Hybrid Executive Assistant en Advance Community Health

Why Join Advance Community Health

Life in the Triangle, with the Atlantic Ocean only two hours to the east and the Blue Ridge Mountains 3.5 hours to the west, living and working in the Triangle area gives you the best life has to offer. 

Advance Community Health (ACH) proudly offers employment opportunities in multiple locations throughout the Triangle, including Raleigh, Apex, Cary, and Fuquay-Varina! Our Raleigh office, conveniently located less than 6 minutes from the heart of Downtown Raleigh, gives you easy access to some of the best food and entertainment the Triangle has to offer! No matter who you are, the Triangle offers everything you need to live a happy, fulfilling life!

Benefits Offered

• Company paid Medical for Employee and two dependents. 
• Dental, and Vision insurance
• 401(k) plan company match
• All employees receive their Birthday Off 
• One Floating Holiday

Position Summary

Provides high-level administrative support to executive leadership, primarily supporting the Chief Medical Officer and Clinical Directors. Key responsibilities include coordinating committee meetings, managing calendars, handling incoming calls, arranging travel, meetings, events, and preparing reports, meeting minutes, agendas, and financial documents. This role also involves close collaboration with other administrative staff and offering coverage as needed to ensure seamless departmental operations.

Essential Duties and Responsibilities

  Committee and Internal Meetings

• Responsible for ensuring timely and accurate scheduling, coordination, and logistical support for assigned committees and internal meetings. 
• Serve as primary administrative and clinical support to the Chief Medical Officer and Clinical Directors. 
• Coordinate activities for multiple internal and board-related committees, including but not limited to: Provider Meetings, QIRM Meetings, BOTQ Quality Meetings, Medical Subcommittee, Clinical Huddles, Lunch & Learn sessions, and other assigned meetings. 
• Prepare and distribute agendas and meeting materials in advance to ensure readiness and engagement. 
• Accurately document meeting minutes, actions, and decisions, and follow up with designated individuals to ensure completion of assigned tasks. 
• Maintain an annual calendar of committee meetings, send reminders, and monitor attendance to ensure quorum requirements are met. 
• Manage and update committee rosters, email distribution lists, and general committee correspondence. 
• Arrange food and beverage services as needed, including meeting setup and cleanup.

  Clinical Support

• Responsible for the preparation, collection, and dissemination of clinical performance data and provider feedback. 
• Compile and distribute monthly clinical and quality performance reports, as well as other relevant provider reports. 
• Oversee the subcommittee process to ensure timely collection, analysis, and distribution to the QIRM committee minutes. 
• Manage documentation and tracking related to Supervision Policies for Nurse Practitioners and Physician Assistants, ensuring compliance with organizational protocols and North Carolina Medical Board requirements. 
• Develop, coordinate, and distribute adult and pediatric on-call schedules; manage communications with answering services and the pediatric advice line. 
• Coordinate peer review schedules, ensuring adherence to organizational policies and procedures.

  Executive Administrative Support 

• Provides comprehensive administrative support to the Chief Medical Officer and Clinical Directors to ensure efficient daily operations. 
• Manage calendars and coordinate meetings for the Chief Medical Officer and Clinical Directors. 
• Answer and direct calls promptly using a multi-line phone system, providing courteous and efficient assistance to all callers. 
• Deliver timely and accurate administrative support, including faxing, scanning, filing (both electronic and paper), drafting correspondence, managing records, and updating the intranet. 
• Coordinate meeting logistics, including managing room calendars and ensuring appropriate scheduling. 
• Prepare and format presentations and documents to align with organizational branding, improve clarity, and ensure professional quality.

Other Projects and Duties: 

• Special projects as assigned 

Supervisory Responsibilities

• None

Required Qualifications 

• Minimum of Associated Degrees or equivalent years of experience 
• 5 years of Executive level administrative experience 
• Strong computer skills with knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Visio. 

Preferred Qualifications

• Experience in health care, non-profit, and or federally qualified or community health care environment 
• Policy management experience 

Key Competencies & Skills  

• Attention to Detail: ability to achieve thoroughness and accuracy when accomplishing a task. 
• Auditable Documentation: ability to document records and maintain version control in accordance with organizational standards.
• Planning & Organization: ability to effectively plan and organize your work to achieve objectives and deadlines.
• Effective Communication: ability to effectively communicate orally, written and using active listening skills with all levels of the organizations, vendors, partnering organizations, and patients. 
• Flexible & Adaptable: ability to shift with changing priorities and embrace change 

Physical Demands

While performing the duties of this job, the employee must be able to sit for long periods of time, stand, walk, and occasionally lift and/or move up to 25 pounds. The employee will work on a computer and simultaneously use the telephone and must have good hand/finger dexterity. Specific vision abilities required by this job include close vision and ability to adjust focus. Must be able to interact with other employees in close proximity and may come into contact with patients. 

Work Environment

This position works in a professional work environment and will frequently use standard office equipment such as computers, phones, photocopiers, postage machine, filing cabinets, scanners, and fax machines. This position will be an open work environment allowing for easy access for employees/customers to be serviced.