Executive Assistant

Job Summary The Executive Assistant provides high-level administrative and operational support to the Senior Director of Administration Services and Operations. This role is critical in ensuring the smooth functioning of departmental operations by coordinating daily activities, maintaining organized systems, and facilitating communication across teams.

Essential Job Functions

• Assist in preparation of reports, presentations, meeting materials, and departmental documentation. 
• Prepare agendas, take meeting minutes, and ensure timely follow-up on action items. 
• Organize and maintain digital and physical filing systems to ensure efficient document retrieval and compliance. 
• Monitor project timelines and ensures timely completion of deliverables. 
• Maintain departmental records and ensure compliance with regulatory requirements.
• Serve as a liaison between the Senior Director, Director of Quality and Billing, and internal/external partners.
• Coordinate and order physician lunches; assist with setup as needed. 
• Support process improvement initiatives and workflow coordination. 
• Order and stock food and snacks for the physician lounge; manage inventory and restock supplies upon delivery. 
• Track and reconcile departmental expenses, invoices, and purchase orders, and submit them to Accounts Payable.
• Maintain confidentiality of sensitive information and documents.
• Support departmental audits, surveys, and compliance reviews.
• Coordinate internal events, meetings, and team activities.
• Provide backup support within the department as needed.

Other Functions

• Facilitate communication and coordination between departments and medical staff. 
• Assist the Director of Quality Care and Billing with tasks related to ongoing facility projects. 
• Other duties as assigned.

Education, Licensure and Experience

• High School Diploma
• Minimum two years of experience in health care setting.

Job Rate

$28.84 | $31.25 | $33.65

Required Skills and Abilities

• Excellent communication skills, including both oral and written.
• Ability to interact effectively with clinical and non-clinical staff.
• Strong attention to detail and ability to handle confidential and sensitive information.
• Understanding of healthcare operations
• Ability to work collaboratively in a fast-paced, team-oriented environment.