Executive Assistant - Sonoma Valley Hospital
Sonoma, CA 95476
About the Job
Provides administrative oversight for the Chief Executive Officer (CEO) by performing a wide range of complex and confidential administrative and clerical support duties, including coordination of communications, organizing daily calendars, planning and scheduling meetings, and managing budgets. Performs and/or oversees special projects or assignments requiring a high-level of independence and initiative in execution and implementation, including administrative support to the Health Care District Board of Directors and other special committees. Serves as administrative coordinator for hospital's emergency preparedness. Acts as an administrative resource to hospital leadership and staff.
Responsibilities:Leads and executes administrative support to the CEO. Uses initiative and discretion to complete a variety of executive level communications, and proactively anticipates calendar development, receives visitors, maintains confidential files, completes special projects, prepares presentation materials, and statistical reports. Prioritizes conflicting needs and manages CEO’s calendar in a proactive and effective manner to ensure timeliness, preparedness, and follow-though. Exhibits initiative and independent problem solving by personally handling unique requests/situations with senior management, leaders and staff.
Manages flow of a wide variety of documents requiring CEO signature. Prepares correspondence and/or ensures documents are printed, signed, completed, scanned, and returned in a timely manner. Tracks documents requiring counter-signature.
Oversees/coordinates support for the Sonoma Valley Health Care District Board of Directors and other Board Committees (i.e., Finance, Quality, Governance). When needed, assists with Board Clerk functions.
Supports the hospital emergency preparedness efforts by maintaining disaster materials and Hospital Incident Command Systems (HICS) forms, participating in the coordination and carrying out of all emergency operations and drills, and ensures incident documentation, following proper HICS protocols, is completed accurately and in a timely manner. Continuously updates all disaster phone trees/emergency contact lists.
Responsible for coordinating meetings, appointments, and travel arrangements on behalf of the CEO. Calendars and coordinates all meetings and keeps CEO informed of any changes; produces agendas, prepares and reviews documents and orders food/beverages, where applicable. Actively participates in a variety of meetings and committees, as requested; takes minutes, maintains documents and files, and tracks follow-ups as identified.
Manages, monitors and reconciles budgets, as assigned; tracks expenditures, researches questionable items, makes recommendations, and allocates or transfers charges as appropriate. Reconciles monthly credit card charges; manages approval, coding and processing of invoices.
Actively serves on teams and committees as requested; assists in planning, implementing, and supporting all activities and events. Assists with other special projects and functions as needed.
Qualifications: Education: Bachelors degree preferred, or an equivalent combination of training, education and experience necessary to meet the requirements of the position.
Experience: Prior experience working in a healthcare organization providing executive level administrative support, as typically acquired during 3-5 years in a similar position. Previous experience in emergency preparedness desirable. Organization is prepared to provide training in this area.
Licenses & Certifications: N/A
Required Skills & Knowledge: Ability to effectively engage with senior team members, and other high profile audiences with a high level of finesse, diplomacy and professionalism. Excellent verbal, written and interpersonal communication skills, demonstrating excellent customer relations and problem solving skills. Knowledge of hospital operational structure, typical programs, culture, procedures and processes is desirable. Excellent organizational and analytical skills; ability to coordinate multiple tasks simultaneously and manage priorities and workflow; ability to use sound judgment and mature decision-making in the absence of direct supervision; ability to coordinate meetings and multiple calendars; high degree of responsibility for confidentiality; professional appearance and demeanor; proficient in Microsoft Outlook, Word, Excel, Adobe Acrobat, and PowerPoint.
