Executive Assistant to the Chief Medical Officer

Kinwell•Seattle, WA

51d•$78,000 - $126,800•Hybrid

About The Position

The Executive Assistant provides high-level administrative support to the Chief Medical Officer (CMO) of Kinwell. This role involves managing day-to-day administrative operations, ensuring the efficient flow of communication, handling confidential information, and facilitating smooth coordination between teams. The Executive Assistant acts as a liaison for the CMO between the executive team, leadership, and clinic teammates. This is a hybrid position, with flexibility to come to our Mountlake Terrace office one to two days a week. The Executive Assistant will be required to travel to our Westlake clinic in Seattle once a week for mail management.

Requirements

Bachelor's degree or four years of work experience.
Five years of experience as an Executive Assistant, Administrative Assistant, or equivalent experience.
Experience leading collaborative projects and improving processes and workflows.
Demonstrated experience in drafting, editing and managing internal communications with focus on clarity, consistency, and alignment with organizational tone and messaging.
Excellent organizational, planning, prioritization, and problem-solving skills.
Excellent verbal and written communication skills.
Ability to interact effectively with management and teammates at all levels.
Ability to handle confidential and sensitive information with discretion and organization.
Independent decision-making skills and ability to influence others to resolve issues
Experience utilizing Microsoft Office Suite, including Outlook, Microsoft Teams and Excel

Nice To Haves

Familiarity with healthcare industry practices.
Project Management Professional (PMP).

Responsibilities

Oversee and manage the day-to-day administrative operations for the CMO, including mail management and support.
Support vendor contracting processes; review and process invoices ensuring accuracy and prompt submission for payment. Track renewals and maintain organized records for vendor agreements.
Collaborate with other administrative staff to ensure clinic-wide efficiency in operations.
Assist in budget planning, tracking expenses, and preparing and submitting travel and expense reports; reconcile any discrepancies with finance.
Maintain and organize the CMO's schedule, including meetings, appointments, and travel arrangements.
Coordinate and prioritize meeting requests, ensuring timely communication and preparation of necessary materials while proactively adjusting the schedule to accommodate urgent matters or conflicts.
Provide scheduling support as needed for Regional Medical Directors.
Serve as the first point of contact for the CMO, managing correspondence via phone, email, and in-person.
Draft, proofread, and distribute professional memos, letters, reports, and presentations on behalf of the CMO.
Ensure accurate and timely communication with internal staff, external partners, board members, and vendors.
Plan, coordinate, and operationally own the Medical Group business meetings, rhythm of the business staff meetings, and the annual clinician event.
Prepare meeting agendas, take accurate minutes, and distribute them to relevant stakeholders.
Provide seamless administrative support for executive committee meetings, including tracking attendance, preparing committee materials, scheduling, and taking minutes.
Proactively ensure follow-up on action items from meetings and track progress on assigned tasks.
Coordinate and manage special projects and events initiated by the Chief Medical Officer (CMO) or in support of the clinical leadership team.
Monitor and track project timelines, including deadlines, deliverables, and key milestones, to ensure successful and timely completion.
Facilitate communication and collaboration among stakeholders to maintain alignment and resolve issues promptly.
Prepare progress reports and documentation to keep leadership informed of status and outcomes.