Executive Assistant to COO

Executive Assistant to COO

Department: Administration

Reports to: Chief Operations Officer

Status: Full-time

FLSA: Exempt

Salary: $87,360-$98,670

EEO-1: Office and Clerical

Organization Information

WellSpace's mission is "achieving regional health through high quality comprehensive care." We believe that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. At WellSpace, we see you!

We are driven to serve the whole person through comprehensive, integrated care, spanning medical, dental, behavioral health, and supportive services across the region. We do this by building a team of exceptional colleagues who are dedicated to our mission and becoming part of the communities we serve.

As the region's largest Community Health System, WellSpace utilizes a Confluence Model to integrate an internal network of healthcare modalities, including Federally Qualified Health Centers (FQHC), Certified Community Behavioral Health Center (CCBHC), Drug Medi-Cal and Specialty Mental Health programs, California's second largest 988 Suicide and Crisis Lifeline Center, an independent Risk Bearing Organization (WellSpace Nexus), and more into a seamless confluence of care.

To ensure the highest quality of care, WellSpace is accredited by the Joint Commission for Ambulatory Care, Behavioral Health and as a CCBHC. Further, it is certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home. WellSpace's crisis programs are accredited by the American Association of Suicidology and the International Council for Helplines.

Position Summary

The Executive Assistant is responsible for administrative support and project management to the Chief Operations Officer (COO). The Executive Assistant will work with various team members to collect documentation to support the work of the COO. The Executive Assistant may accompany the COO or their leadership team to internal and external meetings to prepare minutes, reports and document next steps. The Executive Assistant will be responsible for a variety of administrative tasks including managing calendars, coordinating meetings, preparing rooms, ordering supplies, and maintaining excellent communication. A high degree of professionalism, creativity, flexibility, and latitude is expected.

Required Qualifications

• Two years’ demonstrated and related work experience within healthcare administration and/or executive administration;
• Strong verbal and written communication skills.
• Strong interpersonal skills with the ability to work with people from diverse professional and personal backgrounds.
• Creative, flexible and the ability to work independently and with minimal supervision.
• Strong computer skills including Microsoft, Google, and other high functioning software suite products.
• Strong administrative organizational skills.
• Strong attention to detail.
• Ability to use standard office equipment including phone, fax, copier, computer.
• Ability to maintain confidentiality.
• May be required to travel to offsite meetings. A valid California Driver’s license with insurable driving record.
• Commitment to HIPAA and ability to abide by standards of professional ethics and maintain confidentiality.
• Adherence to infection control procedures, including but not limited to, standard precautions of temperature monitoring, hand washing, symptom self-monitoring, masking and social distancing.
• Assist and support the Center/Department/Program to meet standards of High Reliability.

Essential Responsibilities

• Creates and executes a variety of administrative tasks to support the work of the COO and their leadership team.
• Assists COO and their leadership team with clerical tasks such as document creation, document editing, faxing, making copies, screening calls and correspondence (responding independently when possible).
• Performs complex and confidential administrative functions including developing and typing written correspondence including memos, purchases requisitions, payment requests and other department forms and documents.
• Performs duties with professionalism and maintains confidentiality, adheres to ethical standards for healthcare.
• Organizes programs, events, meetings or conferences by arranging facilities and caterers, issues information or invitations, coordinates speakers and controls event budget as assigned.
• Manages the day to day calendar, telephone, email, fax, and mail of the COO.
• Works with various department staff to collects information and supporting documents for the COO.
• Routes work between various department staff for efficient completion of projects.
• Conveys projects, changes and updates to appropriate team members.
• Prepares minutes and reports; distributes internally and externally as necessary.
• Resolves and/or escalates issues within scope.
• Assists in ensuring compliance with departmental policies.
• Tracks and coordinates projects to ensure prescribed activities are carried out in accordance with specified objectives.
• Attends project meetings, follows up on assigned tasks, and communicates the status of projects to the supervisor.
• Provides assistance to COO in the analysis, implementation, and monitoring of departmental programs; maintains a variety of records.
• Maintains accurate project records, documents, and supporting material for department and ensures their proper disposition.
• Other duties as assigned.

Benefits

Successful candidate will receive regionally competitive salary, above average health benefits at reduced costs, company paid life insurance & long-term disability insurance, additional voluntary retirement plan with company match and no vesting schedule requirement.

• Paid bereavement and jury duty leave
• 11 paid holidays per year
• Paid time off
• Paid sick leave
• Flexible Spending Program
• Company paid malpractice insurance for all providers
• Professional development hours offered annually

Physical Demands and Work Environment

The work environment is characteristic of a office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands and arms to reach. The employee is also required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet.

The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care. The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.

WellSpace Health is committed to the principals of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is the intent of WellSpace Health to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, religious creed, color, national origin, ancestry, physical disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state or local laws. WellSpace Health is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WellSpace Health is an Equal Opportunity Employer