Assistant, Executive Administrative

Description

POSITION SUMMARY
The Executive Assistant provides high-level administrative, strategic, and project-based support to the Chief Operating Officer (COO) and two (2) Deputy COOs. This role is central to the operational efficiency of the health center, ensuring that the "Operations Pod" functions in lockstep with the organization's broader strategic goals. The executive administrative assistant must be able to work professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal stakeholders and departments as well as outside community partners and stakeholders. The EAA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive.  The EAA must be organized, professional, respectful and eager to learn in a fast paced environment with a variety of deliverables and responsibilities.   

Reporting directly to the Executive Assistant to the Enterprise Chief Operations and Strategy Officer (Integrator), this position ensures that operational tasks are prioritized in alignment with the Integrator’s vision and the organization’s "Rocks."

REPORTING RELATIONSHIPS

This position reports to the Executive Assistant to the Enterprise Chief Operations and Strategy Officer (Integrator). No roles report to this position. 

ESSENTIAL JOB DUTIES AND FUNCTIONS

1. Multi-Executive Support

• Triad Management: Manage the calendars, travel, and expenses for the COO and two Deputy COOs, identifying overlaps and maximizing their collective bandwidth; Maintain time off and coverage schedules.
• Communication Hub: Act as the primary liaison between the COO suite and departmental directors, ensuring clear communication of operational directives; Maintain confidential and sensitive information.
• Priority Alignment: Work closely with the Executive Assistant to the Enterprise Chief Operations and Strategy Officer to ensure the COO team’s weekly priorities (Level 10 meetings, etc.) are synchronized with the executive leadership team; Use discretion and independent judgment in connection with performing duties and responsibilities, including with respect to matters of significance consistent with the authority delegated by supervisor and/or COO team.   
• Collaborative EA Support Team: Ensure front desk coverage for Receptionist break/lunches with administrative assistant rotating support with expectation to cover at least one time per week.

2. Clinical & Operational Administration

• Reporting & Data: Assist with compiling operational metrics from the Deputy COOs for the COO’s review, including patient volume, staffing ratios, and FQHC compliance markers.
• Project Coordination: Track progress on operational initiatives led by the Deputy COOs, such as new site openings, EHR optimizations, or workflow redesign; Prepare communications, including official correspondence, reports and PowerPoint presentations for executive, other executives and the organization as needed.
• Meeting Governance: Organize and facilitate the Operations Leadership meetings; prepare agendas, capture action items, and follow up on accountability tasks, sending reminders and tracking progress of project deliverables.

3. Compliance & HRSA Look-Alike Stewardship

• Site Visit Prep: Assist the COO team in gathering documentation for HRSA Operational Site Visits (OSV) and maintaining the "Continuous Compliance" folder.
• Policy Management: Assist Deputy COOs in the version control and distribution of updated Standard Operating Procedures (SOPs) across clinical sites.

Requirements

REQUIRED QUALIFICATIONS

• Bachelor’s degree in Business, Healthcare or related field required. 
• 2+ years of administrative experience, with at least 1 year supporting multiple executives simultaneously (Preferred)
• Experience working within an EOS (Entrepreneurial Operating System) or similar "Integrator/Visionary" framework is highly preferred.
• Demonstrated ability to manage competing priorities from three high-level leaders without loss of accuracy.
• Excellent professional skills along with multi-tasking abilities
• Strong analytical, organizational and time management skills
• Excellent interpersonal, written and verbal communication skills
• Possess excellent judgement and the ability to communicate with all levels of the organization including executive senior staff and the board of directors, as well as outside community partners
• System Oriented
• Excellent computer skills, as well as proficiency with Microsoft Word, Excel, PowerPoint, and the Google Platform are required
• Skilled at managing the different leadership styles
• Willingness to work a flexible schedule aligned with the Executive’s expectations 
• High level of professionalism and confidentiality required at all times
• Be Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride
• Valid driver’s license with reliable access to an automobile or reliable access to transportation to assigned work areas.