Healthcare Executive Assistant

Job Description

Job Description

Description:

The Executive Assistant (EA ) serves as an administrative partner to the Chief Executive Officer (CEO) and provides high-level administrative and operational support to the Executive Leadership Team. This highly visible position is responsible for coordinating executive operations, managing complex schedules and communications, and facilitating effective coordination among internal and external stakeholders.

The Executive Assistant also serves as the primary liaison between the CEO and the Board of Directors, supporting Board governance activities, communications, meeting coordination, and the administration of Board and Committee processes. The EA plays a critical role in ensuring the timely flow of information and maintaining official governance records.

Operating with a high degree of professionalism, discretion, sound judgment, and initiative, this position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced and dynamic environment.

Through close collaboration with the CEO, Executive Leadership Team, Board members, and key stakeholders, the Executive Assistant gains a broad organizational perspective and a unique understanding of TVHC's mission, operations, strategic priorities, and community impact.

Schedule: This is a full-time position, working 40 hours per week, typically Monday through Friday, with occasional Saturday hours.

About TVHC: Tiburcio Vasquez Health Center is a nonprofit community health center dedicated to promoting the health and well-being of our community by providing accessible, high-quality care through the integration of primary care, dental care, WIC support, mental health counseling, community health education, and more.

Benefits: We offer excellent benefits, including: medical (100% paid co-payments, premiums, etc.), dental, vision (including dependent and domestic partner coverage), generous paid leave benefits including holidays, Flexible Spending Accounts, retirement plans with an Employer match, tuition reimbursement, monthly treats, pet insurance, and more.

Compensation: $31.50 - $38.00 per hour, depending on experience.

TVHC offers compensation ranges that are determined by a thorough market-based analysis and are fully disclosed in accordance with California law. The pay for a selected candidate is determined by a variety of factors to ensure fair and equitable compensation. We are committed to providing a competitive compensation package that extends beyond base salary, designed to support the health, wealth, and career development of our employees.

Responsibilities:
Executive Leadership Support

• Serves as the primary administrative support partner to the CEO and provides administrative support to members of the Executive Leadership Team as assigned.
• Manages the CEO's complex calendar, scheduling priorities, travel arrangements, expense reporting, and executive correspondence.
• Coordinates and prioritizes competing executive schedules, organizational priorities, and time-sensitive matters.
• Prepares agendas, meeting minutes, materials, presentations, reports, and executive communications on behalf of the CEO.
• Assists with drafting editing, and formatting professional correspondence, presentations, Board materials, and organizational documents.
• Tracks executive action items, commitments, and follow-up activities to ensure timely completion.
• Serves as a key point of contact for internal and external stakeholders on behalf of the CEO.
• Maintains a high level of confidentiality regarding organizational, personnel, legal, financial, and strategic matters.
• Anticipates the CEO's needs and proactively identifies opportunities to improve efficiency, communication, and organizational effectiveness.

Administrative Operations

• Coordinates internal and external meetings, retreats, leadership sessions, and organizational events.
• Organizes and maintains executive files, records, contracts, correspondence, and documentation.
• Assists with preparation of organizational reports, presentations, regulatory submissions, and executive communications.
• Supports organizational communication efforts and dissemination of executive-level information.
• Maintains contact databases, records, and document management systems.
• Provides exceptional customer service and professional support to executives, managers, staff, community partners, elected officials, and external stakeholders.

Project Coordination

• Maintains project timelines, action plans, dashboards, and progress.
• Coordinates cross-functional meetings e.g., Strategic Management and other operational meetings, and facilitates follow-up on assigned deliverables and organizational priorities.
• Assists with research, data gathering, analysis, and preparation of reports that support executive decision-making and strategic planning.
• Monitors project milestones and organizational commitments and escalates issues, delays, or barriers as appropriate.
• Promotes accountability and follow-through by tracking assignments, deadlines, and deliverables associated with strategic initiatives.

Board Governance and Liaison Support

• Serves as the primary liaison between the CEO and the Board of Directors.
• Coordinates all Board of Directors and Board Committee meetings, including scheduling, logistics, meeting notices, and attendance tracking.
• Develops, compiles, and distributes Board and Committee meeting materials and Board packets in accordance with established timelines.
• Prepares and maintains official Board and Committee meeting minutes, resolutions, and governance records.
• Maintains Board calendars, committee rosters, governance documents, policies, disclosures, and organizational records.
• Supports Board member onboarding, orientation, training, and ongoing communication.
• Coordinates annual Board processes, including committee assignments, elections, disclosures, evaluations, and governance compliance activities.
• Maintains Board records and documentation in accordance with organizational policies and applicable regulatory requirements.
• Facilitates communication and information flow between the CEO and Board members while maintaining confidentiality and professionalism.
• Supports Board retreats, special meetings, strategic planning sessions, and governance-related initiatives.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and expectations required of the position.

• Bachelor's degree required; degree in Business Administration, Healthcare Administration, Public Administration, Communications, Organizational Leadership, or a related field preferred.
• Minimum of five (5) years of progressively responsible executive administrative support experience required, preferably supporting a Chief Executive Officer, executive leadership team, and/or Board of Directors.
• Experience supporting a Board of Directors, governance functions, or executive-level committees strongly preferred.
• Experience in healthcare, community health centers, Federally Qualified Health Centers (FQHCs), nonprofit organizations, or public sector environments preferred.
• Demonstrated experience coordinating complex organizational initiatives, executive projects, or strategic planning processes preferred.

Qualifications:

• Successful performance in this role requires a self-managed and detail-oriented person with expertise in Microsoft Office, Adobe Acrobat, and virtual meeting platforms; and organizational skills, including the ability to interact and communicate successfully with people of all organizational levels, maintaining professionalism and confidentiality and exercising good judgment.
• Ability to manage multiple priorities, shifting deadlines, and competing executive requests simultaneously.
• Ability to work under time-sensitive deadlines.
• Ability to demonstrate active listening.
• A high level of integrity and discretion in handling confidential information, and professionalism in dealing with leaders at, and outside of TVHC.
• Performs all duties in accordance with TVHC’s Service Excellence Standards.
• Effective interpersonal and organizational skills.
• Superior communication skills, both written and verbal.
• Ability to travel to designated locations as directed by the CEO.