Executive Assistant

NorthBay Health; Fairfield (CA); On-site; USD 75,000 - 95,000; Full time

Job summary

NorthBay Health is seeking an experienced administrative professional to serve as a key representative for the Ambulatory Division, coordinating calendars, meetings, travel, and events while supporting leadership with reports and special projects.

The role demands exceptional organizational skills, discretion, and strong written/verbal communication in a fast-paced healthcare environment. Monday–Friday, primarily on-site with occasional flexibility as needed.

Qualifications

• Education: Bachelor’s degree highly preferred. AA required or combination of education and experience equal to 4 years. College or completed business school preferred.
• Licensure/Certification: Notary Public Commission or completion of requirements within six months of hire.
• Experience: Minimum of five years executive level support.
• Skills: Demonstrated ability to handle multiple tasks simultaneously.
• Exceptional organizational skill; ability to meet designated deadlines.
• Proficiency with MS Office suite; develops PowerPoint presentations, Excel spreadsheets, and reports.
• Excellent written and verbal communication skills
• Strong writing & proofreading skills.
• Maintain confidentiality; discretion handling sensitive material/matters.
• Excellent customer service skills.
• Independent and collaborative work style with initiative and diplomacy.
• Interpersonal skills for problem solving and critical thinking, able to manage multiple projects and complex meetings.
• Knowledge of data analysis.

Responsibilities

• Provides support to Ambulatory leaders as requested to meet organization strategic goals and objectives.
• Manages the coordination of documents and reports including correspondence, regulatory and policies and procedures.
• Maintains and assists with updating of safety, policies and procedures manuals including distribution.
• Assists with operational programs and initiatives to support Medical Group practices.
• Coordinates the outlook calendar and scheduling of meetings including committee distribution lists and updates.
• Maintains confidentiality in all aspects of the position.
• Supports Governance Structure including meeting support.
• Manages and maintains the ambulatory physician and staff directory.
• Supports coordination of events and activities related to Ambulatory.
• Completes special projects as requested.
• Performs other duties as assigned.

Skills

Multitasking

Organizational skills

MS Office

PowerPoint

Excel

Written communication

Verbal communication

Proofreading

Discretion

Education

Bachelor’s degree

AA or equivalent

Business school

Tools

MS Office suite

PowerPoint

Excel

Job description

Job Description

At NorthBay Health, this highly visible position serves as a key administrative representative for NorthBay Health, interacting professionally with employees, physicians, volunteers, and the public. Provides comprehensive administrative support and serves as a resource for the Ambulatory Division by managing executive calendars, coordinating meetings, travel, and events, and assisting with special projects that support organizational strategic goals and objectives. Responsibilities also include managing correspondence, preparing reports and business documents, and ensuring the efficient execution of administrative operations. This role requires exceptional organizational skills, initiative, critical thinking, discretion, and strong written and verbal communication with the ability to effectively manage multiple priorities in a fast-paced healthcare environment.

Job Description

At NorthBay Health, this highly visible position serves as a key administrative representative for NorthBay Health, interacting professionally with employees, physicians, volunteers, and the public. Provides comprehensive administrative support and serves as a resource for the Ambulatory Division by managing executive calendars, coordinating meetings, travel, and events, and assisting with special projects that support organizational strategic goals and objectives. Responsibilities also include managing correspondence, preparing reports and business documents, and ensuring the efficient execution of administrative operations. This role requires exceptional organizational skills, initiative, critical thinking, discretion, and strong written and verbal communication with the ability to effectively manage multiple priorities in a fast-paced healthcare environment.

Primary Job Duties

• Provides support to Ambulatory leaders as requested to meet organization strategic goals and objectives.
• Manages the coordination of documents and reports including correspondence, regulatory and policies and procedures.
• Maintains and assists with updating of safety, policies and procedures manuals including distribution.
• Assists with operational programs and initiatives to support Medical Group practices.
• Coordinates the outlook calendar and scheduling of meetings including committee distribution lists and updates.
• Maintains confidentiality in all aspects of the position.
• Supports Governance Structure including meeting support.
• Manages and maintains the ambulatory physician and staff directory.
• Supports coordination of events and activities related to Ambulatory.
• Completes special projects as requested.
• Performs other duties as assigned.
  
  

Qualifications

• Education: Bachelor’s degree highly preferred. AA required or combination of education and experience equal to 4 years. College or completed business school preferred.
• Licensure/Certification: Notary Public Commission or completion of requirements within six months of hire.
• Experience: Minimum of five years executive level support.
• Skills:
• Demonstrated ability to handle multiple tasks simultaneously.
• Exceptional organizational skill; ability to meet designated deadlines.
• Possess a high degree of proficiency with MS Office suite. Demonstrates advanced computer skills; develops PowerPoint presentations, Excel spreadsheets, composes a variety of correspondence and reports (MS Office).
• Excellent written and verbal communication skills
• Strong writing & proofreading skills.
• Ability to maintain the highest level of confidentiality; demonstrates discretion handling sensitive material/matters concerning the organization and personnel matters.
• Displays excellent customer service skills.
• Works independently and collaboratively with minimal supervision utilizing a high level of motivation, initiative, good judgment, and diplomacy in a diverse business environment.
• Requires outstanding interpersonal skills including problem solving and critical thinking, excellent communication and diplomacy skills, able to handle multiple projects, set up complex meetings.
• Knowledge of data analysis.
• Interpersonal Skills:Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence.
• Hours of Work: Monday-Friday or based on business need.
  
  

About Us

Interpersonal Skills and Values

Demonstrates NorthBay Health’s True North Values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care.

Why NorthBay Health

NorthBay Health is an independent, nonprofit health system serving the Napa, Solano, and Yolo County regions. We are expanding access to care across our communities through two acute-care hospitals, including a Level II Trauma Center and a Level III NICU maternity unit, along with a cancer center, urgent care locations, and a growing network of primary and specialty care clinics.

We provide advanced services in cardiovascular care, neuroscience, orthopedics, surgery, and outpatient specialties. NorthBay Health is nationally recognized for quality care, including Magnet with Distinction designation for nursing and multiple U.S. News and World Report high performing recognitions.

We are committed to being the trusted healthcare partner of choice and offer an environment where employees can grow, contribute meaningfully, and support the health of our communities.

NorthBay Health Benefits Options

NorthBay Health offers a comprehensive benefits package based on established eligibility requirements. Benefits may include medical, dental, and vision insurance, life, disability, and long-term care coverage, paid time off including vacation, sick leave, holidays, and bereavement, a 403(b) retirement plan with employer match, education reimbursement for eligible roles, professional development and training programs, Employee Assistance Program, wellness programs, recognition programs, shift differentials, and market-based compensation review and increases subject to approval and organizational performance.

Compensation Structure

NorthBay Health uses a structured compensation framework. Staff-level positions use a step-based system (Steps 1–5) based on years of directly related experience, with Step 5 representing 20 or more years of experience in the role. Manager level and above positions are paid a fixed annual base salary and are eligible for a variable incentive compensation plan. Physician compensation is structured based on specialty and role requirements.

Remote Work Disclosure

NorthBay Health is primarily an onsite organization due to the nature of healthcare. Some roles may allow hybrid or remote work based on business needs.

Remote work is not supported in Washington, Ohio, Wyoming, North Dakota, Puerto Rico, the U.S. Virgin Islands, or outside of the United States.

About Recruitment Agencies

NorthBay Health utilizes a managed service provider (MSP) for agency partnerships and is not currently engaging external recruiting firms outside of established agreements. We do not accept unsolicited resumes or third-party candidate submissions. Please do not contact NorthBay Health employees, leaders, physicians, or hiring managers regarding recruitment or job postings.

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