Executive Assistant

POSITION SUMMARY:

The Executive Assistant is responsible for providing high level administrative support to the Chief Medical Officer (CMO). This includes managing calendars, scheduling appointments, and coordinating meetings and materials for all meetings as needed. The Executive Assistant handles correspondence, maintains files, takes minutes for meetings as requested, handles details of a confidential and critical nature, acts with the highest degree of dignity, professionalism, and interpersonal effectiveness while exercising sound judgment, and assists with project management.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Works primarily with the CMO.
• Manages complex calendars and independently schedules appointments and meetings, as appropriate.
• Provide day to day administrative and project support and manage special projects as assigned.
• Leads the preparation, execution, and follow-up of meetings by preparing agendas and reports, scheduling rooms, ordering refreshments, issuing invitations, tracking RSVPs, and recording minutes for staff meetings and other meetings as assigned.
• Manages time off requests and timecard approval for staff and providers reporting to the CMO.
• Maintains and updates the provider on-call schedule ensuring patients have telephone access for urgent needs 24/hours a day.
• Manage expense reimbursement requests for the CMO.
• Arranges travel accommodations, including ground transportation, airfare, lodging, and conference registration.
• Drafts correspondences and announcements for both internal and external audiences.
• Anticipates a variety of needs and problems and proactively suggests solutions.
• Always maintains privacy and confidentiality with all internal information.
• Routinely handles internal and external inquiries by screening calls, answering questions, and redirecting to the appropriate personnel.
• Review and respond to emails addressed to the CMO, as appropriate.
• Prepares reports and analyses.
• Coordinates with the CMO, Chief Clinical Operations Officer, Site Medical Directors, and Clinic Directors to manage provider scheduling templates and ensure adequate provider coverage. 

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS.

REQUIREMENTS:

Training and Experience:

• BA/BS degree with a minimum of (5) five years executive level support experience in the health care field preferred.
• Federally Qualified Health Center (FQHC), Medicaid (Medi-Cal), Ryan White CARE Act clinic experience a plus.
• Interest in working with the LGBTQ+ community and people living with HIV/AIDS required.

Knowledge of:

• Clinic operations
• Microsoft Office Suite, specifically Word, Outlook, Excel, and PowerPoint
• Office procedures

Ability to:

• Effectively communicate both verbally and in writing
• Effectively manage multiple projects simultaneously
• Work independently with minimal supervision
• Maintain confidentiality of sensitive information
• Work effectively as part of a diverse team
• Learn quickly
• Prepare reports and analyses
• Communicate effectively with a wide range of individuals and organizations
• Work in a dynamic, rapidly changing and fast-growing environment
• Prepare correspondence, agendas, minutes, and policies
• Advocate on behalf of APLA Health and its patients
• Maintain strict patient confidentiality.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper.

SPECIAL REQUIREMENTS:

Must possess a valid California driver’s license; proof of auto liability insurance; and have the use of a personal vehicle for work related purposes.

COVID-19 vaccination is required and APLA Health will consider accommodations for medical- and religious-based reasons.

Equal Opportunity Employer: minority/female/disability/transgender/veteran.