Executive Assistant, Santa Barbara

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.

Core Duties and Responsibilities

• 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.

Skills Required

• 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 occasional meetings with notice in Northern California.

• Free Medical/Dental/Vision
• Disability Coverage
• Retirement: 401(k) 

Sansum Clinic, the largest non-profit outpatient healthcare organization between Los Angeles and the San Francisco Bay area, is now part of Sutter Health. Sutter and Sansum each have a century-long commitment to improving the health of the communities they serve. Unified by our common missions and values, we are now embarking on a journey to shape the future of healthcare on the Central Coast. Together, we will build on Sansum’s legacy while forging a new path forward.   This partnership is specifically designed to increase access to high-quality, multispecialty care, to advance our integrated care model, to provide a more connected, seamless experience for patients,  and to meet diverse community needs for generations to come. 

Our dedicated, highly-trained doctors and compassionate staff are an integral part of our history, alongside that of our city, which has always been advanced in the medical sciences despite its small size. Our longevity is rooted in our ongoing investment in the latest equipment and technology, and our recruitment of the best and the brightest physicians, which combined, enable us to deliver the high-tech and high-touch elements of quality healthcare.

Dr. William David Sansum, one of our founders, was a pioneering researcher who launched the Clinic with the intent to study and eventually conquer diabetes. Dr. Sansum was the first American to successfully isolate, produce and administer insulin to treat diabetes.

Sansum Clinic has maintained that innovative approach and has continually evolved the level of care available in the community, working to stay out in front of the community's needs - advancing care in addition to responding to the challenges of the day. 

Nestled in the heart of California, Santa Barbara stands out as one of the most picturesque communities in the United States. Renowned for its breathtaking landscapes and vibrant atmosphere, it has consistently been recognized as one of the best places to live in the Golden State. Whether you are a family looking for a welcoming community or a young professional eager to explore new horizons, Santa Barbara has something to offer for everyone. Picture yourself enjoying sunny days at the pristine beaches, exploring scenic trails, and relaxing in beautiful parks. Indulge in the culinary delights of local restaurants and explore the rich tapestry of wineries that the region has to offer. And let's not forget the weather – an absolute dream with consistent sunshine year-round. Imagine waking up to bright, sunny days that inspire outdoor adventures and a sense of well-being. Santa Barbara also offers unparalleled convenience with immediate access to a regional airport, ensuring effortless travel with multiple direct flights nationwide. Plus, with a mere 95 miles separating you from the bustling energy of Los Angeles, you have the best of both worlds within easy reach. Consider making Santa Barbara your home, where every day feels like a celebration of life. If you have any questions or would like more information about this incredible community, please feel free to reach out. Here's to the next year of discovery and joy!

It is the policy of Sutter Health and its partners to provide equal employment for all qualified individuals; to prohibit discrimination in employment because of basis of race, color, creed, religion, marital status, sexual orientation, registered domestic partner status, sex, gender, gender identity or expression, ancestry, national origin (including possession of a driver's license issued to individuals who did not present proof of authorized presence in the U.S.), age, medical condition, physical or mental disability, military or protected veteran status, political affiliation, pregnancy or perceived pregnancy, childbirth, breastfeeding or related medical condition, genetic information or any other characteristic made unlawful by local, state or federal law, ordinance or regulation. We promote the full realization of equal employment opportunities through a positive continuing program within each medical group, company, hospital, department, and service area. Equal employment opportunities apply to every aspect of Sutter's employment policies and practices.