Executive Assistant II Santa Rosa Admin Full Time
Company: Sutter Health
Location: Santa Rosa
Posted on: October 9, 2018
Sutter Pacific Medical Foundation is a not for profit corporation that exists to provide medical services, research and education. The foundation provides the infrastructure for the delivery of physician services, and contracts with a separate corporation comprised of physicians and other care providers to deliver the clinical services. This multi-specialty foundation will provide a platform from which new physicians can be recruited to continue to provide physician services in a nonprofit, community setting. The Foundation's vision is to create a medical group that will deliver high quality, market competitive medical services. JOB SUMMARY: Provides administrative support to assigned executive(s). Acts as primary liaison to all internal and external entities for assigned executives. Provides support for and facilities meetings. Organizes and coordinates special events. Maintains files, makes travel arrangements, manages calendars and arranges for recruitment interviews and other meetings with assigned executive(s). A high degree of discretion and judgment is mandatory for this position. The candidate must have a strong work ethic and time management skills to work in an every-changing, fast-paced environment. * "Executive Assistant I" generally support one executive (Executive Director, Vice President or C-Level Executive) * "Executive Assistant II" generally supports two or more executives JOB ACCOUNTABILITIES: Provides Administrative Support ? provides a wide range of complex and confidential administrative support tasks * Serves as principle point of contact. Represent assigned executive(s) to any and all internal and external contacts and entities. * Manages executive calendar(s). Coordinate and schedule appointments, conference calls and group meetings. Handles correspondence for all meeting and conference call requests. * Coordinates multiple meetings. Prepares and distributes invitations and materials, arranges all logistics including conference room reservations, catering and travel arrangements as needed, records and transcribes meeting minutes in a timely and accurate fashion. Maintains an accurate and historic record of all decisions and action items. * May coordinate selected employee or physician recruitment including, but not limited to scheduling candidates' interviews, managing logistics including conference room reservations, hotel reservations and reimbursements, and preparing and distributing related materials such as interview schedules, maps and directions, and candidate evaluation forms. Follows up with all participants and acts as liaison. Collects and tracks evaluation forms. Maintains interview master contract roster and ensures accuracy of data. Assists with on-boarding process. Maintains a tracking system for candidate interviews. * Provides a wide range of document support to the executive(s) including composing and editing letters, memoranda, reports, spreadsheets, timelines, and presentations. * Makes travel arrangements and handles conference registration for executive(s). Prepares documents, handout materials and presentations for meetings and conferences as requested. Arranges for audio-visual equipment rental and set-up as needed. Provides maps and directions as needed. * Organizes and coordinates special events as requested: Manages logistics, creating and distributing invitations and related materials, arranges for catering, audio-visual equipment rentals and venue reservations, ensures accuracy of rental agreements and/or service contracts, and submit invoices for payment in a timely manner. * Manages and tracks executive(s) business expense vouchers and submits them for reimbursement on a periodic basis. * Creates and maintains filing systems, including databases as requested. * Provides back-up administrative support for other staff members as needed. Ensures adequate coverage during breaks and fellow colleagues' time off. Assists administrative staff in various large projects when requested. Works to ensure resources are shared and develops processes to appropriately manage costs and improve organizational productivity and efficiency. * Coordinates and implements direct reports'/physicians' evaluation process. TECHNICAL REQUIREMENTS * Works with multiple software applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar and email. * Operates and maintains office equipments including facsimile and copy machines, printers, phones, and postage machine as needed. * Gathers and analyzes information required for administrative reporting. COMMUNICATION * Interfaces with senior management, and other staff members within SPMF, CPMC and Sutter Health to facilitate requests and provide information. * Interfaces with clinic managers, medical center staff, and management consultants to assist in projects, special assignments and budgets. * Provides telephone support to executive(s). Answers, screens and routes calls, takes messages and handles a wide range of information dissemination to callers, maintaining discrete confidentiality at all times. * Ensures that the executive(s)' assigned tasks are completed in a timely manner by monitoring progress of staff members and following up with implementation as needed. * Interprets and communicates office policies and processes to clinic management staff. * Trains and supervises temporary staff and volunteers on an "as needed" basis. Education and Experience: * High School Diploma required. Bachelor's preferred, Business Administration preferred. * Minimum of 5-7 years of related C-level experience working with senior executives and managers in a professional environment either in healthcare or business required. Skills and Knowledge: * Solid working knowledge of office processes and related computer software and electronic communication tools such as MS Professional Office Suite, such as Outlook, Word, PowerPoint, Excel, Access, Visio, Adobe Acrobat, and desktop publishing. * Working knowledge of relevant mobile technologies. * Knowledge of general office procedures including keyboarding, filing, copying, screening phone calls, mailing, shipping ad faxing. * Ability to learn additional software applications as needed. * Excellent communication skills, both oral and written. * Strong writing skills with excellent command of grammar, spelling and composition. * Solid administrative and organizational skills. * Ability to anticipate, take initiative and follow through on assignments. * Excellent team player and ability to shift priorities, coordinate multiple projects and meet multiple deadlines. * Strong interpersonal skills with experience providing complex administrative support with tact and diplomacy. * Ability to provide detailed information and service to a wide range of internal and external contacts.SDL2017
Keywords: Sutter Health, Santa Rosa , Executive Assistant II Santa Rosa Admin Full Time, Administration, Clerical , Santa Rosa, California
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