendar management and scheduling, preparation for and reporting on meetings, tracking and assisting with follow-up with stakeholders as needed to ensure timely completion of projects, tracking and preparation of contracts, correspondence, filing, telephones, travel logistics and other special events and duties as needed. 

PIH Health is a nonprofit, regional healthcare network that serves approximately 3 million residents in the Los Angeles County, Orange County and San Gabriel Valley region. The fully integrated network is comprised of PIH Health Downey Hospital, PIH Health Good Samaritan Hospital, PIH Health Whittier Hospital, 37 outpatient medical office buildings, a multispecialty medical (physician) group, home healthcare services and hospice care, as well as heart, cancer, digestive health, orthopedics, women’s health, urgent care and emergency services. The organization is nationally recognized for excellence in patient care and patient experience, and the College of Healthcare Information Management Executives (CHIME) has identified PIH Health as one of the nation’s top hospital systems for best practices, cutting-edge advancements, quality of care and healthcare technology. For more information, visit PIHHealth.org or follow us on Facebook, Twitter, or Instagram.

Required Skills

Post-Acute Care:

• Advanced-level skills in PowerPoint, Word, and Excel programs, with a demonstrated track record for successfully creating presentations and reports from inception to completion with minimal direction.
• Must have a strong familiarity with Share Point.
• Excellent organizational skills, attention to detail, and a tolerance for working on multiple projects simultaneously are essential.
• Attention to detail, an ability to take initiative, and an agility to work on multiple projects simultaneously are essential.
• Ability to follow-up and document key areas of concern, strong knowledge of office procedures and practices, type at 60+ words a minute, speed writing, transcription, sound understanding of filing systems, and mastery of general office skills (10-key, photocopying, basic mathematics, document formats and styles, etc.) required.
• As a representative of the Management team, must possess advanced written and verbal communications skills, with the ability to express oneself in a clear, concise manner, with all levels of staff and management across the enterprise.
•  Must be able to operate within established departmental processes in the performance of duties.

Administrative Services:

• Strong working knowledge of computers and computer-based software.
• A high level of proficiency in all programs in the Microsoft Office suite is required.
• Advanced-level skills in PowerPoint and Excel programs, with a demonstrated track record for successfully creating presentations and reports from inception to completion with minimal direction (see “Duties and Responsibilities” for additional expectation detail).
• Must have a strong familiarity with Share Point.
• Excellent organizational skills are imperative to the success of this position.
• Attention to detail, an ability to take initiative, and an agility to work on multiple projects simultaneously are essential.
• Ability to follow-up and document key areas of concern, strong knowledge of office procedures and practices, type at 60+ words a minute, speed writing, transcription, sound understanding of filing systems, and mastery of general office skills (10-key, photocopying, basic mathematics, document formats and styles, etc.) required.

• As a representative of the senior Administrative staff, the Executive Assistant must possess advanced written and verbal communications skills, with the ability to express oneself in a clear, concise manner, with all levels of staff and management across the enterprise.

Regulatory Affairs:

• Strong working knowledge of computers and computer-based software.
• A high level of proficiency in all programs in the Microsoft Office suite is required.
• Advanced-level skills in PowerPoint and Excel programs, with a demonstrated track record for successfully creating presentations and reports from inception to completion with minimal direction (see “Duties and Responsibilities” for additional expectation detail).
• Must have a strong familiarity with Share Point.
• Excellent organizational skills are imperative to the success of this position.
• Attention to detail, an ability to take initiative, and an agility to work on multiple projects simultaneously are essential.
• Ability to follow-up and document key areas of concern, strong knowledge of office procedures and practices, type at 60+ words a minute, speed writing, transcription, sound understanding of filing systems, and mastery of general office skills (10-key, photocopying, basic mathematics, document formats and styles, etc.) required.

• As a representative of the senior Administrative staff, the Executive Assistant must possess advanced written and verbal communications skills, with the ability to express oneself in a clear, concise manner, with all levels of staff and management across the enterprise.

Foundation:

• The Executive Assistant will have excellent computer skills including but not limited to Microsoft Word and Excel.
• The Executive Assistant will have excellent verbal skills and be able to answer telephones and communicate with a wide variety of individuals including donors, physicians, fellow employees, and the general public.
• The Executive Assistant will be able to accurately take minutes at PIH Health Foundation Board of Directors meetings and at selected other meetings including all capital campaign planning meetings.

Medical Affairs:

• Typing at 60+ words a minute, shorthand, electronic dictation, or speed writing, transcription, sound understanding of filing systems, excellent written and verbal communications.
• Mastery of general office skills (10-key, photocopying, basic mathematics, document formats and styles, etc.), excellent organizational skills, knowledge of a PC-based word processing software (preferably the current release of Word)
• Knowledge and ability to perform tasks with other office software (Outlook, Excel, PowerPoint, Access, etc.) preferred.

OP Care Center:

• Knowledge of office procedures and practices; ability to express oneself--both verbally and in written form--in a clear, concise manner; excellent written and verbal communications, strong working knowledge of computers and advanced skills with basic computer-based software (Outlook, Word, Excel, PowerPoint) required. 
• Ability to follow-up and document key areas of concern; typing at 60+ words a minute, speed writing, transcription, sound understanding of filing systems, mastery of general office skills (10-key, photocopying, basic mathematics, document formats and styles, etc.), excellent organizational skills. 
• Some understanding of contract language and purpose of key content in contracts is preferred. 

Radiology:

• Typing at 60+ WPM
• Shorthand, electronic dictation, speed writing, transcription
• Sound understanding of filing systems
• Excellent written and verbal communications
• Mastery of general office skills (10-key, photocopying, basic mathematics, document formats and styles, etc.)
• Excellent organizational skills
• Knowledge of word processing software (preferably the current release of Word)
• Knowledge of other office software (Excel, PowerPoint, Access, etc.) preferred
• Knowledge of medical terminology

Supply Chain:

• Knowledge of office procedures and practices; ability to express oneself--both verbally and in written form--in a clear, concise manner; excellent written and verbal communications, strong working knowledge of computers and advanced skills with basic computer-based software (Outlook, Word, Excel, PowerPoint) required. 
• Ability to follow-up and document key areas of concern; typing at 60+ words a minute, speed writing, transcription, sound understanding of filing systems, mastery of general office skills (10-key, photocopying, basic mathematics, document formats and styles, etc.), excellent organizational skills. 
• Some understanding of contract language and purpose of key content in contracts is preferred. 

Required Experience

Post-Acute Care:

Required:

• High school diploma
• Must have a minimum of 5 years of experience in an executive support role in a fast-paced, senior-suite office environment 

Preferred:

• Experience with contracts management
• Hospital or healthcare experience
• Bachelor’s degree

Administrative Services:

Required:

• Must have a minimum of five years of experience in an executive support role in a fast-paced, senior-suite office environment, ideally in a hospital/healthcare setting.
• Must be able to operate within established departmental processes in the performance of duties.
• Successful completion of high school education.

Preferred:

• Experience supporting Vice President-level and above executives and corporate Boards preferred.
• Experience with contracts management desirable.
• College education preferred.

Regulatory Affairs:

Required:

• Must have a minimum of five years of experience in an executive support role in a fast-paced, senior-suite office environment, ideally in a hospital/healthcare setting.
• Must be able to operate within established departmental processes in the performance of duties.
• Successful completion of high school education.

Preferred:

• Experience supporting Vice President-level and above executives and corporate Boards preferred.
• Experience with contracts management desirable.
• College education preferred.

Foundation:

• The Executive Assistant will have had at least three years' experience in an office environment that approximates the fast-paced Foundation office environment.
• An understanding of the donor data base system Raisers Edge would be helpful.
• He/she will have had the experience of dealing with business and community leaders.
• A college degree is preferred.

Medical Affairs:

• Successful completion of high school education and additional specialized secretarial courses and/or college education preferred. 
• Five years of progressively responsible secretarial experience required, with two years of experience in an administrative or executive office preferred.

OP Care Center:

• Successful completion of high school education and additional specialized secretarial courses and/or college education preferred. 
• Five years of progressively responsible secretarial experience required, preferably in a hospital/healthcare setting with two years of experience in an administrative or executive office preferred. 
• Experience dealing with senior level executives and corporate Boards preferred. 
• Additional specialized secretarial courses preferred. 
• Excellent organizational skills, attention to detail and a tolerance for working on multiple projects simultaneously are essential. 
• Proven excellent verbal and written skills, and an ability to take initiative, multi-task and work well under pressure. 
• High level of proficiency in the use of all Microsoft Office programs required. 

Radiology:

Required:

• High school graduate
• Five years of progressively responsible secretarial experience

Preferred:

• Additional specialized secretarial courses and/or college education
• Two years of experience in an administrative or executive office
• Experience with radiology office
• Experience and ability to manage contracts
• Experience with Radiology billing

Supply Chain:

Required:

• High School graduate
• Five years of progressively responsible secretarial experience in hospital/healthcare setting
• High level of proficiency in the use of all Microsoft Office programs required.

Preferred:

• Specialized secretarial courses and/or college education
• Experience with contracting principles and contracting operating system with MediTract.