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Executive Assistant II, CEO

Expired Job

Kaiser Permanente Oakland , CA 94604

Posted 2 months ago


Responsible for advanced administrative and business operations support for senior management. Requires continuous use of technical and business vocabulary and a detailed knowledge of the organization's operations, policies, procedures, and personnel. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. Works independently to anticipate and meet business needs.

Essential Functions:

  • Independently provides most complex administrative support and project coordination for senior executive(s), and as needed, other senior management members to include the following: Manages inquiries (phones, email, in person) and directs to appropriate parties based on functional/operational knowledge; independently responds to routine to most complex inquiries.

  • Manages multiple calendars to include arranging more complex special events requiring solid understanding of broad business requirements and coordination of ambiguous dependencies.

  • Independently composes complex and detailed correspondence for senior executive(s) using in-depth KP knowledge, business acumen/functional knowledge; independently researches and updates department documents. May use intermediate to advanced Word, Excel, PowerPoint, and/or Access functions and other software applications as needed.

  • Independently designs and creates reports and participates in special cross-functional projects that require complex project coordination and independent judgment, in response to business needs.

  • Manages executive travel and business expense budgets, as well as billing and payment authorization for planned & unplanned expenses and special events; handles recharges across business units. Anticipates and proactively resolves potential budget overages. May assist the executive and/or Finance liaison with the development of preliminary budgets for cost center(s).

  • Interacts with KP executives, board members and employees across multiple organizations, as well as external representatives, serving as a liaison for the department/function to discuss and resolve complex administrative matters, business processes, and project activities to facilitate department goal attainment.

  • Coordinates executive assistant workflow across KP departments; designs and implements new processes as needed.

Basic Qualifications:


  • Minimum ten (10) years of administrative and executive assistant experience with increasing levels of scope and discretion.


  • High School Diploma or General Education Development (GED) required.

License, Certification, Registration

  • N/A

Additional Requirements:

  • Demonstrated success providing executive support within a complex work environment.

  • Ability to learn and apply thorough knowledge of KP's policies, practices, business, theories and systems.

  • Ability to effectively use in-depth knowledge of company practices, techniques, and standards to work autonomously.

  • Applies advanced business theories/concepts to accomplish significant department projects and/or initiatives.

  • Extreme attention to detail and ability to coordinate and provide support to an executive with a highly dynamic/complex role at KP.

  • As a skilled specialist, completes tasks in creative and effective ways.

  • Uses intermediate to advanced MS Office skills (Word, Excel and/or PowerPoint) to create more difficult presentation materials with graphs/illustrations, and proofreads content for accuracy and KP established formatting.

  • Uses advanced verbal and written communication skills to compose more complex, detailed correspondence and reports, recommends updates to department/functions, and represents dept/function.

  • Ability to work autonomously in a fast-paced, stressful environment.

  • Demonstrated ability to be resourceful and independently make key decisions.

  • Must be able to work in a Labor/Management Partnership environment.

Preferred Qualifications:

  • Bachelor's degree preferred.

Primary Location: California,Oakland,Ordway One Kaiser Plaza Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Non-Union, Non-Exempt Job Level: Individual Contributor Job Category: Administration, Clerical and Support Services Department: Chairman and CEO Office Travel: Yes, 5 % of the Time

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Executive Assistant II, CEO

Expired Job

Kaiser Permanente