Executive Assistant, Internal Audit Services (Pasadena, CA) Job in Pasadena, California US
Executive Assistant, Internal Audit Services (Pasadena, CA)
Kaiser Permanente Executive Assistant, Internal Audit Services Pasadena, CA Kaiser Permanente (KP) is looking for an Executive Assistant in Pasadena. This position will support the Internal Audit Services (IAS) team. Essential Functions: - Answers phone calls and e-mails and directs inquiries to appropriate parties based on functional/operational knowledge; may respond to routine to moderately complex inquiries directly. - Manages heavy calendaring to include arranging complex special events requiring solid understanding of event requirements and coordination of dependencies. - Arranges travel, completes expense reports, organizes documents. - Provides backup coverage to other assistants on the IAS team. - Coordinate closely with stakeholders and their administrative staff. - Drafts more complex and detailed correspondence for executives using KP knowledge and advanced business acumen; independently updates department documents as needed. - Uses basic to advanced knowledge of Microsoft Office (Word, Excel, PowerPoint) applications, depending upon department or business needs. - Assists with complex custom reports and cross-functional initiatives that require project coordination (e.g., data collection and validation, project reporting, etc.) - Monitors and resolves administrative budget issues to include billing and payment authorization for planned and unplanned expenses and special events; handles recharges across business units, tracks and accounts for executive travel/business expenses. - Interacts regularly with KP employees at all levels across multiple organizations, as well as external representatives as a liaison, to gather, exchange, and compare/contrast pertinent operational information for others use. - Coordinates administrative workflow of the department; recommends new processes as needed. - Directs and delegates to other administrative assistants on work processes and best practices. - Requires continuous use of technical and business vocabulary and a detailed knowledge of the organization's operations, policies, procedures, and personnel. - Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. - Works independently to anticipate and meet business needs. Qualifications: Basic Qualifications: - 8+ years of administrative and/or executive assistant experience with increasing levels of scope and discretion - High school diploma or GED - Strong organizational and interpersonal skills - Strong customer service values - Able to maintain calm demeanor in high stress situations - Strong verbal and writing skills - Advanced knowledge of MS Office (Word, Excel, PowerPoint) - Typing speed of 60-70 wpm with high accuracy Preferred Qualifications: - Advanced proficiency with Lotus Notes - Experience with internal audit