EXECUTIVE ASSISTANT JOB SUMMARY

Provides high-level executive administrative support to the Director of Operations, with a strong emphasis on tracking, managing, and following up on key projects, initiatives, and action items. This role requires exceptional organizational and communication skills, sound judgment, and the ability to handle sensitive information with discretion. The Executive Assistant serves as a vital liaison between the Director, leadership team, and clinic sites, ensuring priorities are communicated clearly and executed effectively. The ideal candidate thrives in a fast-paced, mission-driven environment and consistently demonstrates initiative, adaptability, and professionalism.

EXECUTIVE ASSISTANT ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as a point of contact for internal and external stakeholders on matters related to the Director of Operations.
• Prepares agenda items; takes and transcribes minutes of meetings as requested.
• Support the Director in preparing for executive and leadership meetings as assigned, including compiling reports, operational reviews, data trends, and updates.
• Liaise with clinic managers, department leaders, and senior leadership to align the Director’s operational goals and ensure consistent communication.
• Maintain organized and accessible electronic and physical records to support efficient information retrieval for the Director, and continuity.
• Conduct research and compile data to prepare executive summaries, dashboards, and briefings that support informed decision-making.
• Track, manage, and follow up on key action items, projects, and initiatives to ensure deadlines are met and priorities are maintained.
• Draft, proofread, and produce high-quality correspondence, reports, proposals, presentations, and executive-level communications.
• Maintain the highest level of discretion when handling confidential and sensitive information regarding patients, staff, strategy, and compliance.
• Conduct onsite visits to CCHC clinic locations at the direction of the Director to observe and assess operational effectiveness and support ongoing process improvement efforts.
• Support the Director in preparing for and responding to audits, regulatory surveys, compliance reviews, and quality improvement initiatives.
• Responsible for maintaining and updating operational policies, procedures, and protocols to ensure alignment with current practices and regulatory standards.
• Coordinate and execute logistics for special projects and events, as assigned.
• Oversees projects and special assignments in support of the Director of Operations and the broader operations team, as assigned.
• Supports existing administrative staff and covers their responsibilities during vacations, unplanned absences or other unexpected situations. 
• Manage the Director’s calendar; scheduling meetings while optimizing time and priorities.
• Performs other related duties as assigned.

EXECUTIVE ASSISTANT EDUCATION AND EXPERIENCE:

• Bachelor’s degree in Healthcare Administration, Public Administration, Communications, or a related field required. 
• Minimum of 2-3 years of executive-level administrative support experience.
• Experience supporting operations, compliance, or quality management functions in a healthcare organization is highly desirable.

EXECUTIVE ASSISTANT KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong understanding of healthcare operations—preferably in an FQHC setting—including regulatory compliance, patient-centered care, and applicable guidelines.
• Excellent written and verbal communication skills, with the ability to communicate clearly and effectively at all levels of the organization.
• High degree of professionalism, discretion, and interpersonal effectiveness.
• Exceptional time management, organizational, and prioritization skills; able to manage multiple tasks and shifting priorities independently.
• Demonstrated problem-solving abilities, and resourcefulness in identifying and overcoming barriers.
• Strong critical thinking skills with the ability to analyze data effectively and deliver insightful, actionable feedback.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration platforms (e.g., Zoom, Microsoft Teams).
• Strong documentation skills and attention to detail.
• Ability to work both independently and collaboratively in a fast-paced, team-oriented environment.
• Comfortable receiving direction and feedback, with a demonstrated willingness to work under supervision as needed.
• Proven ability to build and maintain effective working relationships with staff, leadership, and external partners.
• Strong aptitude for learning and using new software systems and tools.
• Experience working in environments with regulatory oversight, such as state/federal agencies or payer contracts.
• Cultural competence and respect for diverse backgrounds and perspectives.
• Willingness and ability to travel to clinic sites, meetings, conferences, and trainings as required.
• Demonstrates flexibility, enthusiasm, and a cooperative spirit when working within cross-functional teams.

PHYSICAL DEMANDS

Requires a full range of body motion including handling and lifting, manual finger dexterity and eye-hand coordination.  Involves standing and walking.  Requires normal visual acuity and hearing.

NOTE: The essential job functions for this position include, but may not be limited to those listed in this job description.  Employees hired for this position must be able to perform the essential functions of this job without imposing significant risk of substantial harm to the health or safety of themselves or others.

We are committed to providing equal employment opportunities to all applicants, including those with arrest or conviction records. In accordance with the ULAC Fair Chance Ordinance, we will not inquire about or consider criminal history until after a candidate has received a copy of their background check report. All applicants will be evaluated based on their qualifications and ability to perform the essential functions of the job. For more information, please refer to LA County Fair Chance Hiring.