Executive Assistant

Family Health Centers of San Diego•San Diego, CA

21h•$70,304 - $88,751•Onsite

About The Position

Family Health Centers of San Diego (FHCSD) is seeking an Executive Assistant to provide high-level administrative support to an assigned executive team member. The role supports organizational effectiveness through project leadership, executive calendar and meeting coordination, communication management, and related administrative functions. The position may supervise clerical staff and may involve occasional travel between sites and other locations. The successful candidate will demonstrate a commitment to community medicine and culturally competent care for medically underserved people. This is a regular, full-time, onsite position.

Requirements

Bachelor’s degree in Business Administration, Healthcare Administration, Political Science, or a related field.
At least 3 years of progressively responsible administrative support experience; medical or health-related experience is preferred.
Ability to work effectively both in a team-based environment and independently.
Basic project management and implementation knowledge and skills, including knowledge of effective change management practices and principles.
Exceptional knowledge of business English, including grammar, spelling, and punctuation.
Exceptional organizational and problem-solving skills, attention to detail, time-management skills, and motivation to meet deadlines and achieve goals.
Exceptional skills with computer applications and software, including Microsoft Office (Word, Excel, and PowerPoint) and Adobe Acrobat Pro.
Exceptional written and verbal communication skills.
Willingness to learn and grow skillset.
Occasional travel between sites and other locations is required; must have a valid California driver’s license, an automobile, proof of minimum car insurance levels required under California law, and an acceptable driving record.

Nice To Haves

Administrative support experience in the medical or health-related field is preferred.

Responsibilities

Manage and coordinate projects, calendars, and associated meetings for assigned executive leader(s).
Coordinate and participate in organizational meetings, including preparing agendas, taking and producing timely minutes, and distributing and filing meeting documents and materials.
Develop systems to monitor meetings and ensure timely follow-up on resolutions.
Communicate Senior Leadership directives accurately throughout the organization as directed.
Maintain an organized repository of correspondence and materials related to Senior Leadership’s administrative functions.
Support drafting and finalizing communications, including letters, meeting records, and patient correspondence.
Plan appointments and meetings and coordinate logistics such as catering, parking reservations, and venue allocation.
Act as a liaison with departments and internal and external customers, including patients, vendors, auditors, and inspectors, on behalf of assigned executives; handle confidential information and answer complex department-specific questions when needed.
Assist in monitoring applicable regulatory and departmental standards for ongoing compliance as assigned.
Generate and proofread correspondence and related information, including supporting presentations, data, and graphs.
May lead, educate, coach, and mentor others on LEAN principles, continuous process improvement tools, and their application to organizational goals.
Manage assigned department files and related management databases.
Oversee assigned projects from planning through analysis.
May process organizational donations, including preparing and distributing acknowledgment letters and creating required financial reports.
Recruit, train, develop, engage, and retain an accountable workforce as directed.
Research, analyze, create, and present reports as assigned.
Perform other duties as assigned.