Medical Executive Assistant

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 agreements and commitments have been fulfilled
• Verbal and Written Expression: Expresses thoughts clearly, concisely, and effectively both verbally and in writing. Able to communicate in understandable language and to adjust one’s use of language to the audience’s level.
• Interpersonal Savvy: relates well to all persons, up, down and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact.
• Confidentiality: keeps information secret when necessary; respects the confidentiality and sensitivity of information or concerns shared by others.
• Judgement/Problem Solving: Distinguish between relevant and irrelevant aspects of a question at hand; weighs alternatives while maintaining priority level; suggests practical and feasible solutions; takes action readily when sudden problem emerges. Solves moderate problems with effective solutions; probes all fruitful sources for answers; looks beyond the obvious and doesn’t stop at the first answers.
• Diversity & Inclusion: Self-aware, attentive listener, people-oriented, cognizant of bias, cultural intelligence; demonstrating a respect for divergent viewpoints; an awareness of and sensitivity to the cultural diversity of the population served, thereby contributing to an environment that is equitable, inclusive, and cooperative.
• Flexibility: Adapts effectively to change by accepting changes in processes readily and with an optimistic perspective of the resulting benefits; readily accepts new technology as part of his/her job and uses it to continually improve efficiency or the quality of work products.

Job Qualifications

• Bachelor's degree required.
• 5+ years of related experience required in working in an Executive Assistant role.
• Skilled in Microsoft Outlook, Word, Excel, Google docs, and Access to create relational databases for reporting and analysis.
• Ability to communicate effectively and professionally.
• Demonstrated ability to carry out complex oral or written instructions.
• Prior experience successfully supporting a unit or senior-level leadership.
• Must be able to travel independently to purchase emergency office supplies, meeting refreshments, and for occasional work-related matters.

Physical Demands/Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to speak and hear. The employee is frequently required to sit for extended periods, stand, walk, use hands and fingers, and reach with hands and arms. Travel and work outside of normal hours may be required for meetings, presentations, training, and other events.

This job description is not intended to be a complete list of all responsibilities, duties, or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of The Centers. Since no position description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties, and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.

Supervisory

This position does not supervise any position.

The Centers is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.