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Executive Assistant

CalOptima Health is seeking a highly motivated Executive Assistant to join our team. The Executive Assistant will provide multi-faceted administrative support and assistance to the Chief and / or Executive Director (Executive). The incumbent will handle a wide range of administrative tasks to execute all position responsibilities and act as a key liaison between executives, CalOptima Health staff, community partners, external stakeholders and county or state agencies as appropriate. The incumbent will act with integrity and maintain strict confidentiality in all tasks.

Position Information :

Department : Operations Management

Salary Grade : $60,533 - $93,826 ($29.10 - $45.1087)

Work Arrangement : Full Office

Duties & Responsibilities :

60% - Executive Support

Coordinates the calendar for Executive(s) and other staff as determined, including scheduling appointments, meetings and speaking engagements. Must exercise discretion in committing time and evaluate needs when making meeting arrangements.

Determines priority of matters of attention for the Executive(s), redirects matters to staff to handle or handles matters directly, as appropriate.

Provides administrative support for specific and / or ongoing projects, applying general business practices, as well as CalOptima Health policies and procedures under the direction of the Executive(s) and / or EASM. May follow-up on the progress of projects and activities assigned to the Executive(s)' subordinates or to other staff.

Supports Executive(s) at meetings as designated or requested, including but not limited to, material preparation, meeting notes / minutes and managing presentations.

Coordinates travel arrangements and completes registration for conferences and seminars.

Acts on behalf of Executive(s) for administrative items such as timekeeping and providing required signature / s.

Maintains chronological files for Executive(s).

Processes all incoming invoices and expense reports for Executive(s) and other management staff, as appropriate.

35% - Program / Department Support

Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.

Assists the team in carrying out departmental responsibilities and collaborates with others to support short- and long-term goals / priorities for the department.

Maintains and ensures appropriate follow-up of confidential and sensitive information and files regarding management projects, policies and personnel.

Coordinates work with other administrative support staff or plays a key role in the coordination of staff efforts within the departments, as supervised by the EASM.

Answers telephone calls and greets visitors, answering a variety of questions with tact and diplomacy; triages telephone calls to appropriate staff for resolution.

Handles all incoming correspondence and maintains all outgoing correspondence per administrative policy.

Maintains an inventory of supplies, including monitoring needs, ordering for the departments and submitting requisitions.

Supports budget process and tracking as needed and directed by Executive(s).

Supports legal services as directed by the EASM.

Supports the Clerk of the Board with production of meeting materials, set-up / break-down at the Board Meetings and other duties, as needed.

5% - Other

Completes other projects and duties as assigned.

Job duties are subject to change with the growth of departmental functions of executive staff.

Minimum Qualifications :

High school diploma or equivalent PLUS 5 years of executive administrative support experience required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying.

Proficient in Microsoft Office required.

Preferred Qualifications :

Bachelor's degree in business administration or related field.

Required Licensure / Certifications :

N / A

Knowledge & Abilities :

Develop rapport and establish and maintain effective working relationships with CalOptima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.

Work independently and exercise sound judgment.

Communicate clearly and concisely, both orally and in writing.

Work a flexible schedule; available to participate in evening and weekend events.

Organize, be analytical, problem-solve and possess project management skills.

Work in a fast-paced environment and in an efficient manner.

Manage multiple projects and identify opportunities for internal and external collaboration.

Motivate and lead multi-program teams and external committees / coalitions.

Utilize computer and appropriate software (e.g., Microsoft Office : Word, Outlook, Excel, PowerPoint) and job specific applications / systems to produce correspondence, charts, spreadsheets, and / or other information applicable to the position assignment.

Physical Requirements (With or Without Accommodations) :

Ability to visually read information from computer screens, forms and other printed materials and information.

Ability to speak (enunciate) clearly in conversation and general communication.

Hearing ability for verbal communication / conversation / responses via telephone, telephone systems, and face-to-face interactions.

Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.

Lifting and moving objects, patients and / or equipment 26 to 50 pounds

Work Environment :

If located at the 500, 505 Building or a remote work location :

Work is typically indoors and sedentary and is subject to schedule changes and / or variable work hours, with travel as needed.

There are no harmful environmental conditions present for this job.

The noise level in this work environment is usually moderate.

If located at PACE :

Work is typically indoors in a clinical setting serving the frail and elderly.

There may be harmful or hazardous environmental conditions present for this job.

The noise level in this work environment is usually moderate to loud.

If located in the Community :

Work is typically indoors and sedentary and is subject to schedule changes and / or variable work hours, with travel as needed.

Employee will occasionally work outdoors in varied temperatures.

There may be harmful or hazardous environmental conditions present for this job.

The noise level in this work environment is usually moderate to loud.

About CalOptima Health :

CalOptima Health is the single largest health plan in Orange County, serving one in four residents. Our motto - "Better. Together." - is at the heart of our mission to serve members with excellence, dignity and respect. We are a public agency made up of compassionate leaders and professionals working together to strengthen our community's health. We are continuing to build a culture that promotes diversity and inclusion within our community where employees have a sense of belonging, and are valued for their ideas, contributions, and their unique individual perspectives they bring. CalOptima Health has been recognized as one of Orange County's best places to work, so we know there is something special about our organization. It is why people choose to work here and why they choose to stay!

About our Benefits & Wellness options :

At CalOptima Health, we know that a healthy and happy workforce is a thriving workforce, which is why we offer a comprehensive benefits package, including participation in the California Public Employees Retirement System (CalPERS), low-cost medical / vision / dental insurance options, and paid time off. To support quality work-life balance, we allow flexible scheduling during core business hours, telework options for some positions, and a wellness program featuring diverse activities. Additionally, CalOptima Health contributes 4% of pensionable earnings to a 401(a) retirement program with no required employee contribution. For those who are interested in additional retirement savings, employees have access to 457(b) retirement plans with pre / post-tax contribution options.

Important Application Information and Instructions :

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is September 8, 2025 at 9 : 00 PM (PST). Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment.