Executive Assistant (to CMO)

Marin Community Clinics • Novato, CA

5d • Onsite

About The Position

Marin Community Clinics, founded in 1972, is today, a multi-clinic network with a wide array of integrated primary care, dental, behavioral, specialty and referral services. As a Federally Qualified Health Center (FQHC), we provide vital health services to almost 40,000 individuals annually in Marin County. The Clinics regularly receive national awards from the Health Resources and Services Administrations (HRSA). Our Mission is to promote health and wellness through excellent, compassionate care for all.
The Senior Executive Assistant (EA) provides advanced, high-level administrative, project, and operational support to the Chief Medical Officer (CMO) and additional Clinical Officers (e.g., Associate Medical Directors, Behavioral Health Director. This role functions as a strategic partner and extension of clinical leadership. Anticipates needs, managing sensitive information, ensuring smooth operations, and supporting initiatives that advance quality, access, and regulatory compliance across the FQHC.
The Senior EA is expected to exercise exceptional judgment, deep understanding of healthcare operations, and strong knowledge of FQHC regulatory and reporting requirements. The role requires independent decision-making, initiative, and the ability to coordinate complex projects with cross-functional teams.
This position is on-site, not a hybrid or remote position.

Requirements

• Bachelor’s degree in business, healthcare administration, public health, or related field (or equivalent experience) preferred.
• At least 5–7 years of experience supporting senior executives; healthcare or FQHC experience strongly preferred.
• Deep understanding of FQHC operations, clinical workflows, compliance requirements, and medical terminology.
• Advanced experience proficiency with Microsoft Office Suite (Excel, PowerPoint, Word), scheduling tools, and collaboration platforms (Teams, SharePoint, Zoom).
• Exceptional communication skills—written and verbal—and ability to represent executive leadership professionally.
• Demonstrated ability to work independently, prioritize multiple tasks, and navigate rapidly changing environments.
• Proven ability to manage confidential information with the highest integrity.
• Ability to maintain confidentiality and handle sensitive topics and interactions professionally.
• Strong analytical and project management skills.
• Ability to travel occasionally to clinical sites or community-based meetings.
• Fulfill immunization and fit for duty regulatory requirements.
• Prolonged periods of sitting at a desk and working on a computer.
• Use of mouse and keyboard.
• Must be able to lift and carry up to 15 pounds at times

Nice To Haves

• Experience working directly with clinical executives, medical providers, or quality/improvement teams preferred.
• Familiarity with HRSA compliance, The Joint Commission, UDS reporting, credentialing systems, and healthcare quality frameworks preferred.

Responsibilities

• Provides high-level administrative support to the CMO and designated Clinical Officers, including complex calendar management, prioritization of requests, and proactive schedule planning.
• Coordinates internal and external meetings, ensuring that agendas, materials, and follow-up actions are prepared and completed.
• Screens and prioritize emails, calls, and inquiries on behalf of clinical leadership; drafts professional correspondence and communications.
• Prepares presentations, reports, and briefing documents for Board meetings, clinical committees, funders, accreditation agencies, and executive leadership.
• Supports major clinical initiatives, including quality improvement programs, operational redesign, population health efforts, and regulatory readiness.
• Tracks progress on key deliverables and proactively follows up with stakeholders to ensure timely completion.
• Coordinates cross-departmental meetings such as Quality Improvement Committees, Medical Leadership Meetings, Credentialing Committees, and operational workgroups.
• Assists with implementation of new clinical workflows, policies, and compliance processes.
• Ensures clinical leadership is prepared for HRSA Operational Site Visits, Joint Commission activities (if applicable), state audits, and payer compliance reviews.
• Helps maintain documentation for credentialing, privileging, scope of practice, and provider onboarding.
• Supports data collection and reporting for UDS, QI dashboards, and clinical performance measures.
• Handles sensitive information regarding patients, providers, staff, and organizational strategy with the highest level of confidentiality and discretion.
• Develops and maintains systems to organize, archive, and track documents, contracts, and compliance materials.
• Ensures communication flow between departments is timely, accurate, and aligned with organizational values.
• Coordinates schedules, onboarding activities, and orientation for new medical providers.
• Manages the provider time-off calendars, CME tracking, licensure renewals, and credentialing documentation in collaboration with HR and Credentialing.
• Works with physician leaders to ensure adequate clinic coverage during provider absences.
• Serves as a thought partner to clinical executives, helping to anticipate needs and challenges.
• Recommends workflow improvements to enhance efficiency, communication, and decision-making.
• Supports budget development processes, invoice approvals, and vendor contracting related to clinical operations.
• May supervise administrative support staff or coordinate administrative processes across clinical departments.

Benefits

• Our benefits program is designed to protect your health, family and way of life. We offer a competitive Benefits Program that includes affordable health insurance and Health Reimbursement Accounts (HRA), Dental and Vision Insurance, Educational and Continuing Education Benefits, Student Loan Repayment and Loan Forgiveness, Retirement Plan, Group Life and AD&D Insurance, Short term and Long Term Disability benefits, Professional Fee Reimbursement, Mileage and Cell Phone Reimbursement, Scrubs Reimbursement, Loupes Reimbursement, Employee Assistance Programs, Paid Holidays, Personal Days of Celebration, Paid time off, and Extended Illness Benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level