Executive Assistant, Santa Barbara

Sutter Health•Santa Barbara, CA

11h•Onsite

About The Position

The Executive Assistant (EA) Provides a broad range of high-level, specialized administrative support to a single or multiple executive leaders in Sansum Medical Group Santa Barbara. Works independently on a variety of complex assignments that are generally of a critical and confidential nature, exercising sound judgment, and applying advanced knowledge, and skills of administrative infrastructure, policies and procedures. Handles a broad range of complex inquiries, issues, and confidential materials. Exercises originality in developing methods or systems to resolve recurring or unusual circumstances.

Requirements

Written communications skills including the ability to compose effective communications to audiences within and outside the organization.
Verbal communication skills including the ability to speak and listen effectively to various audiences within and outside of the organization.
Well-developed time management and organizational skills, including the ability to independently prioritize assignments and work to achieve objectives and meet deadlines.
Advanced skill level in software applications, including Microsoft Office Suite (Word, Excel and Outlook), internet search software, and related information systems.
Interpret a variety of data and instructions, furnished in written, oral, diagram, or schedule form.
Work independently, as well as part of a team, including accomplishing multiple tasks in an environment with interruptions.
Build and maintain collaborative relationships with others to achieve team and organizational objectives.
Required High School Diploma or General Education Diploma (GED)
Required 4 years’ recent, relevant experience
This is an onsite role based in Santa Barbara, California, with occasional travel required to additional sites within the Central Coast Area, and occasional meetings with notice in Northern California.

Responsibilities

Provides a variety of complex and confidential administrative support by managing a wide range of administrative processes and projects, establishes work priorities, and creates documents including letters, memorandums, manuals, marketing, and business development reports, charts and graphic presentation materials.
Serves as an administrative liaison and ensures executive leader is apprised of ongoing issues, inquiries, and requests; facilitates coordination opportunities and provides a status of outstanding project deadlines. Attends meetings, develops meeting notes and tracks actionable deliverables, as needed.
Manages calendars, departmental schedules; coordinates complex scheduling and logistics for meetings, conferences, and events; provides support by establishing travel, lodging, event arrangements, equipment or reservations as necessary.
Receives and screens calls, messages, mail and email communications, and visitors. Refers and answers inquiries as appropriate to procedures and policies relating to medical group functions.
Creates and prepares specialized or complex reports, summaries, or replies to queries, selecting relevant information from a variety of sources. Prepares graphs, tables, spreadsheets or other complex graphics for meeting agendas and various other presentations.
Manages a variety of administrative projects, working independently on the creation of documents, prioritizing needs, and maintaining strong interpersonal relationships.
Performs information management functions, including maintaining databases and software, requests equipment and software installation and maintenance, produces standard and ad hoc reports.
Maintains strictest confidence of all information, including Patient Health Information (PHI) and protects all information from accidental, intentional, or inappropriate disclosure.
Performs all duties in compliance with medical group standards, policies, and procedures, as well as local, state and federal regulatory agencies to deliver the highest level of privacy and care.
Other duties as assigned.