Executive Administrative Assistant – Healthcare Leadership | Full-Time | Bilingual preferred

The Staff Pad•West Covina, CA

10d•$72,000 - $109,986•Onsite

About The Position

The Staff Pad is proud to partner with a reputable health center in West Covina, CA committed to providing access to high-quality healthcare while empowering patients, employees, and community partners to improve their well-being and strengthen the health of the communities they serve. We are seeking an experienced and dependable Executive Administrative Assistant to provide shared administrative support to the Chief Medical Officer and Chief Operating Officer. In this role, The Executive Administrative Assistant will serve as a key liaison between clinical and operational leadership, coordinating communication, meetings, workflows, reporting, and follow-up to support effective organizational operations.

Requirements

3+ years of executive-level administrative support experience required
Ability to sit and work at a computer for extended periods
Ability to speak, hear, see, communicate clearly, and use hands and arms for routine office tasks
Ability to work efficiently in a busy, shared office environment
Ability to interact professionally with patients and provide excellent customer service in person and by phone
Ability to travel to clinic and meeting sites within the service area

Nice To Haves

Healthcare leadership support preferred
FQHC, community health center, or healthcare experience preferred
Bilingual English and Spanish skills preferred
Strong interpersonal and cross-functional collaboration skills
Strong written and verbal communication skills, including meeting minutes and reports
Excellent organization, discretion, follow-up, and ability to manage competing priorities
Knowledge of electronic health records and healthcare scheduling systems preferred
Proficiency with Word, Excel, PowerPoint, Outlook, Teams, and shared document tools

Responsibilities

Provide confidential administrative support, anticipate needs, prioritize requests, and work independently with minimal supervision
Manage calendars, correspondence, calls, and email; resolve conflicts and flag deadlines or issues
Protect confidential personnel, provider, patient, clinical, and operational information per HIPAA and EVCHC policy
Liaise with clinical and operations leadership, QI, Compliance, Provider Relations, health center leadership, and external entities
Prepare agendas, minutes, reports, presentations, and meeting materials as assigned
Track action items and deadlines, follow up with leaders, and provide status updates to the CMO and COO
Compile and organize clinical and operational data and reports for executive review
Distribute approved reports, policies, procedures, and other documents to appropriate audiences
Assist with audits, regulatory reviews, site visits, FQHC readiness, corrective actions, and performance improvement initiatives
Coordinate travel, conference registration, and expense reimbursement
Manage payroll, timekeeping, and PTO for designated direct reports
Maintain provider compliance and administrative logs; document issues and route concerns to the CMO
Coordinate provider onboarding, orientation, training, and related administrative activities
Support QI and clinical performance initiatives through reports, meetings, tracking, and follow-up
Prepare and track clinical, quality, regulatory, and provider materials requiring CMO review
Coordinate health center leadership activities, site visits, operational meetings, and follow-up for approved initiatives
Maintain dashboards and reports on performance, access, capacity, scheduling, staffing, and other operational priorities
Coordinate communication among the COO, health center leadership, clinical leadership, and other departments
Assist with planning and operational readiness for new sites, programs, services, and organizational initiatives
Perform other related duties as assigned by the CMO or COO