Executive Assistant, COO

SUMMARY: Under primary general direction of the Chief Operations Officer, the incumbent provides administrative, operational and organizational services primarily to the Chief Operations Officer and prepares and implements a variety of studies and inquires, maintains calendars, coordination of facility projects and coordinates and scheduling of meetings for Operations services throughout Alameda Health System. Is able to manage complex projects on behalf of the Chief Operations Officer. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations. May screen and coordinate interviews for job applicants and orient new leadership employees; performs varied, complex and often confidential administrative support duties for the C-suite level executives of AHS. Performs other duties as assigned.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: Following are duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.
 

1. Assists the COO with the coordination and planning of operational projects, space utilization and administrative duties.

2. Works with COO to project manage any initiatives specific to the work of the COO.

3. Assists the COO  in preparing and maintaining detailed spread sheets, presentations, and personnel requests.

4. Assist COO  with any timekeeping issues or submissions.

5. Initiates correspondence for signature of the COO, receives incoming correspondence and attaches appropriate supporting documentation and distributes to COO as appropriate.

6. Maintains accurate records and files related to work performed.

7. Coordinates develops and administers correspondence, attendance minutes, agendas, and action items for assigned departments and committees.

8. Performs office administrative activities such as organizing and maintaining administrative files and ordering office supplies and related equipment for the COO; maintains records of purchases.

9.Plans, oversees, reviews, and implements administrative services supporting the COO  activities and functions.

10. Schedules appointments and arranges conferences for the COO  and other relevant staff; coordinates travel arrangements and preparing reimbursement requests.

11. Create and update website of assigned departments in collaboration with public affairs department.

12. Instrumental in Coordinating the onboarding of new leadership working in collaboration with recruitment and human resources. Maintains all communications vital to the COO  throughout the health system.

13. Performs such administrative tasks as modifying policies and procedures, acting as the office automation administrator and coordinating activities of the unit with those other departments.

14. Plans and conducts administrative or operational studies; determines information gathering processes; obtains required information for analysis; evaluates alternatives and makes recommendations; prepares reports and makes presentations.

15. Plans, oversees, reviews, and personally performs a variety of administrative services in support of the COO activities and functions.

16. Prepares and compiles reports from various information systems and data bases regarding complex, sensitive and confidential information to implement change for administrative concerns, policies, procedures, functions and operations.

17. Represents the nursing department and acts as liaison with other departments, representatives of other public and private organizations, program participants and the public; serves on a variety of committees and task forces as needed.

MINIMUM QUALIFICATIONS:

Required  Education: Bachelor's degree and major coursework in business.

Required  License/Certification: Project Management certification and Microsoft Office certification required within 12 months of hire. 

Required Experience: Five years of executive administrative experience in a healthcare environment.