Hybrid Executive Assistant to CEO bei NorCal Behavioral

POSITION TITLE:   Executive Assistant

REPORTS TO (TITLE):  Chief Executive Officer

SALARY: $68,640 - $83,200 (Exempt Position)

DESCRIPTION OF POSITION:

This role provides high-level administrative support to the Chief Executive Officer, Medical Director, and Senior Leadership Team, ensuring seamless execution of daily operations, strategic initiatives, and executive communications. This role is critical to maintaining organizational efficiency and alignment across departments.

The ideal candidate is a highly organized, tech-savvy professional with excellent judgment and communication skills. They serve as a trusted partner to executive leadership, managing priorities, coordinating cross-functional efforts, and upholding the highest standards of discretion and professionalism.

KEY RESPONSIBILITIES:

Executive & Strategic Support

• Manage and optimize the CEO’s calendar, including scheduling meetings, travel, and events.
• Prepare high-impact presentations, reports, and meeting materials.
• Attend key meetings, record accurate minutes, and track action items.
• Handle confidential information with discretion and professionalism.
• Act as a trusted gatekeeper, ensuring seamless communication and prioritization of tasks aligned with the CEO’s strategic goals.
• Serve as the primary point of contact for the CEO, prioritizing appointments, returning calls, and responding to correspondence on their behalf.

Leadership Team & Cross-Department Coordination

• Support the CEO’s direct reports in tracking goals, deadlines, and deliverables.
• Facilitate communication and collaboration across departments.
• Follow up on action items and ensure accountability for leadership initiatives.

Technology & IT Support

• Provide basic IT troubleshooting and support for the CEO and senior leaders.
• Coordinate with internal IT teams and external vendors to resolve technical issues.
• Assist with setup and management of digital tools, platforms, and devices.

Operational Efficiency & Governance

• Conduct research and synthesize information to support decision-making.
• Identify and implement improvements to workflows, systems, and processes.
• Organize and maintain executive files, correspondence, and records.
• Manage all contracts (vendor, payer, etc.), including tracking expiration dates, renewals, and verifying liability insurance coverage.

Hospital Governance & Compliance

• Coordinate governance meetings (Board of Trustees, Medical Executive Committee, Credentialing Committee, etc.), including agenda development, packet assembly, attendance, and minute recording.
• Maintain meeting minute binders to ensure compliance with Joint Commission standards, including approvals, signatures, and archiving.
• Oversee hospital-wide policies, procedures, and forms, including revisions, approvals, and committee coordination.

Additional Responsibilities

• Prepare special reports and perform related duties as assigned.
• Uphold the organization’s ethics and customer service standards.

Requirements

MINIMUM REQUIREMENTS:

Knowledge and Experience:

• Bachelor’s Degree preferred; equivalent experience considered.
• Minimum three (3) years’ experience supporting senior management or two (2) years’ as executive assistant is required.
• Advanced computer skills, including Microsoft Office programs and virtual meeting software (e.g., Zoom), required.
• Experience with visual design platforms such as Canva, Adobe Express, or similar tools for creating presentations, reports, and branded materials preferred.
• Healthcare industry preferred.

Skills and Abilities:

• Maintains strict confidentiality and demonstrates discretion in handling sensitive information.
• Culturally competent; engages respectfully with individuals from diverse social, economic, and educational backgrounds.
• Exceptional written and verbal communication; clear, professional, and audience-appropriate.
• Strong organizational and time management skills; able to prioritize, multitask, and meet deadlines with minimal supervision.
• Critical thinker with sound judgment and analytical skills; able to assess urgency, solve problems, and make informed decisions.
• Proactive and resourceful; anticipates needs and takes initiative to support broader goals.
• Collaborative team player with the ability to lead, influence, and motivate others.
• Thrives in fast-paced, dynamic environments; adaptable, resilient, and composed under pressure.
• Highly dependable and results-oriented; maintains focus and precision across competing priorities.

Physical Requirements:

While performing the duties of this job, this position is frequently required to do the following:

• Use standard office equipment and access, input, and retrieve information from a computer. Use computer keyboard with manual and finger dexterity and wrist-finger speed sufficient to perform repetitive actions efficiently for extended periods of time.
• Communicate effectively in person or via telephone in a manner which can be understood by those with whom the person is speaking, including a diverse population.
• Give and follow verbal and written instructions with attention to detail and accuracy.
• Perform complex mental functions and basic arithmetic functions; interpret complex laws, regulations, and policies; collect, interpret, and/or analyze complex data and information.
• Vision: See details of objects at close range.
• Coordinate multiple tasks simultaneously.
• Reach forward, up, down, and to the side.
• Sit or stand for minimum periods of one hour at a time and come and go from the work area repeatedly throughout the day.
• Lift up to five (5) pounds.

Benefits

• Medical
• Vision
• Dental
• 401(k)
• 3.5 Weeks Paid Time Off
• $25,000 Life insurance policy is provided at no charge to the employee