Executive Assistant

At NorthBay Health, this highly visible position serves as a key administrative representative for NorthBay Health, interacting professionally with employees, physicians, volunteers, and the public. 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. Responsibilities also include managing correspondence, preparing reports and business documents, and ensuring the efficient execution of administrative operations. This role requires exceptional organizational skills, initiative, critical thinking, discretion, and strong written and verbal communication with the ability to effectively manage multiple priorities in a fast-paced healthcare environment.

PRIMARY JOB DUTIES

1. Provides support to Ambulatory leaders as requested to meet organization strategic goals and objectives.
2. Manages the coordination of documents and reports including correspondence, regulatory and policies and procedures.
3. Maintains and assists with updating of safety, policies and procedures manuals including distribution.
4. Assists with operational programs and initiatives to support Medical Group practices.
5. Coordinates the outlook calendar and scheduling of meetings including committee distribution lists and updates. 
6. Maintains confidentiality in all aspects of the position.
7. Supports Governance Structure including meeting support.
8. Manages and maintains the ambulatory physician and staff directory.
9. Supports coordination of events and activities related to Ambulatory.
10. Completes special projects as requested. 
11. Performs other duties as assigned.

1. Education: Bachelor’s degree highly preferred. AA required or combination of education and experience equal to 4 years. College or completed business school preferred. 

2. Licensure/Certification: Notary Public Commission or completion of requirements within six months of hire.

3. Experience: Minimum of five years executive level support.

4. Skills: 

• Demonstrated ability to handle multiple tasks simultaneously. 
• Exceptional organizational skill; ability to meet designated deadlines.
• Possess a high degree of proficiency with MS Office suite. Demonstrates advanced computer skills; develops PowerPoint presentations, Excel spreadsheets, composes a variety of correspondence and reports (MS Office). 
• Excellent written and verbal communication skills
• Strong writing & proofreading skills.
• Ability to maintain the highest level of confidentiality; demonstrates discretion handling sensitive material/matters concerning the organization and personnel matters. 
• Displays excellent customer service skills.

• Works independently and collaboratively with minimal supervision utilizing a high level of motivation, initiative, good judgment, and diplomacy in a diverse business environment.

• Requires outstanding interpersonal skills including problem solving and critical thinking, excellent communication and diplomacy skills, able to handle multiple projects, set up complex meetings.

• Knowledge of data analysis.

5. Interpersonal Skills:  Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence. 

6. Hours of Work: Monday-Friday or based on business need.