Executive Assistant - 26-69

Join Our Team!

At Hill Physicians Medical Group, we're shaping the healthcare of the future: actively managed care that prevents disease, supports those with chronic conditions and anticipates the needs of our members.

Hill Physicians has much to offer prospective employees. We're regularly recognized as one of the "Best Places to Work in the Bay Area" and have been recognized as one of the "Healthiest Places to Work in the Bay Area." When you join our team, you're making a great choice for your professional career and your personal satisfaction.

DE&I Statement:

At PriMed, your uniqueness is valued, celebrated, encouraged, supported, and embraced. Whatever your relationship with Hill Physicians, we welcome ALL that you are.

We value and respect your race, ethnicity, gender identity, sexual orientation, age, religion, disabilities, experiences, perspectives, and other attributes. Our celebration of diversity and foundation of inclusion allows us to leverage our differences and capitalize on our similarities to better serve our communities. We do it because it's right!

Job Description

We are seeking a highly organized and proactive Executive Assistant to support senior executives with a variety of administrative tasks. This role involves managing calendars, coordinating meetings, facilitating travel arrangements, preparing correspondence, and maintaining confidential files. The ideal candidate will be detail-oriented, able to handle multiple priorities, and demonstrate strong communication skills.

Key Responsibilities

• Calendar Management: Schedule and organize appointments, meetings, and events for assigned executives. Ensure all logistics (conference rooms, travel, catering) are managed efficiently.
• Communication & Correspondence: Prepare, edit, and proofread correspondence, presentations, agendas, and reports. Create organizational charts and other materials as needed.
• Scheduling Support: Assist in managing the calendars of directors working closely with assigned executives. Ensure seamless scheduling coordination across all parties.
• Vendor & Event Coordination: Build relationships with external vendors, solicit bids, and negotiate contracts for offsite meetings, events, and Board of Directors' retreats.
• Call Screening & Message Management: Professionally handle incoming calls, redirecting them to appropriate personnel or responding to inquiries as needed.
• Document Management: Maintain and organize administrative files, ensuring confidentiality and secure access to sensitive materials.
• General Office Support: Perform general office duties, including photocopying, filing, supply management, and correspondence distribution. Coordinate with facilities for equipment maintenance.
• Confidentiality & Discretion: Handle confidential information with the utmost discretion and integrity.

Non-Essential Responsibilities

• Additional duties may be assigned as necessary.

Skills & Qualifications

• Experience: 3-5 years of executive assistant experience, preferably supporting senior-level executives.
• Education: College training or completion of business-related courses in office procedures, filing, data entry, and word processing.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access). Familiarity with BoardVantage and DocuSign and Workday a plus.
• Typing Speed: 55-60 wpm.
• Attention to Detail: Strong proofreading skills with a focus on accuracy, grammar, and spelling.
• Communication: Exceptional verbal and written communication skills, with the ability to interact with stakeholders at all levels.
• Interpersonal Skills: Strong interpersonal skills and the ability to handle sensitive and confidential information with professionalism.
• Work Environment: Ability to thrive in a fast-paced, high-pressure environment while managing multiple priorities.
• Additional: Experience in the medical field is a plus.

Education

• Minimum level of education required High School/GED required; AA or BA/BS desired.

Salary: $75,000.00 - $88,000.00 plus bonus potential

Hill Physicians is an Equal Opportunity Employer