Executive Assistant (to CMO and CPO)

True Health•Sanford, FL

6d•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the Chief Medical Officer (CMO), Chief Pharmacy Officer (CPO), and Executive team in the daily operations of a multi-site community health center. The role involves organizing events, preparing reports, conducting research, handling information requests, receiving visitors, arranging conference calls and in-person meetings, and managing executive schedules. This is not a remote position. The position supports executive and organization-wide projects, regulatory and accreditation activities, governance, provider credentialing, onboarding, continuing education and paid time off coordination, peer reviews, student placements, and collaboration with medical institutions and community agencies. The Executive Assistant serves as a liaison among executives, providers, pharmacists, staff, vendors, and community partners, while maintaining strict confidentiality and professionalism. After-hours and weekend availability may be required, along with travel as necessary using a personal vehicle with current auto insurance maintained at the employee’s expense. True Health is a private, not-for-profit federally qualified health center serving Central Florida since 1977. Its mission is to provide high-quality, comprehensive healthcare at a reasonable cost to everyone.

Requirements

Associate’s degree required; preferred fields include healthcare administration, business administration, public health, pharmaceuticals, nursing, or a related field.
Minimum of two years’ experience supporting C-suite-level executives.
Minimum of two years’ experience with calendar management, travel arrangements, and meeting coordination.
Advanced proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Knowledge of medical terminology.
Ability to maintain strict confidentiality; be analytical, discreet, and diplomatic; and demonstrate strong project management and attention to detail.
Must maintain current auto insurance at own expense when traveling as necessary using a personal vehicle.
Post-offer drug and alcohol screening is required; employees are subject to random screenings during employment.
Criminal background clearance requirements apply; prohibited criminal behavior as defined in Florida Statute 408.809 may result in suspension or termination.

Nice To Haves

Bachelor’s degree preferred.
Bilingual Spanish is a plus.
A degree in healthcare administration, business administration, public health, pharmaceuticals, nursing, or a related field is preferred.

Responsibilities

Manage executives’ calendars and schedule appointments.
Prepare outgoing correspondence, maintain filing, and order office supplies.
Research, prioritize, and follow up on incoming issues and concerns addressed to executives, including confidential or sensitive matters; determine appropriate action, referral, or response.
Coordinate and participate in meetings and events as requested or required by assigned executives.
Prepare agendas, meeting materials, and minutes in a timely manner.
Arrange travel, accommodations, and itineraries.
Serve as a liaison among executives, providers, pharmacists, staff, vendors, and community partners.
Support organization-wide projects and strategic initiatives.
Manage office supplies, filing systems, and administrative operations.
Maintain records, documents, contracts, and executive files.
Support regulatory, accreditation, and governance activities.
Monitor deadlines and coordinate follow-up activity.
Manage multiple projects in a fast-paced environment and prioritize projects requiring executive involvement, including arranging facilities, IT, caterers, invitations, and coordination with other departments.
Open mail and redirect documents as necessary.
Handle incoming calls for assigned executives.
Prepare boardroom, other facilities, or virtual platforms for meetings, trainings, and other activities requested by the CMO, CPO, or Executive Team.
Coordinate lunches and dinners for the Executive and Senior Leadership Team.
Facilitate collection of provider credentialing documents.
Participate in HRSA, AAAHC, and other compliance operational-readiness support.
Coordinate onboarding for medical staff, pharmacy staff, Healthy Start of Orange County staff, and students.
Assist with coordination, tracking, and maintenance of continuing education and paid time off requests.
Communicate approved absences to clinic leadership and scheduling personnel.
Coordinate quarterly peer reviews for medical providers.
Communicate and coordinate meetings with medical institutions for student placement.
Coordinate meetings and activities with collaborative institutions and local agencies.
Assist with creation and uploading of standard operating procedures and policies.
Conduct and compile research and activities requested to support executive and senior leadership projects.
Maintain strict confidentiality.
Coordinate internal and external events, ensuring execution and logistics management.
Develop rapport and maintain professionalism with board members, staff, patients, and vendors.
Be available after hours and weekends as needed to support executives.
Participate in and support community events sponsored by True Health.
Travel as necessary using a personal vehicle and maintain current auto insurance at personal expense.
Perform other responsibilities as assigned.