Executive Administrative Assistant - Healthcare Leadership | Full-Time | Bilingual preferred

Job Description

Job Description

The Staff Pad is proud to partner with a reputable health center in West Covina, CA committed to providing access to high-quality healthcare while empowering patients, employees, and community partners to improve their well-being and strengthen the health of the communities they serve.

We are seeking an experienced and dependable Executive Administrative Assistant to provide shared administrative support to the Chief Medical Officer and Chief Operating Officer.

In this role, The Executive Administrative Assistant will serve as a key liaison between clinical and operational leadership, coordinating communication, meetings, workflows, reporting, and follow-up to support effective organizational operations.

Schedule: Full-Time

What You’ll Do

Executive Support (CMO and COO)

• Provide confidential administrative support, anticipate needs, prioritize requests, and work independently with minimal supervision
  
• Manage calendars, correspondence, calls, and email; resolve conflicts and flag deadlines or issues
  
• Protect confidential personnel, provider, patient, clinical, and operational information per HIPAA and EVCHC policy
  
• Liaise with clinical and operations leadership, QI, Compliance, Provider Relations, health center leadership, and external entities
  
• Prepare agendas, minutes, reports, presentations, and meeting materials as assigned
  
• Track action items and deadlines, follow up with leaders, and provide status updates to the CMO and COO
  
• Compile and organize clinical and operational data and reports for executive review
  
• Distribute approved reports, policies, procedures, and other documents to appropriate audiences
  
• Assist with audits, regulatory reviews, site visits, FQHC readiness, corrective actions, and performance improvement initiatives
  
• Coordinate travel, conference registration, and expense reimbursement
  
• Manage payroll, timekeeping, and PTO for designated direct reports
  

CMO-Specific Support

• Maintain provider compliance and administrative logs; document issues and route concerns to the CMO
  
• Coordinate provider onboarding, orientation, training, and related administrative activities
  
• Support QI and clinical performance initiatives through reports, meetings, tracking, and follow-up
  
• Prepare and track clinical, quality, regulatory, and provider materials requiring CMO review
  

COO-Specific Support

• Coordinate health center leadership activities, site visits, operational meetings, and follow-up for approved initiatives
  
• Maintain dashboards and reports on performance, access, capacity, scheduling, staffing, and other operational priorities
  
• Coordinate communication among the COO, health center leadership, clinical leadership, and other departments
  
• Assist with planning and operational readiness for new sites, programs, services, and organizational initiatives
  

Other

• Perform other related duties as assigned by the CMO or COO
  

What We Are Looking For

Experience

• 3+ years of executive-level administrative support experience required; healthcare leadership support preferred
  
• FQHC, community health center, or healthcare experience preferred
  

Additional Skills and Attributes

• Bilingual English and Spanish skills preferred
  
• Strong interpersonal and cross-functional collaboration skills
  
• Strong written and verbal communication skills, including meeting minutes and reports
  
• Excellent organization, discretion, follow-up, and ability to manage competing priorities
  
• Knowledge of electronic health records and healthcare scheduling systems preferred
  
• Proficiency with Word, Excel, PowerPoint, Outlook, Teams, and shared document tools
  

Working Requirements

• Ability to sit and work at a computer for extended periods
  
• Ability to speak, hear, see, communicate clearly, and use hands and arms for routine office tasks
  
• Ability to work efficiently in a busy, shared office environment
  
• Ability to interact professionally with patients and provide excellent customer service in person and by phone
  
• Ability to travel to clinic and meeting sites within the service area
  

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions

What You Can Expect

Compensation and Benefits:

• Competitive Salary
  
• Medical, Dental and Vision Insurance
  
• Holiday Vacation and Sick Leave
  
• Employee Assistance Program
  
• Life Insurance (Basic + Voluntary)
  
• Tuition Reimbursement
  
• 403(b) Retirement plan with 6% match
  

If you are an organized, dependable professional who thrives in a fast-paced healthcare environment and enjoys supporting executive leadership, we invite you to apply and bring your skills to a team dedicated to making a meaningful impact in the community.