Executive Assistant CEO

At NorthBay Health the Executive Assistant is responsible for providing administrative and office management support to the President/CEO & NorthBay Health Corporation Board of Directors. This position requires the ability to possess at a higher level, excellent communication and diplomatic skills, ability to work independently, high attention to detail, and most importantly, the ability to maintain confidentiality due to the nature of the business conducted within the CEO Office and divisions of the organization.

PRIMARY JOB DUTIES

1. Coordinates monthly NorthBay Healthcare Corporation (NBHC) Board of Directors meetings, executive sessions, board committee meetings; and Joint Boards of Directors meetings as requested. Takes and types meeting minutes; maintains minutes’ binders, resolutions, Bylaws and other related documentation.  Prepares monthly Board meeting agenda and exhibits.  Administers and maintains Board portal (BoardEffect).  Handles and maintains other Board related business as needed.  Coordinates special-called meetings and special events or projects as requested.
2. Must have a high degree of expertise in communications. Responsible to manage all communication originating from the CEO’s office. 
3. Handles clerical and administrative aspects associated with the day-to-day operations of the CEO Office.  Acts as liaison regarding patient and or other concerns and/or requests directed to the President/CEO office. 
4. Schedules and coordinates monthly senior management and leadership team meetings in collaboration with the President/CEO. Handles all meeting logistics, including reserving conference room, ordering food, ensuring AV equipment is available, collaborate with guest speakers and/or their staff regarding logistics/presentations, and finalizes and distributing meeting agendas, attends meetings and takes meeting minutes. Must have a high degree of expertise in PowerPoint and other executive level presentation formats. 
5. Schedules quarterly Town Hall meetings as requested by the President/CEO, and includes reserving conference room locations, notifying senior management and public relations staff of upcoming Town Hall meetings, ensuring AV equipment is available, and sending out advance notice via e-mail to employees of Town Hall meeting dates, times and locations.
6. Promotes and maintains a safe, professional working environment and ensures appropriate conduct in all aspects of job performance functioning as Safety Resource Staff for the Executive Office.  Provides department-specific safety annual reviews and training as required and ensures documentation is recorded and filed.  Conducts department safety monitoring as required.
7. Must be exceptionally proficient with Social Media, with demonstrated skills to represent NorthBay and the CEO, providing executive level responses, posts and all interactions. 

Education:      Associates degree required, bachelor’s degree preferred.  

License/Certification:  Notary Public Commission preferred.

Experience:      Five years previous Executive Assistant level experience.

Skills: 

•  Independent judgement skills with critical thinking. 
• High attention to details; proficiency in all Microsoft Suite applications. Good judgment skills. 
• Ability to take minutes; compose letters and reports, meet deadlines; ability to prioritize projects; excellent phone skills; and knowledge of office equipment and technology. Ability to demonstrate dependability, reliability and confidentiality.  
• Possess efficient time management skills. Maintains a professional appearance and demeanor. 
• Uphold NorthBay Health’s employee standards in all aspects of job performance on a regular and consistent manner.
• Understands concepts of and can demonstrate skills and experience through specific examples: coping, tolerance of ambiguity, assertiveness, interaction, and versatility. 
• Exemplary customer service. 
• Professional demeanor. 
• Able to maintain confidentiality. 
• Strong planning and organization skills. 
• Strong project/time management skills. 
• Ability to organize a variety of tasks, meet deadlines and attend to details. 
• Exemplary proofreading skills and demonstrated competency with spelling, grammar, and punctuation. Excellent writing skills. Attention to details, large and small. Thorough and accurate. 
• Flexible, critical thinker, problem-solver, high level of communication skills – oral and written, takes initiative, anticipates needs, and works well with minimal supervision.  
• Must display cognitive skills (written and oral communications, logic, judgment, team work, interpersonal, mobility, and manual dexterity). 

Interpersonal Skills:  Highly developed interpersonal skills. Demonstrates the NorthBay Way. The NorthBay Way is a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Healthcare.  The NorthBay Way principles consist of Caring, Communication, Collaboration, and Competence. Strong verbal and communication skills with the ability to communicate effectively, pleasantly and diplomatically, both internally and externally, at all levels of the organization and business community.

Compensation: 

Hourly Salary Range Min $36.68  - $ 45.94 (Offered hourly rate based on years of experience)