Executive Assistant Project Manager Jobs in Santa Rosa, CA

As the nation's largest physician-owned medical malpractice insurer, The Doctors Company has always been guided by our Mission: To advance, protect, and reward the practice of good medicine. 

The Doctors Company is seeking an energetic, bright, and motivated individual with a history of high performance to join the Region II Claims Team. This is a great opportunity for someone with experience supporting partners in a law firm or Executives.  This is a hybrid opportunity located at one of the company's offices in the following locations: East Lansing, MI, or Napa, CA.

Position Mission

The successful candidate must be extremely well organized, a strong communicator, capable of effectively managing high level projects, skilled at interfacing with key internal and external stakeholders, and able to prioritize high volume of work.

The Executive Assistant must understand business priorities and can anticipate management needs. They must be proficient at Microsoft Office especially Excel, Outlook, Word, PowerPoint, and SharePoint. The candidate must have strong ownership, communication, relationship skills, be self-motivated, have the ability to self-manage their work and lead projects independently and cross functionally with operating regions and strategic business units. This position is a great start for an individual looking to advance their career.

Qualifications

• Claim/litigation administrative experience
• At least three years in a support or business support role
• Highly developed interpersonal skills including communication and listening skills, attitude, exhibiting a professional, energetic, proactive, and enthusiastic demeanor 
• Excellent verbal and written skills and attention to detail 
• Ability to handle multiple priorities and manage complicated calendars across multiple leaders and external personnel 
• Demonstrate excellent judgment and influence management skills 
• Proactive approach to business needs and requirements 
• Ability to work independently and be flexible, adjusting priorities and tasks in real time to support the objectives of the departments 
• Ability to learn and master new technologies and leverage available AI capabilities
• Bachelor’s degree required

Responsibilities

General Administrative Support

• Provides general administrative support to three AVPs and VP of Claims
• Manage and enhance department SharePoint Site
• Schedules meetings and proactively monitors availability of supported leaders.
• Proactively provides pre/post meeting support.
• Communicates with external law firms to onboard and off board attorneys and manage the attorney report card
• Maintain attorney panel spreadsheet
• Prepares expense reports as assigned and manages the department budget process
• Assists in coordinating / scheduling department events including annual in-person meeting.
• Attends meetings as requested.
• Assures appropriate materials are received and distributed.
• Maintains availability and organization of key documents, presentations, and materials related to executive activities for dissemination as appropriate and/or advised.
• Provides overflow support as needed to Regional Claims Administrative Support Unit.

Financial Management

• Supports budget reconciliation and planning.
• Reconciles invoices and expenses.
• Enter Reimbursements into Duck Creek system.
• Assist with outside payments.

Applications & Process Improvement

• Identifies and recommends system/process improvements and innovations that may result in more efficient and effective work processes.
• Proficient in Sharepoint to create and maintain the department sites.
• Manages TDC Datalytics site to pay outside vendors and firms.

Other Duties as Assigned

• Serves as project manager for departmental strategic planning.
• Prepare monthly reports
• Coordinates team building and staff morale activities.
• Other strategic projects as assigned.

Salary Range: $60,348 - $79,207. Compensation varies based on skills, knowledge, and education. We consider factors such as specialized skills, depth of knowledge in the field, and educational background to ensure fair and competitive pay.

 Benefits

We offer competitive compensation, an incentive bonus plan, outstanding career opportunities, an exceptional work environment, and an impressive benefits package, which starts with medical, family and bereavement leave; same-sex domestic partner benefits; short- and long-term disability programs; and an employee assistance program. There's more: 

• Health, dental, and vision insurance
• Health care tax-free spending accounts with a company match
• 401(k) and Roth IRA with company match, as well as catch-up plans for both
• Vacation days, sick days, and paid personal days each calendar year (with vacation increases based on length of service)
• Paid holidays each calendar year
• Life and travel insurance
• Tax-free commuter benefits
• In-person and online learning opportunities
• Cross-function career opportunities
• Business casual work environment
• Time off to volunteer
• Matching donations to qualifying nonprofit organizations
• Company-sponsored participation at non-profit events

About The Doctors Company

The Doctors Company is the nation’s largest physician-owned medical malpractice insurer. Founded and led by physicians, we are committed to advancing, protecting, and rewarding the practice of good medicine.

The Doctors Company is proud to be Certified™ by Great Place to Work®.