Executive Assistant

POSITION SUMMARY:

The Executive Assistant is responsible for providing high level administrative support to the Chief Medical Officer (CMO) and developing, maintaining, and communicating reports and data needed for provider performance improvement efforts.

Executive assistance duties include 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.

Provider performance improvement duties include generation of complex performance data sets and reports, data analysis, and communicating of performance metrics to medical providers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Works primarily with the CMO. There will be additional l work projects with the CCOO and Site Medical Directors.
• 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.
• Generates reports, using eCW as well as other software programs such as excel, needed for tracking of provider performance.
• Responsible for managing files and databases related to provider performance.
• Generates reports and calculates data for the Provider Performance Incentive
• Communicates up-to-date measures to performance metrics to medical providers.
• Coordinates communication between CMO and Site Medical Directors and Medical Providers, including tracking on-call schedule and monitoring of performance metrics.
• Drafts correspondences and announcements for both internal and external audiences.
• Maintains privacy and confidentiality with all internal information in accordance to professional standards and federal HIPAA guidelines.
• Routinely handles internal and external inquiries by screening calls, answering questions, and redirecting to the appropriate personnel.
• Reviews and responds to emails addressed to the CMO, as appropriate.
• 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:

• Bachelor’s degree required.
• A minimum of (5) five years of experience in administrative support ideally in the non-profit or social service settings.
• Expertise with software programs including Microsoft Excel.
• Demonstrated ability to meet project deadlines.
• Demonstrated ability to progress in their field and to assume increasing responsibility for work projects.
• Experience creating and tracking complex data sets over time. 
• Demonstrated experience in the public health or public service sectors.
• Interest in working with the LGBTQ+ community and people living with HIV/AIDS.

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 complex 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. APLA Health will consider accommodations for medical- and religious-based reasons.

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