Executive Assistant to CEO

Job Summary:    Under the supervision of the Chief Executive Officer (CEO), the Executive Assistant to the CEO of Omni Family Health (OFH) collaborates with the Executive Office of a growing network of state-of-the-art health centers located in the Southern San Joaquin Valley of California in Kern, Kings, Tulare and Fresno counties. As a member of the Executive Office, this position supports a wide range of advanced administrative functions for the CEO including, but not limited to, calendar management, communications and special projects. The Executive Assistant to the CEO serves as a liaison to the organization’s Executive Management Team (EMT) and all other internal and external stakeholders as directed by the CEO.

Job Duties:    

1.    Assist CEO in planning and coordinating daily calendar; Schedule meetings and appointments and make travel and other logistical arrangements as directed. 

2.    Work closely and effectively with CEO to ensure he/she is well informed of upcoming commitments and responsibilities, following up appropriately. 

3.    Assist and work closely with all corporate branches, divisions and/or departments in accordance with OFH’s policies and procedures and as directed by the CEO.

4.    Provide a bridge for smooth and productive communication between the CEO and internal departments, demonstrating leadership to maintain credibility, trust and support with the EMT, providers and staff. 

5.    Attend administrative, board and committee meetings, take notes and prepare meeting agendas and prepare minutes as directed; Organize appropriate follow-ups from all meetings and track timely completion of tasks as necessary.

6.    Conserve CEO’s time by reading, researching and routing correspondence and answering inquiries appropriately.

7.    Prioritize simultaneous or conflicting needs; handle matters expeditiously, proactively and follow-through on projects to successful completion, often with deadline pressures. 

8.    Responsible for drafting all internal memorandums, correspondence, and reports on behalf of the CEO.

9.    Responsible for the accurate tracking of CEO contractual obligations, program enrollments, annual updates, and other duties as directed by the CEO.

10.    May plan or assist in the planning of internal and external events including retreats, grand openings, and other meetings.

11.    Track vacation schedules of the CEO’s direct reports, plan and communicate accordingly.

12.    Create and maintain CEO reports and presentations as directed. 

13.    Maintain accurate files and records for easy follow up.

14.    Responsible for all administrative and executive ordering of supplies and keeps up inventory of supplies.

15.    Other duties and/or responsibilities as the Chief Executive Officer may assign from time to time.

Job Requirements:   

1.    Must possess superior interpersonal, verbal and written communication skills.

2.    Proven ability to work under pressure and handle multi-functions in proficient and efficient manner.

3.    Must be a team player with capacity to develop collaborative and effective working relationships with internal and external partners.

4.    Advanced leadership skills including ability to prioritize, organize and delegate work, create goals and accountability, and lead projects from concept to implementation.

5.    Ability to adapt quickly in a rapidly changing healthcare environment and successfully manage a variety of complex projects with simultaneous and conflicting priorities and deadlines.

6.    Demonstrated proactive approaches to problem-solving, with strong decision-making capability.

7.    Self-motivated; demonstrates autonomy and flexibility with advanced problem-solving and decision making abilities.

8.    Highly resourceful team player, with the ability to also be extremely effective independently.

9.    Proven ability to handle confidential information with discretion.

10.  Promotes and believes in the Omni Family Health mission, vision and core values.

11.   Ability to relate to the public regardless of race, ethnicity, religion, age, sex, disability, or economic status.

Additional Duties:

1.    Health Insurance Portability and Accountability Act (HIPAA) compliance: Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements.

2.    Compliance: Ensure compliance with all local, state and federal regulations.

3.    Quality Assurance/Quality Improvement (QA/QI): Participate as required in QA/QI activities and contribute towards the overall quality improvement initiatives of the organization.

4.    Information Technology (IT): May be required to learn and use the electronic health record and its components as required by the job functions and highlighted in the policies and procedures. These components include NextGen, PMS, QSI and other electronic features as they are developed and implemented, as applicable to work environment.

5.    Patient Centered Medical Home (PCMH): All employees will participate in PCMH at Omni Family Health.

6.    Audits: Provides administrative support for Health Resources and Services Administration (HRSA) Operational Site Visit (OSV), The Joint Commission, and other audit events.

Qualifications, Education and Experience:

1.    Minimum of 3-5 year’s administrative experience, with experience assisting C-level executives.

2.    Bachelor’s degree required; master’s degree preferred.

3.    Project management training preferred.

4.    Proficient in Microsoft Word, Outlook, Excel and PowerPoint.

Responsible To:         Chief Executive Officer 

Classification:            Full-time, Exempt position