This position is responsible for providing a broad range of executive support for the President of the Hoag Hospital Foundation (HHF) and is also responsible for managing board governance for the HHF and Hoag Charity Sports (HCS) Board of Directors. Works with limited direction from the President executing significant discretion and judgment in all aspects of the role. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President’s office, including serving as the primary contact to the Hospital President & CEO’s office. Manages the scheduling and agendas for all Board-related meetings and committees and serves as the primary point of contact for all HHF Board members as it pertains to calendaring board and committee meetings as well as meetings with the HHF President. Maintains all board documents including by-laws and minutes and ensures they are current and accurate. Works independently and maintains confidentiality in all situations. In the absence of the HHF President, and with the assistance of the Executive Vice President, makes decisions as appropriate on his behalf.
Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner. Will also perform varied complex financial and personnel duties, frequently of a highly-confidential nature.
Additionally, performs governance-related activities (e.g., Board meeting support, Board committee support, retreat planning and support, etc.). This role will have direct and frequent contact with Board members.
- Plans, coordinates and ensures the President’s schedule is followed. Provides “gatekeeper” and “gateway” role for direct access to the President’s time and office
- Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up as needed. Acts as a “barometer”, having a sense for the issues taking place in the environment and keeping the CEO updated and on point
- Works closely with the chair of the HHF Board of Directors and the HHF President and supports the Board of Directors with governance-related activities.
- Provides governance expertise in developing and implementing Board policies and procedures and processes
- Develops and disseminates all HHF and HCS Board and committee agendas and accompanying materials.
- Manages administrative functions, including coordinating and screening the flow of information through the office to maximize productivity of the HHF President, answering and screening phone calls, managing the President’s calendar, regularly arranging meetings, conferences and travel requirements, providing reminders and data for all scheduled meetings, and establishing administrative procedures and guidelines.
- Communicates directly and on behalf of the HHF President, with Board members, hospital administrators, medical staff and organization personnel on matters related to HHF initiatives..
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature such as patient complaints. Determines appropriate course of action, referral or response.
- Assists with scheduling meetings, coordinating the agenda, and facilitating any follow-up actions required by HHF Senior Leadership Team (SLT), including managing the agenda for bi-weekly meetings.
- Interacts appropriately and effectively with major donors, hospital administrators, physicians and volunteers.
- Acts as the project manager for special requests and initiatives for Administration
- Requires flexible work schedule that will vary from 7am through 6pm. May require work or participation in meetings outside of normal business hours including evenings and/or weekends.
Education, Training and Experience
- High school degree or equivalent
- Five years experience in an executive administrative support capacity
- Bachelor’s degree
- Knowledge of the culture of HHF and Hoag Hospital.
Skills or Other Qualifications
- Advanced Excel, Word and PowerPoint skills
- Excellent customer services skills and attitude
- Excellent organizational and time management skills; in particular, experience and skill in complex calendar management
- Excellent verbal and written communication skills
- Independent self-starter; must be able to set assignment priorities, work independently within established guidelines, and maintain confidentiality.
- Able to discern and communicate with the highest level of tact and diplomacy to Board Members, Board Committee Members, Community Leaders, Legislators, City Council Members, Physicians, Volunteers, and Employees.
- Ability to partner with the President/CEO and the Manager of the Office of the CEO and Board of Directors to understand nuances, appropriate protocol, and specific preferences of the executive and Board members, and execute on the level of support required/expected