Kaiser Permanente Senior Management Assistant in Honolulu, Hawaii
Provides complex administrative and operational clerical support to department managers and/or staff. Serves as resource person to staff, members, and outside vendors. Researches, plans and arranges special events. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed. Additional responsibilities may include data gathering, compilation of findings utilizing spreadsheets, graphics and database software; tracking expenditures; managing expense reports; participating in budget development; training, and monitoring work of other support staff.
Answers phones, takes messages, screens calls, and greets KP visitors or outside vendors. May monitor emails for others
Manages the manager's calendar, and schedules/plans meetings. Researches, plans and arranges special events including hotel and conference facilities. Makes travel arrangements for the department/staff or manager
Writes detailed correspondence for managers and staff; independently updates department documents as needed
Creates reports, presentation materials with charts and illustrations, and proofs content for accuracy
Inputs data and maintains established databases; gathers and researches information. May analyze data
Researches and collects information needed to complete project tasks or reports.
- Interfaces daily with KP employees across multiple organizations and external parties as a liaison for the department/function
Tracks expenditures to include billing and payment authorization on behalf of the dept manager; authorizes recharges across business units. Manages expense reports
May participate in budget development for equipment and supplies. May be responsible for tracking expenditures and variances to budgets
Administers programs, projects, and/or processes specific to operating unit served.
May serve as administrative liaison for others within and outside organization regarding administrative issues relating to purchasing, personnel, facilities, and operations.
May conduct department-specific training
May establish work priorities and scheduling. May train, monitor and check work of other administrative support staff
May research and develop department administrative policies and procedures
- Minimum five (5) years of administrative assistant or related experience.
- High School Diploma or General Education Development (GED) required.
License, Certification, Registration
Type 50 wpm
Demonstrated ability to prioritize and complete detailed work with accuracy and within time line requirements.
Demonstrated knowledge of and skill in adaptability, interpersonal relations, oral communication, written communication, organization, customer service, teamwork, project management, problem solving, decision making, results orientation, influence, leadership, and group process facilitation.
Demonstrated knowledge of and skill in word processing, spreadsheet, and database PC applications.
Bachelor's degree in business administration or related field.
Specialized knowledge related to department (e.g. finance, compliance, benefits).
Proficiency in taking and recording meeting minutes.
Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
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 and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.
TITLE: Senior Management Assistant
LOCATION: Honolulu, Hawaii
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.