Executive Assistant at Anaheim Admin in Anaheim, California

Job Description:

Planned Parenthood of Orange and San Bernardino Counties has a full-time opportunity for an Executive Assistant in Anaheim, CA.

Assists and relieves the executive of administrative-type functions in order to increase the time an executive has available for executive-level responsibilities. Responsible for administrative duties of the Chief Operations Officer and Medical Director. Perform a variety of administrative assignments and special projects including but not limited to assistance with preparation for presentations, updates statistic reports and medical protocols. Interact and coordinate work with all departments (as assigned by Patient Services Administrative Leadership).

At PPOSBC, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet the needs of you and your family. We are proud to offer a range of plans that help protect you in the case of illness or injury including:

• A competitive benefits package including medical, dental, and vision coverage for you and eligible dependents, life insurance, and long term disability. 


• Benefits coverage starts after one full month of employment!


• Generous vacation, sick, and holiday benefits!


• Generous 401(k) matching contributions and more!


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  To view our detailed benefits guide, please visit our career site at www.pposbccareers.org
  

Responsibilities

Essential Functions: Essential functions encompass the required tasks, duties, and responsibilities performed as part of the job and the reason the job exists.

• Performs administrative duties for the Chief Operations Officer and Medical Director, including but not limited to coordinating meetings and conference calls, preparing agendas and handouts, taking minutes at regularly scheduled meetings, follow-up with all the deliverables making sure all parties in attendance meet their deliverables and catering:


• Preparing/typing correspondence, and creating graphs and reports for executive team.


• Familiarity with AV equipment.


• Oversight and support of ongoing clinician projects.


• Takes care of a wide variety of complex situations and conflicts involving the clerical and administrative function of the Patient Services Department that often cannot be brought to the attention of the executive.


• Handles details of a confidential nature and performs administrative functions based on an understanding of company policy and the executive's views and philosophy.


• Arranges, on own initiative, for staff members to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations.


• Practice basic project management functions, including organizing project meetings, attendees, and tasks and following up on open items.


• Maintain Chief Operations Officer and Medical Director calendar and ensures that necessary travel arrangements are made, as needed.


• Review and submit all expenses and reimbursements.


• Support, in conjunction with the Training Department, biannual Clinicians/AMA training.


• Customer service with internal and external customers, liaison between Chief Operations Officer and Medical Director and all other departments at PPOSBC.


• Places, accepts, and screens telephone calls and makes appointments and contacts for the Chief Operations Officer and Medical Director.


• Basic project management tasks as assigned for large, inter-departmental projects.


• Responsible for Patient Services Weekly Updates Newsletter.


• Anticipates ways in which executive time may be saved.

 

Non-Essential Functions:

• Other duties as assigned.

 

PHYSICAL REQUIREMENTS:

The physical requirements of this position are identified below. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.

CORE COMPETENCIES – WE CARE:

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  Welcoming: Anticipates customer requirements and gives high priority to customer satisfaction and service.  Handles problems quickly and efficiently.  Maintains a pleasant, positive and professional approach. Embraces opportunities to help team members, stakeholders, and other departments.


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  Equitable: Creating equitable access and opportunity for all through education, practicing inclusive behavior, elevating others’ voices, creating spaces for honest conversation, and listening without judgment.  Values and uplifts our collective diversity within in our agency.


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  Confidential: Respects the information shared by our patients, employees, and vendors and maintains appropriate confidentiality.  Follows all policies and laws that protect private & privileged information.


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  Accessible: Is available and approachable to others, open-minded, fair and non-defensive.  Appreciates constructive feedback and is a team player.  Demonstrates good listening skills.


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  Respectful:  Values diversity and treats everyone with dignity and courtesy.  Dependable and courteous of other people’s time and commitments.


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  Empathetic: Demonstrates interest and understanding in other people’s feelings, attitudes and reasoning.  Maintains an open and non-judgmental demeanor that is patient, flexible, and understanding.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Minimum Education:

• Associate Degree or equivalent job-related experience; college graduate preferred.

 

Minimum Work Experience:

• Three or more years of secretarial/administrative assistance preferred.


• Prior experience supporting senior-level executives preferred.


• Healthcare experience is highly desired, and familiarity with electronic medical records and medical terminology is preferred.


• Must be flexible and organized.


• Must be able to work independently and follow through on all details.


• Must be able to manage multiple tasks with minimal supervision.


• Proficiency in computer software: Microsoft Windows, Outlook, Word, Excel, and PowerPoint.


• Good verbal, interpersonal, and written communication skills and the ability to type 50 wpm.


• Ability to work effectively with a diverse group of people.


• Overall understanding of all departments within the agency.


• Ability to learn and train on new systems.


• Basic understanding of project management methodology and tools.


• Ability to demonstrate mature judgment, ability to maintain a level of confidentiality, initiative, and critical thinking.


• Accuracy and attention to detail essential.


• Advanced level of proficiency with Microsoft Word, PowerPoint, and Excel (use of pivot tables).


• Computer proficiency, familiarity with electronic medical records, and typing skills essential.


• Maintain professional demeanor at all times.


• Able to work flexible hours, including weekends, as required.

 

Agency Standard Requirements:

• Strong commitment to quality healthcare and excellent customer service is required.


• Must thrive in a fast-paced, rigorous environment with changing priorities.


• Ability to meet deadlines and work under pressure.


• Must demonstrate high level computer skills including; Microsoft Word, Excel and Outlook. Experience with electronic medical records may also be required.


• This position requires travel to other sites and locations; if using a personal vehicle to meet this requirement, a valid CA driver’s license and current auto insurance in compliance with the minimum requirements of CA vehicle code are required.

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