Executive Assist / Clinical Effectiveness / Corporate Offices / Full Time / Day Shift

Sharp Healthcare

Date: 1 week ago
City: San Diego, CA
Contract type: Full time
Sharp Healthcare
[H.S. Diploma or Equivalent


Shift Start Time:

8 AM

Shift End Time:

4:30 PM

Additional Shift Information:

Weekend Requirements:

No Weekends

On-Call Required:


Hourly Pay Range (Minimum - Midpoint - Maximum):

$31.495 - $40.639 - $49.783

The stated pay scale reflects the range that Sharp reasonably expects to pay for this position. The actual pay rate and pay grade for this position will be dependent on a variety of factors, including an applicant’s years of experience, unique skills and abilities, education, alignment with similar internal candidates, marketplace factors, other requirements for the position, and employer business practices.

What You Will Do

Provides organizational and administrative support to SVP/CEO under minimal supervision

Preferred Qualifications

  • H.S. Diploma or Equivalent

  • 3 Years executive secretarial experience.

Essential Functions

  • Accurately prepares correspondence
    Composes correspondence, memos, presentations, flyers/posters, spreadsheets, and other documents as requested. Drafts complex documents from abstract ideas and general information.
    Researches and gathers data from various sources and generates special projects/reports/summaries. Report generation may involve analyzing statistics and preparing spreadsheets, databases or other documents.
    Proficient in the use of computer applications to complete documents/work assignments
    Reviews and edits materials as requested
    Navigates the Sharp Intranet site.

  • Communication and record maintenance
    Prioritizes mail (including electronic mail), checks deadlines and independently initiates responses/action items or refers appropriately
    Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated timeframes.
    Develops and maintains databases and uses computer applications as appropriate
    Initiates establishment and maintenance of record keeping systems to ensure efficient retrieval of documents.
    Information and records are kept confidential per guidelines
    Completes department specific forms/record/data management per guidelines (e.g. personnel, vendor, charge/billing, special projects, other _____________________________).

  • Customer service and teamwork
    Greets, makes welcome, communicates effectively and courteously with a variety of customers by the telephone and in person (patients, patient family members, staff, peers, physicians, executives, Board members, legislators, community leaders, etc.).
    Responds to customers who may be angry, distraught, etc. with problem solving and referral to appropriate resource(s).
    Obtains information from visitors/callers, directs as appropriate or takes complete and accurate messages. Acts on requests for customer assistance.
    Uses scripts as appropriate including answering phones, transferring calls and service recovery
    Responds to all inquiries with a timeliness that promotes customer satisfaction
    Communicates effectively with all levels of staff and uses chain of command.
    Communicates direct supervisor(s) instructions or desires to various departments or individuals.

  • Department efficiency and effectiveness
    Maintains organized and orderly work space, may include oversight of CEO's office and Boardroom spaces to ensure appropriate maintenance and housekeeping services.
    Completes requisitions and obtains necessary authorizations
    Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting and calling for maintenance (e.g. fax, copier, printer, laptop, proxima).
    Resource person within department and to other secretarial/administrative staff and the leadership team. Supervises staff as directed (eg. department secretary/room scheduler.)
    Arranges for additional resources (temporary staff, volunteers) to cover vacations, leaves of absences and/or variable workloads and provides supervision/direction.
    Manages department resources e.g. keys, signage, badges, phones, parking permits, other ___________________________________________________ per guidelines.
    Coordinates office moves, space modifications, computer access, and ________________.
    Makes certain key decisions within scope of position.

  • Meeting coordination
    Schedules meetings and related resources (room, AV, food, etc.) and confirms participants.
    Prepares agenda and attachments, attends and takes minutes for meetings as directed.
    Coordinates schedule of designated individual(s) using appropriate computer application and ensures schedule is current and accurate
    Coordinates meetings and schedules to ensure there are no conflicts
    Schedules special functions, travel arrangements as directed
    Notifies SVP/CEO in advance of upcoming meetings/projects for which preparation is needed.

  • Typing skills
    Using a keyboard, required to type proficiently and accurately.
    Ability to type a minimum of 30 words per minute with 0-2 errors.
    Ability to proof work.

Knowledge, Skills, and Abilities

  • Advanced computer skills preferred.

Sharp HealthCare is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability or any other protected class

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