System Cabinet Executive Assistant

Job Summary :

provide high-level strategic management support, clerical and business assistance, plus direction and guidance to support the executive in the achievement of their strategic priorities and business goals.

The executive cabinet assistant will manage the office of the executive in a way that facilitates the executive being at their most productive and effective.

The executive cabinet assistant will work in partnership with the executive and will work proactively to manage the executive’s energy, focus, mindset, priorities and relationships.

This role manages, coordinates and directs the day-to-day operations and strategic initiatives of the executives’ office.

This role oversees various administrative responsibilities including understanding and documenting executives’ strategic priorities, gathering, interpreting and distributing materials for the executive's office in coordination with the organization’s communication team.

The executive cabinet assistant applies substantial knowledge and experience to perform a wide range of advanced activities and / or determines how to use resources to meet schedules and goals to extend executives’ bandwidth.

The executive cabinet assistant will organize and prioritizes critical issues and required information to facilitate effective and efficient executive decision making.

This role represents the organization to internal and external constituencies and organizations including various public officials, legislators, representatives from regulatory agencies, other healthcare executives and physicians, community boards, church leadership, associations and key vendors and suppliers.

Job Requirements :

Education and Work Experience :

• High School Education / GED or equivalent : Preferred
• Associate’s / Technical Degree or equivalent combination of education / related experience in an executive support role : Preferred
• Five years' experience in executive assistant support : Preferred

Essential Functions :

Helping to manage competing executive time, focus and priorities in line with strategic objectives and short-term goals, assessing any shift in priorities as appropriate.

Building and maintaining strong relationships throughout the organization in order to provide the necessary business intelligence and data, including feedback on the temperature and mood within the organization.

Coordinating and directing the day-to-day operations and strategic initiatives of the executives’ office by assessing and then managing the flow of information, communications and access to the executive in line with identified and ordered relative priorities.

Managing and preparing all correspondence, agendas, minutes and reports, and working closely with the organizations communication team to ensure executive messaging in in line with the company’s strategic vision.

Overseeing the management of heavy executive calendars to ensure strategic time management of overall schedules as they relate to long-term travel, commitments and organizational strategy.

Screening communication (. mail, email and phone calls).

Working on difficult assignments, requiring judgment in resolving issues or in making strategic recommendations. Working with sensitive and confidential information, often involving the interpretation of policies and procedures to guide use.

Conducting research for the executive and team initiatives or projects as directed. Providing guidance to other administrative staff within the latitude of established work area best practices and guidelines.

• Overseeing special projects / events (. retreats, dinners, conferences, presentations) on behalf of the executive and team as needed Collaborating with the Logistics Team on events / meetings as needed Determining methods and procedures for new assignments.
• Possessing advanced office software skills and leading in adopting new technologies for use in preparing Microsoft PowerPoints, as needed, for meeting presentations, preparing agendas for senior executives' meetings, taking notes, preparing and distributes minutes.

Travelling when needed to assist executive at meetings and events.

Performs other job-related duties as assigned.

Organizational Requirements :

Adventist Health is committed to the safety and wellbeing of our associates and patients. Therefore, we require that all associates receive all required vaccinations, including, but not limited to, measles, mumps, flu (based on the seasonal availability of the flu vaccine typically during October-March each year), COVID-19 vaccine (required in CA, HI and OR) etc.

as a condition of employment, and annually thereafter. Medical and religious exemptions may apply.