Job Description
Executive Assistant to Chief Medical Officer
We are seeking an organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative and project management support to the Chief Medical Officer (CMO). In this role, you will manage the CMO's calendar, coordinate meetings and conferences, and handle travel arrangements. Additionally, you'll assist in creating presentation materials and supporting key projects. This position offers a unique opportunity to work closely with leadership in a fast-growing health center, contributing to the success of both the organization and the community it serves.
Key Relationships and Supervision:
Reports to: Chief Medical Officer (CMO)
Collaborates with: Chief Scientific Officer (CSO), Chief Quality Officer (CQO), Senior Director of Administrative Operations, Medical Directors, Clinical Staff
Qualifications:
Bachelor's degree required, with at least 3 years of experience in an executive administrative role. A master's degree in healthcare or a related field is preferred.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Strong interpersonal skills with the ability to work effectively as part of a team.
Excellent verbal and written communication skills, including the ability to represent the CMO in meetings and correspondence.
Ability to multitask and handle confidential matters with discretion.
Experience with project management and familiarity with electronic medical records is a plus.
Ability to work independently and make sound decisions.
Responsibilities:
Calendar Management: Maintain and prioritize the CMO's calendar, scheduling meetings and keeping track of important deadlines.
Meeting Coordination: Organize and manage various health center conferences (e.g., Grand Rounds, Morbidity and Mortality Conference, Weekly Health Center Huddle, etc.). Serve as the main point of contact for guest speakers.
Administrative Support: Assist with correspondence, preparing presentations, and handling personnel-related matters such as recruitment, staff evaluations, and employee health assessments.
Project Management: Manage special projects as assigned by the CMO and provide support for office operations, including supply procurement and day-to-day administrative functions.
Travel Arrangements: Coordinate travel for the CMO and assist with conference participation and reimbursements.
Communication: Screen incoming calls, emails, and visitors for the CMO and senior leadership, responding to or redirecting inquiries as needed.
Onboarding & Training: Support the onboarding and training of new medical providers at the health center.
Meeting Support: Prepare and distribute meeting agendas, take minutes, and follow up on action items for meetings involving the CMO, CSO, and CQO.
Credentialing and Compliance: Support the CQO with credentialing processes and the management of the Learning Management System for staff training.
Other Responsibilities:
Oversee administrative office operations, anticipating the needs of the Health Center Leadership Team and identifying ways to improve office workflows.
Assist in processing financial approvals and managing associated paperwork.
Provide clerical support for health center educational programs and trainee rotations.
Work Environment & Hours:
Full-time, 40 hours per week (Monday-Friday).
Primarily office-based with occasional visits to health center locations as needed.
Competitive salary and benefits package.
Initial probationary period of three months.
Physical Requirements:
Ability to sit, stand, or walk for extended periods.
Must be able to work at a computer for prolonged periods.
Occasionally required to lift or push up to 10-20 pounds.
Additional Information:
Proof of COVID-19 vaccination is required for all new hires. Medical and religious exemptions are considered in accordance with applicable regulations.
We are an inclusive and diverse organization that values varied perspectives and backgrounds. We are committed to providing equal opportunities and fostering an environment where all employees feel supported and empowered to contribute.
Employment Type: Full-Time
Salary: $ 90,000.00 Per Year
Job Tags
Full time, Traineeship, Monday to Friday,