CHOC Specialists is a private pediatric subspecialty group with 26 pediatric subspecialties. The group practices at Children's Hospital of Orange County (CHOC) which is a premier healthcare system based in Orange County, Calif. CHOC is exclusively committed to the health and well-being of children through clinical expertise, advocacy, outreach and research that brings advanced treatment to pediatric patients.

CHOC PSF Executive Assistant

Position: Executive Assistant

Employer: Pediatric Subspecialty Faculty Inc., A Medical Corporation

Position Type: Full Time | 1.0 FTE | Non-Exempt
Pay: $36/hr - $48/hr (Annual Range $75,000 - $100,000)
Effective Date: January 1, 2025

About Us:

The Pediatric Subspecialty Faculty (PSF) Medical Group is dedicated to providing exceptional pediatric care through a network of specialized medical professionals. We are committed to advancing pediatric subspecialty care and improving outcomes for children. The PSF is comprised of 27 different pediatric subspecialties and over 400 total members which includes physicians, advanced practice providers and a small administrative team. The governance structure is led by a 12-member elected Board of Directors. Each subspecialty is led by a Division Chief. The PSF Medical Group is in a foundation model arrangement with CHOC Children's Hospital.

Position Overview:

The Executive Assistant (EA) will provide executive level administrative support to the PSF leadership team in ensuring the efficient and effective operation of our corporation. The EA role involves regular interaction and consultation with high level medical group administrators, physician leaders and hospital executives through our close partnership with CHOC. The Executive Assistant must be creative and enjoy working within a fast-paced, entrepreneurial environment that is mission-driven, results-driven, and patient-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple and competing priorities. The EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This role requires tact, judgment, and a highly developed sense of responsibility. The EA handles details of an extremely confidential nature and demonstrates knowledge of corporate operations, policy, and personnel. The incumbent must exercise considerable discretion and finesse in dealing with personal contacts.

We seek an experienced EA who is able to comfortably navigate through these administrative complexities with poise and sophistication. The EA will be privy to sensitive information and must maintain strict confidentiality in fulfilling daily responsibilities. The ideal EA will have a proven track record of an operational skill set matched with impeccable initiative, follow-through and accuracy.

The position will report directly to the PSF Chief Administrative Officer (CAO) with additional oversight by the PSF Board of Directors (BOD). The EA will primarily provide executive level administrative services to the CAO and the Board Officers: the President, Vice President of Medicine, Vice President of Surgery, Corporate Secretary and Treasurer. The position will also work closely with the PSF Associate Director on corporate functions. The EA will actively participate in and provide administrative support to regular meetings of the BOD, Council of Division Chiefs, all PSF member Corporate Updates and other governance related councils, committees and workgroups.

This role involves supporting highly driven and busy leaders who will rely on the EA for support, including creating mutually successful situations for all parties when direct access or decisions are needed. Duties will include managing complex meeting and clinical schedules, coordinating meetings and events, preparing meeting minutes, and handling sensitive information with discretion. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks with professionalism, confidentiality and productivity. Experience in and an understanding of healthcare is preferred.

Key Responsibilities:

• Administrative Support:
• Provide comprehensive administrative support to the CAO, including managing calendars, scheduling meetings, and coordinating priorities.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CAO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Prepare, edit, and proofread correspondence, reports, presentations, and other documents on behalf of the CAO, the Board, and the PSF President. Uses correct grammatical structure and spelling. Compiles data and prepares reports. Communicates with others inside and outside of the organization as needed to gather data.
• Review upcoming schedules with the CAO to prep and plan for meetings and deadlines, including preparing interviews with CVs.

• PSF Board of Directors Support:
• Provide executive level support to PSF BOD officers.
• Support the Board of Directors by preparing meeting agendas, taking minutes, ensuring timely distribution of materials, and occasionally planning for off-campus dinners.

• • Currently all PSF governance meetings take place every Tuesday late afternoon into evening. The EA will be required to attend all meetings.
  • Prepare food and logistical arrangements for Board meetings as needed. Operate Audio/Visual (AV) equipment for meetings and virtual events.

• Meeting and Event Coordination:
• Schedule and organize meetings, including preparing agendas, coordinating with participants, and ensuring necessary materials are available both printed and in the calendar invitation.
• Take and distribute minutes for meetings, track action items, and follow up as needed.
• Assist with planning and coordinating corporate events, presentations, and executive functions (e.g., New faculty event, galas, golf fundraisers, offsite executive dinners)

• Project Management:
• Supports, assists and collaborates on special / strategic projects ensuring project members meet established milestones and deadlines.
• Assist with special projects and initiatives as directed by the CAO, including interacting with the Human Resources department, welcome potential physician/APP candidates, and report preparation for committees or the Board.
• Track project timelines, deliverables, and ensure timely completion of assigned tasks.

• Office and Records Management:
• Oversee the day-to-day operations of the CAO's office, ensuring efficient workflow and organization.
• Maintain and update filing systems, documentation, and records for both the CAO and the Board.
• Responsible for department office supplies and food orders (e.g., ordering through Amazon)
• Processes requisitions, invoices, expense reports, check requests, etc. Ensures reimbursements are properly documented and processed.

• Confidentiality and Discretion:
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Help resolve sensitive issues or conflicts in accordance with the CAO's guidance.

• Communication and Liaison:
• Act as a liaison between the CAO, Board of Directors, and internal / external stakeholders. Provide the CAO with relevant information and updates before meetings and events to ensure adequate preparation.
• Liaise with other executive assistants and support staff to coordinate efforts and ensure smooth operation of the executive office.
• Foster positive relationships and facilitate effective communication within the organization.
• Serve as the first point of contact for internal and external communications, screening calls, emails, and other correspondence.

• PSF Administrative Team Expectations:
• Participate in weekly team meetings for strategic development, report out on action times and planning.
• Help cover responsibilities for Associate Director during PTO periods.
• Expectation is daily work in-person at PSF offices with possibility of 1 day per week of remote work.

Qualifications:

• Education

• Preferred: Associate or bachelor's degree in business administration, management, or a related field (or equivalent experience).

• Experience

• Required: Minimum of five (5) years of experience as an executive assistant or in a similar administrative role working with multiple supervisors, with experience supporting senior executives and/or boards preferred.
• Preferred: Seven (7) or more years of administrative experience supporting a Senior Executive at C-suite level in a matrixed organization.

• Specialized Skills

• Exceptional organizational and time-management skills, with the ability to handle multiple priorities and work under pressure.
• Strong written and verbal communication skills, with a high level of attention to detail and accuracy.
• Must work effectively with co-workers, vendors and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and respecting the diversity of our work force in actions, words and deeds.
• Ability to serve as a bridge between the CAO and BOD and internal departments, demonstrating leadership to maintain credibility and trust.
• Skilled user with deep experience in leveraging Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for effective and efficient work and familiarity with office management software.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Professional demeanor, with the ability to work effectively both independently and as part of a team.

What We Offer:

• Competitive salary and comprehensive benefits package.
• Opportunities for professional development and career growth.
• A supportive and dynamic work environment dedicated to advancing pediatric care.

How to Apply: Interested candidates should submit their resume, cover letter, and references to HR with the subject line "Executive Assistant to PSF CAO." Applications will be reviewed on a rolling basis until the position is filled.

Rate of pay is determined by various factors, including but not limited to knowledge, skills, competencies, experience, education, as well as position requirements.

CHOC Specialists is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, genetic information, marital status, medical condition, mental or physical disability, citizenship, national origin, ancestry (including language use restrictions), race, color, religion, religious creed, religious dress or grooming, sex (including pregnancy, childbirth, breastfeeding and related medical conditions), gender, gender identity, gender expression, sexual orientation, military and veteran status.

Other details

• Pay Type Hourly

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