Executive Assistant - Onsite (Full Time, Day)
About The Position
At Northbay Health, this highly visible position serves as a key administrative representative, interacting professionally with employees, physicians, volunteers, and the public. The Executive Assistant provides comprehensive administrative support and serves as a resource for the Ambulatory Division, managing executive calendars and coordinating meetings, travel, and events while 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. Success requires exceptional organization, initiative, critical thinking, discretion, strong written and verbal communication, and the ability to manage multiple priorities in a fast-paced healthcare environment. The role supports Ambulatory leaders, operational programs and initiatives for Medical Group practices, and the Ambulatory governance structure. It maintains calendars and directories, coordinates documents and reports, supports meetings and events, and handles sensitive information confidentially.
Requirements
- Associate degree required, or a combination of education and experience equivalent to four years.
- Minimum of five years of executive-level support experience.
- Notary Public Commission, or completion of the requirements within six months of hire.
- Ability to handle multiple tasks simultaneously and meet designated deadlines.
- Exceptional organizational skills.
- High proficiency with the Microsoft 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 the highest level of confidentiality and exercise discretion with sensitive organizational and personnel matters.
- Excellent customer service skills.
- Ability to work independently and collaboratively with minimal supervision, using motivation, initiative, good judgment, and diplomacy in a diverse business environment.
- Outstanding interpersonal skills, including problem-solving, critical thinking, communication, and diplomacy; 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, regulatory materials, and policies and procedures.
- Maintain and assist with updating safety, 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.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
Associate degree
