Executive Assistant - Onsite (Full Time, Day)

NorthBay Health • Fairfield, CA

1d • $39 - $47 • Onsite

About The Position

This highly visible position serves as a key administrative representative for NorthBay Health, interacting professionally with employees, physicians, volunteers, and the public. It provides comprehensive administrative support and serves as a resource for the Ambulatory Division by managing executive calendars, coordinating meetings, travel, and events, and assisting with special projects that support organizational strategic goals and objectives. The role also manages correspondence, prepares reports and business documents, and helps ensure efficient administrative operations. It calls for exceptional organization, initiative, critical thinking, discretion, and strong written and verbal communication while managing multiple priorities in a fast-paced healthcare environment.

The position supports Ambulatory leaders and Medical Group practices, coordinates documents and reports, maintains safety and policy-and-procedure manuals, supports governance meetings, and maintains the ambulatory physician and staff directory. It demonstrates NorthBay Health’s True North values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence.

Work hours are Monday through Friday or based on business need. The role is onsite. NorthBay Health describes its benefits package as subject to established eligibility requirements; available benefits may include insurance coverage, paid time off, retirement matching, education reimbursement, professional development, wellness programs, and other offerings.

Requirements

• Associate degree required, or a combination of education and experience equal to four years.
• Minimum of five years of executive-level support experience.
• Obtain a Notary Public Commission or complete its requirements within six months of hire.
• Ability to handle multiple tasks simultaneously and meet designated deadlines.
• Exceptional organizational skills.
• High proficiency with the MS Office suite and advanced computer skills, including developing PowerPoint presentations and Excel spreadsheets and composing correspondence and reports.
• Excellent written and verbal communication skills, including strong writing and proofreading skills.
• Ability to maintain strict confidentiality and use discretion when handling sensitive organizational and personnel matters.
• Excellent customer service skills.
• Ability to work independently and collaboratively with minimal supervision, using motivation, initiative, sound judgment, and diplomacy.
• Outstanding interpersonal, problem-solving, critical-thinking, communication, and diplomacy skills; ability to handle multiple projects and arrange complex meetings.
• Knowledge of data analysis.
• Demonstrate NorthBay Health’s True North values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence.

Nice To Haves

• Bachelor’s degree highly preferred.
• College education or completed business school preferred.

Responsibilities

• Provide support to Ambulatory leaders as requested to meet organizational strategic goals and objectives.
• Coordinate documents and reports, including correspondence and regulatory materials, as well as policies and procedures.
• Maintain and assist with updating safety and policies-and-procedures manuals, including distribution.
• Assist with operational programs and initiatives supporting Medical Group practices.
• Coordinate the Outlook calendar and schedule meetings, including committee distribution lists and updates.
• Maintain confidentiality in all aspects of the position.
• Support the governance structure, including meeting support.
• Manage and maintain the ambulatory physician and staff directory.
• Support coordination of Ambulatory-related events and activities.
• Complete special projects as requested.
• Perform other duties as assigned.
• Manage executive calendars and coordinate meetings, travel, and events.
• Prepare reports and business documents.

Benefits

• Benefits may include medical, dental, and vision insurance; life, disability, and long-term care coverage; paid time off including vacation, sick leave, holidays, and bereavement; a 403(b) retirement plan with employer match; education reimbursement for eligible roles; professional development and training; an Employee Assistance Program; wellness and recognition programs; shift differentials; and market-based compensation review and increases subject to approval and organizational performance.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree