Job Summary
The Executive Assistant will provide high-level administrative support to the Chief Clinical Officer and Chief Medical Officer. The Executive Assistant serves as a liaison with senior leadership teams; organizes and coordinates calendar and scheduling and oversees special projects. The Executive Assistant must be friendly, personable, and kind, as they will be a trusted representative of the organization. The ideal individual will be passionate about doing good work, look for ways to be of service, can exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities with little direct management.
Essential Job Duties & Responsibilities
Tracks weekly tasks and ensures they are completed on schedule;
Takes meeting minutes and then follows up with senior leaders team/executives to ensure action items are being executed upon
Acts as liaison between CCO/CMO and other members of the team to follow up on assignments; obtain information and/or provide status reports.
Acts as a confidential assistant, maintaining confidential and sensitive information with the highest level of discretion.
Represent the company in a positive light with courtesy and kindness.
Organizes monthly and quarterly departmental meetings.
Organizes quarterly chart reviews as required by HRSA, ensuring completion by staff, and input into database.
Assists in dayforce activities, including but not limited to time sheet approvals.
Assists with provider call schedules and managing time off requests
Conserve leaders’ time by reading, researching, collecting, and analyzing information as needed, in advance.
Arranges and coordinates meetings, and teleconferences; plans itineraries; makes reservations, maintains calendar, and manages the schedule for the Chief Clinical Officer and Chief Medical Officer.
Maintains a comprehensive calendar of dates and plans proactively in advance of recurring events. Organize complex calendars and schedules; resolving any scheduling conflicts
Performs research and analysis of information; coordinates/manages special projects as required.
Sets up, organizes, and maintains files and archival content.
Be responsive to emails/texts/phone calls, with contact outside normal business hours
Complete ad hoc projects as assigned.
Other Job Duties & Responsibilities
Adheres to the ethical, confidentiality, and professional standards and requirements of federal and state laws, the policies of the agency, and the policies of licensing and credentialing boards
Maintains current awareness of new developments in the field by establishing personal networks
Assumes additional responsibilities and completes special projects as needed or directed by the Chairs or supervisor
Skills
Excellent communication and time management skills
Ability to function well under fast-paced conditions; performs additional duties as assigned by the executive.
Use discretion, confidentiality, and good judgment to handle diverse situations.
Service focus - dedicated to meeting the expectations of the CCO and CMO by maintaining effective relationships with all teams and departments.
Ability to think outside of the box with a sense of urgency
Core Competencies
Critical Thinking: uses reasoning and criteria to conceptualize, evaluate or synthesize ideas; challenges assumptions behind thoughts, beliefs or actions; draws conclusions based on relevant data.
Initiative: identifies what needs to be done and does it before being asked or the situation requires it.
Results Oriented: able to focus on the desired result of own work, set challenging goals, focus effort on the goals and meet or exceed them; translates concepts or ideas into actionable plans
Thoroughness: ensures that own work and work of others are complete and accurate; carefully prepares for meetings and presentations; follows up with others to ensure that…