Executive Assistant to President

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Job description

Executive Assistant

Sacramento, CA 95815

Shift: Day 1x8-Hour (08:30 - 17:00)

The executive assistant supports the President/CEO, the Chief Medical Executive and the Director of Operations. Duties include managing/coordinating meetings and/or events, ordering supplies, checking the mail and greeting visitors to the suite. Facilitating catering and reservations as needed. Taking minutes with some evening meetings required. Other administrative duties as needed

Provides a broad range of high-level, specialized administrative support to an executive leader on the Executive Career Path. 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 Sutter Health 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

These Principal Accountabilities, Requirements and Qualifications are not exhaustive but are merely the most descriptive of the current job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, staff changes, workload, or technical development)

JOB ACCOUNTABILITIES:

Administrative Support Services:

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 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 procedures and policies relating to departmental functions

Creates and prepares specialized or complex reports, summaries, or replies to queries, selecting relevant information from a variety of sources. Prepares graphs, tables, spreadsheet 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

Maintains timekeeping records and function as departmental Timekeeper

Performs information management functions, including maintaining databases and software, requests equipment and software install and maintenance, may produce standard and ad hoc reports

Mentors and fosters a constructive learning environment that supports interns' students and new teammates build confidence in their skills, knowledge, and abilities

Safety:

Maintains a clean, neat, and safe working environment, by inventorying and ordering accessories and supplies periodically to maintain established stock levels

Inspects and arranges for equipment repairs, monitors costs and needs for replacement

Compliance:

Maintains strictest confidence of all Sutter Health information including Patient Health Information (PHI) and protects all information from accidental, intentional, or inappropriate disclosure

Performs all duties in compliance with department standards, policies, and procedures, as well as local, state and federal regulatory agencies to deliver the highest level of patient privacy and care

Retains and completes mandated continuing education requirements to meet departmental and facility requirements

QUALIFICATIONS:

Education:

Equivalent experience will be accepted in lieu of the required degree or diploma

HS Diploma: High School Diploma or General Education Diploma (GED). or equivalent education/experience

Typical Experience:

4 years recent relevant experience

Skills and Knowledge:

Written communications skills including the ability to compose effective communications to audiences within and outside the organization

Verbal communications 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 prioritize assignments and work within standardized policies and procedures 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

Prioritize assignments and work within standardized policies and procedures to achieve objectives and meet deadlines

Work independently, as well as be part of the team, including accomplishing multiple tasks in an environment with interruptions

Identify, evaluate and resolve standard problems by selecting appropriate solutions from established options

Ensure the privacy of each patient's protected health information (PHI)

Build collaborates relationships with peers and other staff members to achieve departmental and corporate objectives

We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and person with disabilities.

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