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Providence Senior Executive Assistant PSJH in Irvine, California


Providence is calling a Senior Executive Assistant PSJH (Full time/Day shift) to our Providence California Regional Services in Irvine, CA.

We are seeking a Senior Executive Assistant PSJH who will be rresponsible for providing ongoing administrative, planning and executive support of a highly complex and confidential nature for a system executive. The position assists in meeting specialized goals, and contributes to the

achievement of the organization's vision, mission and strategic objectives by providing special project and executive support to a position of significant leadership within the PSJH system. The activities of this position include supporting an executive(s by managing calendars, correspondence, meeting and agenda preparation and other logistical matters. It is anticipated that

the person holding this position will network extensively with many of the organization's leadership and health system stakeholders and will represent their supervisor and the health system in a positive and professional manner.

In this position you will:

  • Independently, or in consultation with their supervisor, develop plans needed to carry out assigned projects and activities; establish methods and schedule to implement and maintain activities for the executive. Exercise extensive independent judgment to reflect and match executive’s leadership style

  • Facilitate, and perform administrative functions in support of meetings of executive groups as assigned. Support activities include timely collection and preparation of draft agendas; prioritizing items in consultation with executives to finalize agenda; dissemination of meeting materials; coordination of meeting records, evaluations and follow-up reports

  • Oversee the coordination of the Office of the executive(s) they support. Assure a logical flow for scheduling of activities, including preparation and planning time. Either work with other assistants or works independently to schedules meetings, travel and outside commitments. Assure that the executive has the materials needed for meeting obligations in advance of appointments through maintenance of confidential department files

  • Coordinate writing, editing and communications tasks. This includes initiating and drafting correspondence; recording minutes of meetings and telephone conference calls; compiling information and preparing summary reports; overseeing and prioritizing incoming or outgoing mail and messages, and preparing information for presentation or publication. Exercise independent judgment and decision-making in handling incoming and outbound information and material

  • Support the executive(s) through positive communications and relations with internal and external customers in an environment that is open and inviting. Maintains relationships with, and responds to contacts from, internal and external customers (such as executives, professional association staff, consultants, government agency personnel) and others related to the health care ministry with the purpose of exchanging information, scheduling meetings and communicating confidential and non-confidential matters involving the senior executive and the health system. This support includes significant interaction with senior leaders reporting to the executive(s) this position supports. Position provide appropriate referrals, or informs the executive(s) when a situation warrants direct attention

  • Collaborate with a wide variety of offices and individuals to assist in all organizational integration efforts to fulfill strategic objectives, best practices and outcomes for the integrated health system

  • Planning: The position plan and coordinate projects and activities; plans administrative and secretarial actions to accomplish and control work flow; and develops efficient procedures to handle and track the status of materials and documents for distribution


Required qualifications for this position include:

  • Bachelor's Degree or equivalent educ/experience

  • 6 years closely related experience, with at least 3 years of experience supporting a leadership role

  • The job requires a thorough knowledge of system-wide programs, services and executive leadership roles

  • The job requires a seasoned, extensive knowledge of service support roles and responsibilities and how they interact; the skill and ability to plan, prioritize, complete complex assignments in a quality manner; and the ability to interact with a wide range of individuals and groups in the organization’s leadership.

  • The ability to establish and maintain confidentiality is required

About the hospital you will serve. Anchored by five award-winning comprehensive medical centers, Providence provides a full spectrum of care that includes a range of specialties, signature services, outpatient and home care and the well-regarded Providence Medical Institute, a group of physicians and primary and urgent care clinics throughout the greater San Fernando Valley and South Bay. Providence is focused on providing the communities it serves with preventive care, education and leading-edge diagnostics and treatment. The organization includes numerous outreach programs. Hospice and home care and even our own Providence High School, a Blue Ribbon college-preparatory campus.

For information on our comprehensive range of benefits, visit:

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: California-Irvine

Req ID: 280463