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Date: Jan 1, 2019

Location: Newport Beach, CA, US

Company: Hoag Memorial Hospital Presbyterian

Job Description:

The Administrative Specialist provides administrative assistance and other related duties for an on behalf of two or more high-level leaders, including one Vice President. Coordinates and screens flow of information through the office, answers telephones, and screens calls. Compiles data, prepares reports and organizes projects. Schedules meetings, records and transcribes meeting minutes. Maintains appointment calendars. Projects an image of professionalism in communication, appearance and conduct, and maintains confidentiality.


 Essential Functions:

• Composes and types correspondence, memorandums, reports, proposals and contracts.
• Proactively maintain appointment schedules and calendars; coordinate travel arrangements, and complete expense reports.
• Manage meetings and conferences from start to finish, encompassing all needs.
• Create and distribute agendas, and all supporting materials for required meetings, takes minutes and distribute to appropriate parties.
• Prepare presentations, organizational charts, spreadsheets and reports.
• Maintain confidentiality of all information exposed to during the course of work.
• Research and analyze projects.
• Receive and screen communications, including telephone calls and e-mail messages, and provide assistance using sound independent judgment to determine items requiring priority attention.
• Maintain records and files, including official minutes and transcripts of meetings.
• Coordinate office activities and schedules.
• Effectively interacts with Administrative and Management Staff, other hospital personnel, Auxiliary and the general public as applicable.
• Participates in quality improvement activities for departmental and section specific processes.
• Participates in the training of new employees, and offers guidance, assistance and direction to less experienced personnel.
• Performs other duties as assigned.


Job Requirements:

• High School Degree or equivalent

• At least five years secretarial/administrative experience in an office setting, preferably health care or medical related field.

• Advanced computer skills, including: Microsoft Word, Excel, PowerPoint, Outlook, Visio, and internet research. 

• Experience in performing research and preparing reports and recommendations

• Excellent organizational and time management skills; in particular, experience and skill in complex calendar management.

• Exemplary customer service skills, including communication, effectively with the public and coworkers, both in person and on the telephone.

• Must be able to set assignment priorities, work independently within established guidelines, and maintain confidentiality. 


Job Preferences:

• College Degree

• Experience working in a larger company of 2,000 employees or more.


Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

Job Segment: Administrative Assistant, Secretary, Executive Assistant, Internet Research, Administrative, Research

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