#123091 Executive Assistant, Health CEO

DESCRIPTION

This position provides administrative oversight and management for the Chief Executive Officer (CEO) of the health system. Handles communication and coordination with direct reports, health system and University leadership, faculty and senior leadership of external organizations/ partners. Manages special projects and assignments that that are highly sensitive, confidential and potentially complex in nature. Able to manage work with a high level of independence and initiative. Has strong communication, project management and technical skills to take on a range of different projects for the CEO and in support of the Executive Office overall. Serves as the onsite administrative resource for the Executive Office at Jacobs Medical Center. Is able to handle highly confidential projects and support other C-suite personnel on a temporary basis/ as-needed.

Under general direction, plans, organizes, and coordinates the operations of the health system executive meetings, boards and committees. Provides administrative and procedural support, maintains the custody of records and responsible for coordinating activities including agendas, agenda preparation, action items and documentation. This position plans, organizes, and directs the provision of support necessary for official processing of business of executive meetings, boards and committees. Serves as the administrative liaison to members of the boards and committees by providing highly complex support.

Key Responsibilities

• Serve as the onsite resource/ administrator for the Executive Office at Jacobs Medical Center. Leads in the development and implementation of efficient and effective systems for managing administrative staff, information, projects and communications to ensure accurate and timely responses.
• Serve as a liaison with faculty, leadership, staff, community, and the general public. Responds to a wide variety of inquiries and issues from faculty, leadership, board members, staff and the public on behalf of the senior leadership, including those highly sensitive in nature and/or with organization-wide impact.
• Coordinate calendars and schedule meetings for the CEO. Functions as the gatekeeper, understanding the requirements of leadership in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
• Handles the details of complex and highly sensitive matters on behalf of executive leaders.
• Reads and interprets the governing bylaws and policies and procedures.
• Plans, organizes, directs, and manages activities in coordination with senior leaders, departments, and units in preparation of meeting agendas, facilitating processes, and maintaining documents and records.
• Takes minutes of meetings. Executes and/or communicates details of actions resulting from meetings and for upcoming meetings.
• Acts as custodian of all documents and records pertinent to the Medical Center boards and committees.
• Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries. Provides briefings to the senior leadership on the status of issues and impending deadlines.
• Manage timesheet tracking, travel and payment processes including accounts payable processes.
• Using best practices, leads maintenance and updating of internal communication and various project management tools including iShare site, Teams, internal website.
• Assist with office budget tracking and management.
• Help facilitate and arrange both executive team and larger enterprise meetings, as needed.
• Provides coaching and mentoring to administrative staff in handling difficult and sensitive situations and to ensure smooth daily operations within the executive office.
• Fill-in for other executive assistants within the C-suite as needed (vacations, leaves, etc.)
• Other duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelor's degree in related area and seven (7+) or more years of directly relevant administrative support experience; or equivalent combination of experience, education and training.

• Advanced analytical and complex problem-solving skills.

• Advanced political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Health system and University as well as the Office of the President and external constituencies.

• Exceptional service orientation and attention to detail.

• Effective skills to communicate and influence effectively with all levels of leadership, staff, faculty, donors, students and external constituents, both verbally and in writing.

• Excellent skills in collaboration, problem-solving and advising.

• Strong ability to multi-task with demanding timeframes.

• Mid-to large size project management skills.

• Advanced computer skills (including proficiency in Microsoft Word, Excel, PowerPoint and Outlook).

• Expert knowledge of the organization's processes, protocols and procedures as well as common organization-specific computer applications.

PREFERRED QUALIFICATIONS

• Ten (10+) or more years of relevant experience, including direct support of a c-suite executive.
• Substantial experience within a large, complex healthcare organization.
• Current UC San Diego Health or Health Sciences experience preferred.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.