Robert Half is hiring: Executive Assistant in San Ramon

Robert Half's Healthcare client is in need of a contract to permanent Executive Assistant to support the CEO in San Ramon.

Duties Include:

-Providing administrative support to the Chief Executive Officer and members of the Administration team. This includes handling of correspondence, communication and interactions in a prompt and professional manner, providing assistance and resolution of issues.

-Supervise administrative support staff.

-Provides timely performance reviews, coaching and advising as needed. 

-Attends and prepares material for JV Board and Hospital Governing Board and committee meetings, composes minutes, reports, legal documents, correspondence 

-Track Governing Board Terms and process yearly renewals, complete and submit RFAs and compliance paperwork all required before new term starts.

-Help CEO with Annual AHA hospital survey by gathering reports from various departments and submitting electronic survey paperwork.

-Attends and writes minutes for other hospital leadership meetings including Environment of Care, Nursing Leadership, Hospital Administrative Leadership meetings.

-Collects appropriate information and develops monthly corporate legal compliance report, and the monthly and quarterly hospital operations reports for transmitting to Corporate.

-Maintains appropriate and adequate levels of department/office supplies and materials, overseeing 

cost containment measures to reduce departmental expense.

-Review of invoices/bills, routing for appropriate approvals, and develops approval documentation (physician directorship logs) for signatures. 

-Coordinates schedules with other administrative team support staff to assure adequate coverage of administrative needs. 

-Responsible for verifying department payroll, submitting MTO requests and distributing payroll to department members.

-Attends educational programs/seminars/in-services appropriate to position and scope of services 

provided to the organization.

-Provides Notary Public service as a commissioned Notary Public on behalf of the hospital, ensuring compliance with State regulations.

-Physician Management Database and Physician Expense Allocation Log report via eTenet. Reconcile, key entry and tracking of all non-monetary compensation and monetary value of gifts for each physician on staff (business meals, holiday events, etc,) paid by the hospital.

-Patient satisfaction and patient complaints. Act as hospital representative and liaison in receiving complaints and commendations by patients and family members; document and monitor follow-up with appropriate staff and departments to ensure resolution.

-Renew general acute care licenses with CDPH and business licenses with the city on an annual basis.

-Manages hospital campus Mail Room Department overseeing courier services, courier car registration, mail distribution, staff coverage, develop new programs and systems and ensure cost containment.

-Submits expenses, tracking, collecting and submitting for Executive Staff twice a month

-Assist with planning hospital-wide and administrative events

-Maintain multiple daily calendars for the Executive Team and prioritize appropriately

-Greets incoming patients, guests, physicians, staff members in a friendly and professional manner.

-Coordinate and manage hotel and travel arrangements for members of the Executive team, department Directors and job candidates as needed

• Proficiency in organizing, scheduling, and managing virtual meetings and conferences.

• Demonstrated ability in using Concur for travel and expense management.

• Experience in Customer Relationship Management (CRM), maintaining a high standard of client service and satisfaction.

• Familiarity with Kronos Timekeeping System, ensuring efficient management of employee time tracking.

• Proven skills in Calendar Management, effectively scheduling and coordinating appointments, meetings, and events.

• Excellent Communication skills to liaise effectively with team members, patients, and other stakeholders.

• Capability to manage Conference Calls, ensuring smooth and efficient communication across various teams and departments.

• Experience in Correspondence, handling official communications with professionalism and discretion.