Temp. Executive Assistant

Washington Health Medical Group•Fremont, CA

2d•$70,000 - $90,000•Onsite

About The Position

Reporting to the Chief Operating Officer (COO) and Chief Medical Officer (CMO), the Manager of Administration provides a full range of administrative functions of considerable complexity, difficulty, and sensitivity. This role acts as the primary liaison and first point of contact for key executives, manages their calendars, coordinates special projects, and handles legal and clinic transition matters. The position requires strong organizational skills, project management abilities, and proficiency in Microsoft Office Suite.

Requirements

High School Diploma Required
At least five years of related high level administrative or operational experience
Proficiency in Microsoft Office Suite, including word processing, spreadsheet, and presentation applications (i.e, Word, Excel, PowerPoint.)
Experience working across departments and communicating with all levels of the organization.
The ability to manage projects and lead through influence.
Strong organizational skills to effectively prioritize, coordinate, perform, and complete multiple duties and assignments concurrently and in a timely manner.
Knowledge of and proficiency in English composition, spelling, grammar, punctuation, and basic math principles.

Nice To Haves

Bachelor’s Degree Preferred

Responsibilities

Acts as the primary liaison, and first point of contact representing the Chief Operating Officer, Chief Medical Officer, Chief Financial Officer, and other key members of the executive team.
Manages, organizes, and oversees the day-to-day and calendars of several key executives.
Monitors inventory and orders office supplies and furniture requests through the Hospital eProcurement and Materials Management or outside vendors when required.
Handles physician contracts – formatting, sending out and getting copies executed, working with physicians on getting amendments/exhibits/transition loans and reimbursements populated and completed.
Coordinates and conducts special projects as assigned, developing comprehensive project plans, including timelines, milestones, and resource allocation.
Assembles cross-functional project teams, ensuring clear communication and collaboration among team members.
Monitors project progress, tracks deliverables, and provides regular status updates to stakeholders.
Conducts risk assessments and develops mitigation strategies to address potential challenges.
Coordinates legal matters, acts as the liaison with malpractice insurance, tracks distribution, schedules depositions, and maintains files.
Manages all aspects of clinic/practice transitions including vendor, FMV analysis, EMR, etc., working closely with relevant stakeholders to ensure a smooth and efficient transition process.
Uploads, maintains, and reports on vendor contracts in SharePoint.
Responsible for the WTMG All Physicians and Providers Forum meeting; Scheduling and coordinating the meeting with all WTMG staff, the audio-visual and room setup, catering, announcement and RSVP, agenda and handout creation and distribution, sign-in sheets, creation and maintenance and recording meeting minutes.
Uses discretion and sound independent judgment in evaluating information or situations of a confidential and sensitive nature.
Performs other duties as assigned.