Administrative Consultant III - Supporting the Chief Human Resources Officer

Sutter Health•Santa Rosa, NM

3d•Hybrid

About The Position

Essential for creating and implementing important strategies across the organization. This role manages complex and sensitive issues while achieving important business goals. As a trusted advisor to top leadership, provides expert advice and ensures that key resources and solutions are available for making crucial decisions. This role requires a strong understanding of the organization's policies and strategies to implement effective initiatives. Will manage multiple important projects, collaborate across teams, and develop innovative solutions for various challenges. Uses good judgment and problem-solving skills when handling confidential matters and addressing urgent organizational issues. Key tasks include overseeing complex projects from start to finish, advancing organization-wide strategies, and achieving measurable results. This role also helps set department goals and encourages a culture of ongoing improvement and operational excellence. This is a hybrid role and candidate selected must live a commutable distance to the Emeryville office and come on site a minimum of 2-3 days a week. This is not a remote role.

Requirements

Ability to build and establish effective working partnership with employees, peers and/or leaders to achieve program objectives.
Proven experience providing high-level administrative support to senior executives.
Demonstrates a commitment to Sutter Health's mission, vision, and values.
Organizational skills and the proven ability to manage multiple tasks and deadlines simultaneously.
Effective communication skills are essential, with an emphasis on writing.
Motivated and resourceful self-starter with the ability to anticipate needs, meet deadlines, and solve problems creatively, both independently and in team settings.
Adaptability to interact with various types of visitors with poise and self-confidence.
Desire and ability to work independently and autonomously.
Proficient in MS Office Suite.
7 years recent relevant experience
Bachelor's: Business Administration, Healthcare Management or related field
Equivalent experience will be accepted in lieu of the required degree or diploma.

Responsibilities

Executive Support Serve as a strategic partner to senior executives (VP, CMO, CEO, SVP, and above), providing high-level administrative and operational support to enhance executive decision-making and organizational efficiency. Utilize independent judgment to manage intricate schedules, prioritize conflicting demands, and make timely decisions on behalf of executives. Lead and oversee executive-level initiatives, including preparing in-depth reports, conducting high-level analyses, coordinating cross-functional collaboration, and representing executives in critical internal and external communications. Drive efficiency in executive operations by optimizing travel logistics, overseeing expense management, and implementing streamlined administrative processes, including expense coding, to support financial and operational accuracy.
Project Coordination & Long-Term Planning Lead and oversee strategic initiatives that drive organizational growth and long-term success, ensuring alignment with enterprise-wide objectives. Develop, manage, and optimize project budgets, timelines, and resource allocation, ensuring the successful execution of high-impact initiatives. Establish and enforce strategic priorities, proactively identifying opportunities to enhance operational efficiency and organizational effectiveness. Deliver executive-level insights and recommendations by preparing and presenting comprehensive reports, leveraging data-driven analysis to inform high-stakes decision-making. Facilitate executive alignment and promote cross-functional collaboration by serving as a strategic advisor, ensuring effective coordination among leadership teams on key objectives and projects. Serves as the executive's trusted representative in various communications, acting as a liaison with stakeholders and ensuring that the executive's message is clear, consistent and impactful.
Board & Committee Support May serve as a strategic liaison between the fiduciary board of directors and/or committees of the board. May oversee the planning and execution of high-level board and committee meetings, including agenda development, coordination of complex schedules, preparation of executive-level materials, and facilitation of discussions. May ensure accuracy, confidentiality, and compliance in board-related documentation, including preparing and reviewing minutes, reports, and follow-up actions to support informed decision-making and accountability. May provide high-level advisory support to board members and senior leadership, offering strategic insights, ensuring compliance with governance policies, and proactively addressing key organizational matters.
Organization & Communication Drive system-wide communication strategies, ensuring seamless coordination across multiple departments, executive leadership, and key stakeholders, including physicians, board members, and external partners. Lead the preparation, execution, and follow-up of high-stakes meetings, ensuring that all logistical, strategic, and operational needs are met to support informed decision-making. Oversee planning and execution of large-scale events, ensuring alignment with organizational objectives and fostering engagement across leadership and staff. Depending upon the location, act as the primary executive representative for internal and external engagements, including office tours, VIP visits, and high-profile stakeholder interactions. Provide leadership and oversight to administrative teams, ensuring productivity, efficiency, and adherence to organizational standards and deadlines. Optimize office operations by implementing best practices and process improvements, ensuring a productive and efficient work environment. Oversee the monitoring of office supplies and order new stationery, furniture, appliances, and electronics. Manage vendor relationships and facility operations, ensuring that office environments are safe, well-maintained, and equipped to support executive and staff productivity. Analyze and report operational performance to senior leadership, identifying opportunities for process enhancements and driving continuous improvement in office efficiency.
Recruitment & Candidate Coordination Lead and oversee the coordination of executive-level recruitment efforts, managing the scheduling and facilitation of interviews for senior leadership and high-profile candidates. Serve as a key liaison between leadership and executive candidates, ensuring a seamless and professional experience that reflects the organization’s culture and strategic priorities. Strategically manage and execute all logistics for onsite candidate visits, including itinerary planning, stakeholder alignment, and executive briefings to enhance engagement and decision-making. Provide high-touch support for senior leadership in the hiring process, ensuring smooth communication, confidentiality, and efficiency in all candidate interactions.
Reporting Lead the development and execution of internal and external reports through gathering, analyzing, and summarizing program data and information. Oversee program and project analytics, ensuring accurate data collection, in-depth analysis, and comprehensive reporting that drive enterprise-wide performance improvements. Provides support to the departments by gathering and analyzing data for quality improvement efforts. Design and deliver presentation materials/reports.
Program/Administrative Support Lead the strategic planning and execution of activities for designated program(s)/offices to ensure that goals and objectives are accomplished within pre-established parameters. Manages day-to-day operations, ensuring delivery of high-quality results/services. Oversees the development and implementation of policies, standard work, processes and workflows to ensure effective and efficient operations. Conduct in depth evaluations of existing office practices and program effectiveness; provides recommendations and oversees the coordination of the improvement efforts. Serves as a strategic partner to the organization, providing direction for issue/problem resolution and responding timely to escalated issues. Develops and provides in-service training upon request in areas of expertise.