• The Executive Assistant provides a broad range of executive support for Hoag Executives and Medical Directors.
• Establishes a trusting relationship with Executive Leaders and manages the operational and administrative aspects of day-to-day operations, allowing the Executives to focus on high-level leadership and strategy functions.
• Independently executes varied complex administration and project coordination duties, frequently of a highly confidential nature.
• Coordinates the flow of information, maintain outlook calendars, financial reconciliations, and sensitive personnel matters.
• Acts as a conduit for information, screening and directing information to the appropriate personnel, and serves as the gatekeeper for the executive’s office.
• Provides project support as requested.
• Compiles and manages data, prepares reports, prepares agendas and minutes as requested, and organizes projects.
• Schedules meetings and notifies participants of changes as needed.
• This role may have direct and frequent contact with Board members, patients, physicians, and community members.
• Projects an image of professionalism in communication, appearance, and conduct.
• Performs other duties as assigned and provides support to other senior leadership members as requested.
• Supports Hoag's mission and vision.
• Collaborates across the organization as appropriate.

May require participation in meetings and donor events outside of normal business hours including occasional evenings and/or weekends

Provides contract management support, including preparing documents, tracking renewals and expirations, and coordinating signatures. Responsible for maintaining records. Assists with preparation of meeting agendas and packets.

• High School Graduate or equivalent
• Minimum five (5) years' relevant experience
• Advanced knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems

• Bachelor’s degree preferred
• Four (4) years’ executive administrative support experience is in a health care or medically related field preferred
• HOI: Familiarity with Adobe Sign on similar software preferred

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