DaVita Executive Assistant in EL SEGUNDO, California

Executive Assistant

Description

DaVita Medical Group manages and operates medical groups and affiliated physician networks in California, Nevada, New Mexico, Florida, Colorado and Washington in its pursuit to deliver excellent-quality health care in a dignified and compassionate manner. As of June 30, 2016 DaVita Medical Group (formerly HealthCare Partners) provided integrated care management for approximately 760,000 patients. DaVita Medical Group’s leadership development initiatives and social responsibility efforts have been recognized by Fortune, Modern Healthcare, Newsweek and WorldBlu.

We are committed to bringing the benefits of coordinated care to our patients and to taking a leading role in the transformation of the national healthcare delivery system to assure quality, access, and affordable care for all.

If you're looking to make a difference with a large, financially stable, well-recognized medical group, DaVita Medical Group may be the employer for you.

OVERVIEW OF THE POSITION:

Responsible for performing a wide range of administrative and executive support duties of a highly responsible, time sensitive and confidential nature for the executive management team. Provides primary support to members of the Executive Team (Holdings LLC) with secondary support to vice presidents as capacity allows as well as general office management duties.

ESSENTIAL FUNCTIONS:

  • Consistently exhibits behavior and communication skills that demonstrate HealthCare Partners’ (HCP) commitment to superior customer service, including quality, care and concern with each and every internal and external customer.

  • Relieves executive management of administrative functions to allow management to focus on strategic responsibilities.

  • Supports executive management by prioritizing, assisting and executing action items, followups and tasks with minimal supervision.

  • Manages calendars for executive management requiring interaction with both internal and external executives and assistants to coordinate a variety of meetings.

  • Arranges travel itineraries (local, national and international travel) and expenses.

  • Schedules, organizes and coordinates meetings, events, training sessions, interviews, appointments, travel arrangements, conferences and LLC activities for all members of DaVita HealthCare Partners.

  • Serves as corporate event planner and organizer by scheduling cross market functions and meetings for the company.

  • Organizes site visits for outside vendors, prospective acquisitions and business development.

  • Coordinates logistics for external visitors to the office.

  • Serves as the primary point of contact, resource and communications between executive management team and the company (i.e. Voice of the Village, internal communications and company inquiries).

  • Responds confidently, courteously, knowledgeably and professionally to internal and external phone calls and visitors.

  • Organizes and communicates incoming and outgoing electronic communications on behalf of executive management including correspondences, reports and memos.

  • Works with Information Services to manage distribution lists for electronic communications.

  • Composes and edits correspondences and company memos from written or verbal direction.

  • Proofreads and ensures clarity as well as grammatical and typographical accuracy for all written documentation.

  • Prepares, transcribes, composes, types, edits and distributes agendas and minutes of meetings.

  • Gathers data to create presentations that includes charts and graphs and distributes to appropriate parties.

  • Reviews mail, determines level of priority and processes accordingly.

  • Oversees the logistics for new leadership by ensuring permanent workspace with necessary supplies, necessary account access with accompanying IS paperwork completed, proper training and scheduled meet and greets.

  • Functions as liaison with DaVita administration and provides adhoc administrative support for visiting DaVita teammates.

  • Oversees and processes IS paperwork to ensure DaVita administrative teammates working within the HCP environment have access to the network.

  • Functions as administrator for HCP California conference room access and conference lines.

  • Handle special projects and department specific assignments, sometimes on an urgent basis.

  • Analyzes and works with department leads to improve and enhance processes for greater efficiency and ease within the organization (i.e. office space, pricing etc.).

  • Attends team meetings, phone conferences and trainings.

  • Mentors and provides leadership to peers and administrative assistants.

  • Maintains LLC policies and procedures, organizational charts and minutes as required for a public company.

  • Ensures adequate department supplies and maintenance of department equipment.

  • Uses, protects, and discloses HCP patients’ protected health information (PHI) only in accordance with Health Insurance Portability and Accountability Act (HIPAA) standards.

  • Performs additional duties as assigned.

Qualifications

EDUCATION:

  • One or two years of post-high school education or a degree from a two-year college.

  • Bachelor's degree from a four-year college and/or a professional certification requiring formal education beyond a two-year college preferred.

EXPERIENCE:

Minimum:

  • Over 5 years and up to and including 7 years of experience.

Preferred:

  • 4 to 5 years of office experience at the corporate level.

KNOWLEDGE, SKILLS, ABILITIES:

  • Computer literate.

  • Intermediate computer skills and proficiency in Microsoft applications such as Word, Excel, PowerPoint and Visio.

  • Intermediate proficiency in Outlook for calendaring and emailing.

  • Able to keyboard 55 wpm.

  • Ability to format documents, agendas and presentations with good spelling, grammar and punctuation skills.

  • Multi-line telephone skills.

  • Ability to maintain professional appearance and behavior.

  • Ability to interface with all levels of management.

  • Effective organizational, multi-tasking and follow-up skills with strong attention to details.

  • Ability to make administrative and procedural decisions and judgments on sensitive and confidential issues.

  • Excellent written and verbal communication and presentation skills.

Primary Location CA-EL SEGUNDO - 90245

Req ID: 304728