Administrative Assistant

Outreach Community Health Centers

Position Summary

This position serves as the primary backup to the Executive Assistant to the CEO/President and will be responsible for managing complex schedules, coordinating meetings, providing support to the finance and clinical departments, and performing a variety of administrative tasks to ensure the smooth operation of administrative office functions. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced, professional environment.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Executive Support & Scheduling (Primary Support):

Act as primary backup and support to the Executive Assistant to the CEO/President, ensuring seamless coverage during absences.
Proactively manage complex calendars for members of the executive team, including scheduling and coordinating internal and external meetings, appointments, and conferences.
Arrange all meeting logistics, including booking and preparation of materials.
Coordinate domestic itineraries, flights, accommodations, and ground transportation as needed.

Financial Administrative Support:

Assist the finance department with basic administrative tasks, which may include backup support to purchasing, logging daily checks, and assisting with documentation organization.
Maintain confidentiality and handle sensitive financial information with discretion.
Facilitate communication and scheduling between the executive and the finance department.

Chief Medical Officer Administrative support:

Maintain and coordinate the CMO's calendar.
Schedule meetings with internal and external groups and protect designated administrative/strategic work time.
Organize meeting materials and prepare agendas.
Triage routine administrative requests and identify items requiring CMO attention.
Attend designated meetings and document minutes, decisions and action items providing summaries to meeting participants.
- Follow up with responsible individuals regarding overdue or incomplete assignments
Coordinate provider schedules, time off request with operational leaders.
Track provider schedules, projects and other agreed-upon operational metrics.
Coordinate provider meetings, trainings and required administrative activities
- Track completion of provider trainings and administrative assignments
- Maintain calendars for provider-related deadlines and activities
Track completion of new provider administrative onboarding activities including trainings, equipment, orientation, etc.
Track major clinical and operational projects that are under the direction of the CMO
- Coordinate communication and cross-departmental follow-up on CMO-sponsored projects and initiatives
Provide the CMO with concise weekly summary of outstanding action items.

General Administrative Duties for Executive Team:

Prepare, edit, and format documents, presentations, reports, and correspondence for the executive team.
Manage incoming communications (emails and mail) with professionalism, responding or directing inquires appropriately.
Assist in the planning and execution of company events, board meetings, and senior leadership gatherings.
Handle occasional personal administrative tasks for executives as requires.

Operational Efficiency:

Anticipate the needs of the executive team and resolve scheduling conflicts or operational hurdles.
Serve as a liaison between executives, internal departments, and external stakeholders.
Maintain office supplies and ensure common areas and conference rooms are prepared for executive use.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Education & Experience:

Requires Associate's degree in business-related field required.
Minimum 2-3 years of experience in an administrative role, preferably supporting senior-level executive or within a corporate environment.

Knowledge, Skills, and Abilities:

Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
Good written and verbal communication skills.
Outstanding organizational and time-management skills with attention to detail.
Proven ability to manage multiple priorities, meet deadlines, and maintain composure under pressure.
High degree of professionalism, discretion, and ability to handle confidential information.
Strong problem-solving skills and a proactive, service-oriented attitude.

Outreach Community Health Centers, Inc. is an Equal Opportunity Employer

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Vacancy posted 4 days ago

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