Executive Assistant, Santa Barbara

Opportunity Information

The Executive Assistant (EA) Provides a broad range of high-level, specialized administrative support to a single or multiple executive leaders in Sansum Medical Group Santa Barbara. 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 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.

• 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 and 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 to procedures and policies relating to medical group functions.
• Creates and prepares specialized or complex reports, summaries, or replies to queries, selecting relevant information from a variety of sources. Prepares graphs, tables, spreadsheets 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.
• Performs information management functions, including maintaining databases and software, requests equipment and software installation and maintenance, produces standard and ad hoc reports.
• Maintains strictest confidence of all information, including Patient Health Information (PHI) and protects all information from accidental, intentional, or inappropriate disclosure.
• Performs all duties in compliance with medical group standards, policies, and procedures, as well as local, state and federal regulatory agencies to deliver the highest level of privacy and care.
• Other duties as assigned.

• Written communications skills including the ability to compose effective communications to audiences within and outside the organization.
• Verbal communication 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 independently prioritize assignments and work 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.
• Work independently, as well as part of a team, including accomplishing multiple tasks in an environment with interruptions.
• Build and maintain collaborative relationships with others to achieve team and organizational objectives.

The EA reports to the Chief Operating Officer of the Medical Group, and works closely with and/or assigned to, other SMGSB leadership to support their needs and the administrative operations of the Medical Group.

Required High School Diploma or General Education Diploma (GED)

Required 4 years? recent, relevant experience

This is an onsite role based in Santa Barbara, California, with occasional travel required to additional sites within the Central Coast Area, and…