Description

Job Summary:

In addition to the responsibilities listed below, this position is also responsible for incorporating strategic objectives when organizing department workflow; conducting strategic planning to enable administrative support to senior leadership; coordinating, budgeting, and expensing intricate executive calendars and travel arrangements; escalating executives complex issues that require immediate attention and resolving highly complex issues with the executives best interest in mind; anticipating, accommodating, and planning for the executives upcoming needs, with the future of the organization in mind; acting as a senior proxy for executives in meetings or communications independently; developing and delivering complex executive summaries and presentations in meetings; drafting and distributing details of highly confidential and critical nature with discretion and cautionary judgement upon request; and representing the executive and making complex commitments on their behalf when interfacing with internal and external contacts.

Essential Responsibilities:

• Promotes learning in others by communicating information and providing advice to drive projects forward; builds relationships with cross-functional stakeholders. Listens, responds to, seeks, and addresses performance feedback; provides actionable feedback to others, including upward feedback to leadership and mentors junior team members. Practices self-leadership; creates and executes plans to capitalize on strengths and improve opportunity areas; influences team members within assigned team or unit. Adapts to competing demands and new responsibilities; adapts to and learns from change, challenges, and feedback. Models team collaboration within and across teams.
• Conducts or oversees business-specific projects by applying deep expertise in subject area; promotes adherence to all procedures and policies. Partners internally and externally to make effective business decisions; determines and carries out processes and methodologies; solves complex problems; escalates high-priority issues or risks, as appropriate; monitors progress and results. Develops work plans to meet business priorities and deadlines; coordinates and delegates resources to accomplish organizational goals. Recognizes and capitalizes on improvement opportunities; evaluates recommendations made; influences the completion of project tasks by others.
• Plans for long-term complex information dissemination projects by: creating complex presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables; writing complex and detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, independently; labeling, sorting, and maintaining the integrity of department files; utilizing a variety of software and databases to retrieve required information to write complex detailed reports; and updating department documents to ensure integrity routinely.
• Executes the interrelated work flow of the department independently by: assisting in the resolution of complex requests that require a high level of initiative and discretion from senior managers on an ad-hoc basis; independently anticipating and offering assistance for complex business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); proactively maintaining and providing suggestions with improvements to databases and websites; ensuring shared equipment and services are functioning and stocked and overseeing junior members in maintaining employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring complex incoming and outgoing emails, calls, and visits to the appropriate staff member; research time card issues and provide recommendations to management; assisting in new staffing onboarding activities; nd leveraging the HR information system to proactively maintain knowledge of the contract language, complex pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals.
• Contributes to event coordination by: efficiently developing relationships with leaders assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings complex meetings for a wide variety executive leaders, independently; aiding in complex meeting facilitating through monitoring attendance, building the agenda, creating/compiling the presentation for flow, driving meeting participation and discussion, and carrying through follow up actions/requests; and finding and booking meeting rooms appropriate for complex audiences and meeting objectives, with minimal oversight.
• Contributes to event execution by: researching, planning, and arranging large-scale events independently; organizing complex travel arrangements large, complex events for department head and/or multiple managers; organizing large-sized group meetings and conferences with complex schedules; providing on-site coordination for complex issues; ensuring complex coordination and execution of audio-visual equipment, conference rooms, and catering for events, independently; and evaluating the agenda, meeting minutes, and meeting summaries, generating and ensuring action item follow through, and coordinating high-stakes guest presentations in department meetings or large team meetings.
• Plans for long-term contributions to department budget by: applying complex strategies to independently processes complex invoices and resolve intricate discrepancies; acting as a point of contact for vendors to reconcile expenses; and identifying, resolving, and reporting unresolved variance in moderately complex expense reports for management.
• Plans and troubleshoots vendor management activities by: communicating and resolving complex information with vendors regarding member or internal goals or issues; drafting proposals with vendors or sponsors on teams behalf; and negotiating complex vendor agreements (e.g., caterers, hotels) to obtain best value.
• Plans for effective development of strategic data maintenance and management by: integrating department data and documentation retention policies into all products; researching and collecting information needed to complete project tasks and results; and creating standard and nonstandard reports presentations and handouts from data insights, independently.

Knowledge, Skills and Abilities: (Core)

• Ambiguity/Uncertainty Management
• Attention to Detail
• Business Knowledge
• Communication
• Critical Thinking
• Cross-Group Collaboration
• Decision Making
• Dependability
• Diversity, Equity, and Inclusion Support
• Drives Results
• Facilitation Skills
• Health Care Industry
• Influencing Others
• Integrity
• Learning Agility
• Organizational Savvy
• Problem Solving
• Short- and Long-term Learning & Recall
• Teamwork
• Topic-Specific Communication

Knowledge, Skills and Abilities: (Functional)

• Discretion
• Leadership Communications
• Reputational Management
• Applied Data Analysis
• Computer Literacy
• Customer Experience
• Data Entry
• Data Integrity
• Interpersonal Skills
• Leverages Technology
• Negotiation
• Project Management
• Strategic Alignment

Minimum Qualifications:

• Minimum four (4) years of experience in leadership administrative support.
• Minimum three (3) years of experience in a leadership role (e.g., mentoring or leading a project) with or without direct reports.
• High School Diploma or GED, or equivalent AND four (4) years of experience in administrative support or directly related field, OR Minimum six (6) years of experience in administrative support or a directly related field.

Preferred Qualifications:

• Five (5) years of experience in executive level support and professional office management in a research or healthcare setting.
• Two (2) years of work experience in a role requiring interaction with executive leadership (e.g., Vice President level and above)

Primary Location: California,Pasadena,Walnut Center - Regional Offices
Scheduled Weekly Hours: 40
Shift: Day
Workdays: Mon, Tue, Wed, Thu, Fri,
Working Hours Start: 09:00 AM
Working Hours End: 05:00 PM
Job Schedule: Full-time
Job Type: Standard Worker Location: Flexible
Employee Status: Regular
Employee Group/Union Affiliation: NUE-SCAL-01|NUE|Non Union Employee
Job Level: Individual Contributor
Department: Regional Offices - Pasadena - RGNL MG-Secretarial/Clericl - 0806
Pay Range: $96500 - $124850 / year Kaiser Permanente is committed to pay equity and transparency. The posted pay range is based on possible base salaries for the role and does not include the value of our total rewards package. Actual pay determined at offer will be based on years of relevant work experience, education, certifications, skills and geographic location along with a review of current employees in similar roles to ensure that pay equity is achieved and maintained across Kaiser Permanente. Travel: Yes, 75 % of the Time Flexible: Work location is on-site at a KP location, with the flexibility to work from home. Worker location must align with Kaiser Permanente's Authorized States policy. Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.

For jobs where work will be performed in unincorporated LA County, the employer provides the following statement in accordance with the Los Angeles County Fair Chance Ordinance. Criminal history may have a direct, adverse, and negative relationship on the following job duties, potentially resulting in the withdrawal of the conditional offer of employment:

Consistently supports compliance and the Principles of Responsibility (Kaiser Permanente's Code of Conduct) by maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, and adhering to applicable federal, state, and local laws and regulations, accreditation, and licensure requirements (where applicable), and Kaiser Permanente's policies and procedures.

Models and reinforces ethical behavior in self and others in accordance with the Principles of Responsibility, adheres to organizational policies and guidelines; supports compliance initiatives; maintains confidences; admits mistakes; conducts business with honesty, shows consistency in words and actions; follows through on commitments.

Job duties with at least occasional or possible access to: (1) patients, the general public, or other employees; (2) confidential protected health information and other confidential KP information (including employee, proprietary, financial or trade secret information); (3) KP property and assets, for example, electronic assets, medical instruments, or devices; (4) controlled substances regulated by federal law or potentially subject to diversion.

Requisition #: 1399291

bx2d9wfr1