Executive Assistant & Project Manager to the President

Family Health Centers of San Diego•San Diego, CA

1d•$70,304 - $99,251

About The Position

Family Health Centers of San Diego (FHCSD) is seeking an Executive Assistant & Project Manager to support the President and senior leadership. The role conducts managerial and organizational reviews, analytics, and studies; provides oversight to other managers to ensure deliverables are met; identifies project execution gaps and develops remedies; and keeps the President informed through written progress reports. It also supports strategic planning and KPI monitoring, manages external organizational requirements as directed by the CEO, and develops tracking systems and processes to improve effectiveness and follow up on outcomes. The position coordinates meetings, debriefings, special events, and administrative functions for the President and senior leadership. It composes the President’s communications, maintains correspondence files, schedules appointments and meetings, and ensures leadership directives are communicated to managers and support staff. The successful candidate will demonstrate a commitment to community medicine and culturally competent care for medically underserved people. The role occasionally requires travel between sites and other locations.

Requirements

At least 10 years of experience as an Administrative Assistant, Personal Secretary, or Executive Assistant, including five years in healthcare.
Healthcare background is required.
High school diploma required; a bachelor’s degree is preferred, or an equivalent combination of education and experience that provides the necessary skills, knowledge, and ability and meets applicable certification requirements.
Excellent operational skills with the Microsoft Office Suite, documented use of AI, some publishing skills, and experience using a communications platform.
Demonstrated ability in data gathering and development or use of analytics.
Demonstrated track record of managing complex projects.
History of successful work at a high level supporting a senior company executive.
Ability to understand concepts and bring projects to life; critical-thinking skills; ability to pivot amid rapid change and generalize learning.
Ability to work at a high level across the entire agency.
Excellent organizational skills and ability to develop positive internal and external relationships sufficient to support the President’s work.
Integrity and work ethic necessary to support the President; discretion in a confidential work environment.
Excellent communication, grammar, spelling, punctuation, and composition skills.
Excellent computer skills and proficiency with Microsoft Office; must type at least 65 WPM. Technical skills will be verified through on-site testing.
Must be able to multitask and work as a self-starter.
Valid California driver’s license, an automobile, proof of minimum car insurance required by California law, and an acceptable driving record.

Nice To Haves

A bachelor’s degree.
Background in process management.
Bilingual English/Spanish skills; Spanish language skills are a plus.

Responsibilities

Conduct managerial and organizational reviews, analytics, and studies as requested.
Provide oversight to other managers to ensure deliverables are met.
Identify gaps in project execution, create remedies, and keep the President informed through written progress reports.
Assist with coordinating the development, data gathering, implementation, and evaluation of a strategic plan.
Work with the Strategic Planning office to monitor execution of KPIs.
Assist in managing external organization requirements, such as Joint Commission, OSV, and CLIA requirements, as directed by the CEO.
Create and manage automated project tracking systems, information systems, and other systems and processes to improve departmental and organizational effectiveness.
Work cooperatively with others on process analysis and improvement, and develop systems to track follow-up and outcomes.
Provide policy clarification and technical assistance to managers.
Assist with coordinating and implementing special events, including the annual board dinner.
Coordinate, schedule, and attend project- and process-improvement-related meetings and debriefings.
Ensure Senior Leadership directives are effectively communicated to managers and support staff as needed.
Maintain correspondence files and related materials, including administrative functions for the President and senior leadership as requested.
Compose the President’s communications, including thank-you notes, meeting documentation, and patient and colleague correspondence.
Schedule appointments and meetings as directed by the President, including arranging refreshments or lunch, reserved parking, and conference rooms.
Perform other duties as assigned.
Travel between sites and other locations occasionally.