Executive Secretary - Exempt

The Position

Contra Costa Health is the largest department of County government, employing more than 4,700 individuals. We strive to:

• Deliver high-quality services with respect and responsiveness to all.
• Provide an integrated system of health care services, community health improvement, and environmental protection.
• Anticipate community health needs and change to meet those needs.
• Work in partnership with our patients, cities, and diverse communities, as well as other health, education, and human service agencies.
• Encourage creative, ethical, and tenacious leadership to implement effective health policies and programs.

Contra Costa Health is seeking qualified individuals to fill two (2) vacancies in the Executive - Secretary classification for the Costa Regional Medical Center (CCRMC) and the Office of the Director.

At the Contra Costa Regional Medical Center (CCRMC), you will be part of a fast-paced, mission-driven hospital environment that provides high-quality, patient-centered care to our community. CCRMC is a full-service public hospital offering a wide range of medical, surgical, and specialty services. As an Executive Secretary supporting this division, you will play a key role in ensuring smooth administrative operations, coordinating complex schedules, and supporting leadership in delivering essential healthcare services to residents across the county.

The Office of the Director serves as the central administrative and strategic hub for Contra Costa Health. This division oversees systemwide initiatives, policy development, communications, and organizational priorities that advance health equity and improve outcomes for all communities. The Executive Secretary in this office will support high-level leadership, manage sensitive and time-critical information, and contribute to work that shapes the direction of one of the largest county health systems in California.

We are looking for someone who is:

• A good communicator. You will be working with external and internal clients and must display excellent phone manners.
• Agile & Flexible. You will be working on multiple assignments and will need to shift priorities quickly as needed.
• Detail-oriented. You will be responsible for ensuring the accuracy of written communication, numbers, or data entry.
• Enthusiastic & Personable. You will work with a team of professionals and need to interact professionally with others.
• Organized. You will need to balance multiple assignments, priorities, and deadlines in a fast-paced environment.
• Responsive. When assigned to the Office of the Director, you will need to remain accessible and respond to calls, texts, and other communications from the Director outside of regular business hours, including evenings, weekends, and holidays, when operational needs require it.

What you will typically be responsible for:

• Providing high-level administrative support and handling sensitive and confidential information.
• Preparing and distributing correspondence, reports, agendas, minutes, presentations, and other written materials.
• Managing calendars, meetings, travel arrangements, records, and other administrative processes to support department operations.
• Serving as a liaison with staff, leadership, external agencies, and members of the public while providing excellent customer service.
• Coordinating projects and priorities and providing lead direction to clerical staff, as assigned.

When assigned to Costa Regional Medical Center (CCRMC) you will typically be responsible for:

• Providing high-level administrative support to the CEO and CMO in a fast-paced healthcare environment.
• Managing complex executive calendars, schedules, travel arrangements, and meeting logistics.
• Coordinating executive, governance, and leadership meetings from planning through follow-up.
• Preparing, maintaining, and distributing agendas, minutes, reports, presentations, and other executive materials.
• Supervising and coordinating the work of advanced-level secretarial staff, ensuring consistent administrative support, communication, and coverage across executive offices.
• Serving as a liaison between executive leadership, department leaders, community partners, and external stakeholders.
• Organizing and maintaining confidential records, files, and executive communications.

A few reasons you might love this job:

• You will have the opportunity to give back to your community
• You will work in a supportive and respectful work environment
• You will have the opportunity to grow through a variety of challenging and rewarding work assignments
• You may have flexible working hours

A few challenges you might face in this job:

• The job can be very demanding, and you will need to manage competing priorities
• You will often be interacting with members of the public over phone calls and may deal with people who are upset
• You will often need to respond to last-minute requests
• You may often expect slow responses to emails from coworkers

Minimum Qualifications

Education: Possession of a high school diploma, GED equivalency or a high school proficiency certificate. Experience: Three (3) years of full-time (or the equivalent of full-time) secretarial or office clerical experience. Other Requirements: The ability to type at a net speed of not less than 40 words per minute from clear manuscript of printed or typewritten copy.

Selection Process

1. Application Filing: All applicants must apply online and submit the information as indicated on the job announcement by the final filing date.
2. Application Evaluation: All completed applications received by the final filing date will be reviewed. Each candidate will be evaluated on the relevant education, training and/or experience as presented on the application.
3. Interview: Following a review of the applications, a select group of the most qualified candidates will be invited to an interview.

The Human Resources Department may change the examination steps noted above in accordance with the Personnel Management Regulations and accepted selection practices.