Administrative Support Specialist Corporate Office at Northbay

Fairfield, California, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Jul, 26

Salary

40.54

Posted On

30 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Executive secretarial, Customer service, Project coordination, Microsoft 365, Microsoft Word, Microsoft Outlook, Microsoft Excel, Microsoft PowerPoint, Microsoft Teams, Zoom, Notarization, Calendar management, Document preparation, Communication skills, Confidentiality

Industry

Hospitals and Health Care

Description

At NorthBay Health, the Administrative Support Specialist performs highly confidential, high-level administrative functions and supports administrative workflow needed by the corporate administrative office as assigned. Coordinates meetings, making arrangements when requested and supports corporate initiatives as requested. The Administrative Support Specialist maintains the highest level of confidentiality and professional decorum as a representative of the administrative leadership team. This position calls for flexibility, excellent interpersonal skills, project coordination, experience and the ability to work well with all levels of staff and providers. PRIMARY JOB DUTIES 1. Greets all visitors to the Corporate office with exemplary customer service skills. Provides directions, answers questions, and obtains information to ensure great customer service. 2. Professionally answers phone; assists and directs calls appropriately. 3. Performs clerical duties such as scanning, making copies, presentation development and preparing documents. 4. Manages files, records and confidential phone lists. 5. Inventories, orders and distributes office supplies. 6. Provides clerical support as requested. 7. Manages leader calendars and schedules meetings as requested, including the CEO. 8. Supports assigned functions and meetings including set-up and breakdown of conference rooms, AV coordination, catering, set up, minutes, transcriptions, and distribution. 9. Supports catering for leader meetings as requested. 10. Maintenance of presentation standards in boardrooms. 11. External board meeting calendaring for CEO tracking. 12. Tracks Board calendaring for VP Corporate Governance. 13. Ongoing support and backup to clerical function of the NorthBay clerical support team. 14. Collaborates with all levels of the organization as necessary to accomplish work and support function. 15. Maintain professional relationships and convey relevant information to other members of the health care team within facility and with applicable external agencies/organizations. 16. Completes ad hoc and special projects. 17. Understands and supports established organization policies and procedures. 18. Other duties as requested. 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. Notice to 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. More Information Visit NorthBay Health Careers for recruitment FAQs [https://www.northbay.org/careers/recruitment-faq.html] and additional information.

Responsibilities

The Administrative Support Specialist performs high-level administrative functions, manages leader calendars, and coordinates meetings for the corporate office. They also provide clerical support, maintain confidential records, and ensure professional decorum while interacting with staff and visitors.