Kaiser Permanente Coordinator, Administrative Support - Legal Division in Honolulu, Hawaii
Provides professional level administrative support to executive and department leadership. Anticipates and responds to diverse administrative needs of executive. Prepares presentations, reports, newsletters and other correspondence for different audiences. Tracks pertinent information and handles urgent and confidential matters. Makes commitments on behalf of executive. Coordinates retreats and special events. Coordinates and/or completes complex ad hoc projects including managing project costs and timelines. Receives customer inquires and either responds or triages as appropriate.
Essential Functions: - Provides professional level administrative support to executive and department leadership using independent judgment and initiative. Anticipates and responds to administrative needs of executive. Prepares presentations, reports, newsletters and other correspondence on variety of issues and initiatives for different audiences. Tracks pertinent information and handles urgent and confidential matters. - Organizes and triages requests. Identifies and resolves administrative issues and conflicts. - Manages calendar for executive. Assists with communication and correspondence. Assures timely response to internal and external customers. Represents interests and perspective of executive to customers. - Makes commitments on behalf of executive. Coordinates and represents divisional interests in community, charitable or academic activities. - Coordinates all aspects of executive and department retreats, and special events. Schedules travel arrangements. Creates agendas and distributes documents. Coordinates presentations and equipment needs. Takes minutes and drafts meeting summaries. Establishes and maintains systems to support timely follow-up and implementation of leadership assignments and decisions. - Coordinates and/or completes complex ad hoc projects. Manages project costs and timelines. - Responds to customer inquires and responds or triages as appropriate. Provides service recovery and may author responses by telephone, e-mail or written correspondence. - Reviews, analyzes and monitors budgetary cost centers. Assists with design, development and implementation of budgets. Ensures fiscal responsibility and efficient operations of department. Researches unusual variances or other apparent discrepancies with responsible area and accounting department. Reports significant findings.
Qualifications: Basic Qualifications: Experience - Minimum five (5) years of administrative experience including assisting a senior level executive. Education - Bachelor's degree in business administration or related field OR four (4) years of experience in a directly related field. License, Certification, Registration - N/A
Additional Requirements: - Type 55 wpm. - Demonstrated ability to deal with issues from external customers as well as internal staff. - Demonstrated knowledge of and skill in customer service, detail orientation, influence, interpersonal relations, oral communication, organization, problem solving, project management, prioritization, quality management, results orientation and written communication. - Demonstrated knowledge of, skill and proficiency in word processing, multimedia presentations, spreadsheet, database and desktop publishing PC applications.
Preferred Qualifications: - Legal secretarial and/or paralegal background
Experience supporting government relations staff
Project Management experience
Experience in a healthcare environment. Supervisory experience.
COMPANY Kaiser PermanenteTITLE Coordinator, Administrative Support - Legal DivisionLOCATION Honolulu, HIREQNUMBER 625360
External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.