Administrative Executive Assistant na None

Job Announcement

Position Title:                        Executive Administrative Assistant

Department:                          Administration

Location:                               Alpine                                    

Supervised By:                     Executive Manager

Status:                                  Non-exempt / Hourly

Posted:                                 N/A

Closing Date:                        Until Filled 

Compensation:                     $34.63 - $41.87/hr

Grant:                                    N/A     

Clinic Hours:                         Full Time, Monday-Friday, 8:00-4:30PM. 

GENERAL STATEMENT OF RESPONSIBILITIES:

The Executive Administrative Assistant provides high-level administrative support to the Executive Manager and members of the C-suite team, ensuring the efficient operation of executive functions. This role requires exceptional organizational, communication, and problem-solving skills to manage complex calendars, coordinate meetings and travel, prepare confidential correspondence, and facilitate cross-functional collaboration. The Executive Administrative Assistant serves as a trusted liaison between senior leadership and internal/external stakeholders, always maintaining discretion and professionalism while proactively anticipating needs and streamlining executive workflows. 

The Executive Administrative Assistant provides comprehensive administrative support to the Executive Manager, Chief Operating Officer, and other members of the C-suite, contributing to the seamless coordination and delivery of high-quality health services to the service population. This role requires a thorough understanding of healthcare operations and regulatory compliance, ensuring all activities align with applicable professional standards and legal requirements. These include, but are not limited to, Indian Health Services (IHS) program administration, Accreditation Association for Ambulatory Health Care (AAAHC) standards, the Health Insurance Portability and Accountability Act (HIPAA), Clinical Laboratory Improvement Amendments (CLIA), Title 22, and relevant county, state, and federal regulations.

SPECIFIC DUTIES AND RESPONSIBILITIES:

1. Manage the COO’s full calendar to effectively leverage their time against organizational goals.
2. Coordinate, perform, and facilitate special projects and other duties assigned.
3. Demonstrates outstanding interpersonal skills, with a preference for collaboration and proven success in working with high profile individuals and Executive Assistant Teams. 
4. Assists in planning and preparation for all communications for meetings involving the Board of Directors or Administration. 
5. Assists in preparing communications COO or C-Suite such as letters, memorandums, reports, grant applications and other material as directed.
6. Attends meetings on behalf of the COO, Executive Manager and C-Suite as directed. Assist in the preparation of meeting agendas and record the minutes of meetings. 
7. Assists with the Administration and Board of Directors accountability of records for AAAHC requirements. 
8. Stay informed about all organizational changes and business developments.
9. Screen incoming calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring to non-routine calls to the appropriate staff. 
10. Assists in travel arrangements and accommodation for the C-Suite and the Board of Directors as needed. 
11. Assists with communication of meeting dates and times for the Board of Directors in compliance with the Bylaws.
12. Assists with planning and preparation for Board of Directors Meetings.
13. Meeting Coordination, arranging meeting rooms, setting up video conferences, and ensuring necessary materials are prepared. 
14. Records and takes clear and thorough minutes during all in-session proceedings between meeting opening and closing motions.
15. Document management, filing, retrieving and organizing documents, reports and other important information are filed accordingly. 
16. Assists with the C-Suite Administrative support as needed. 
17. Assists with Policy Stat approvals as the proxy for the Board of Directors, in the absence of the Executive Manager.
18. Ability to work flexible schedule may be required based on need.
19. Other duties as assigned.

QUALIFICATIONS:

Experience/Education: 

• The ideal candidate has 3 years of Executive Assistant experience in a public health or health-service-agency. A bachelor’s degree from an accredited college in a related field preferred. Education and experience may be interchangeable.
• Affiliation with Native American Indian programs desirable. High School Diploma or GED required.
• Should have exposure to community health center operations, public assistance programs (CHOP, Medi-Cal, Medicare, family planning, Indian Health Program with Contract care etc.), and state and federal health care regulations. 
• Must be prepared to provide clerical and research support to the CEO and COO regarding programs, policies, and priorities associated with the delivery of health care services in a manner consistent with the health care needs of Tribes, Indian people, and the general public.
• Must have the ability to establish and maintain cooperative professional and personal relationships in the work situation and keep the strictest confidentiality in professional relationships with staff, communities, Tribes, Indian people, and the general public.
• Must possess exceptional oral and written communication skills. Must have the ability to: function in a rapidly changing environment, complete projects on time, report challenges and suggest solutions.

Knowledge 

Exceptional Organizational Abilities - Demonstrates consistent effectiveness in managing diverse workloads, optimizing resource utilization, and coordinating multiple tasks to achieve objectives. Proactively anticipates needs, adapts to changing priorities, and ensures timely completion of follow-up actions with minimal supervision.

Advanced Communication Skills - Communicates with clarity and professionalism, both in writing and verbally. Effectively engages with senior executives, articulating ideas and information in a concise and impactful manner.

Process-Driven Mindset - Skilled in identifying and refining operational processes to enhance efficiency. Capable of structuring tasks and teams into streamlined workflows, recognizing opportunities for integration and synergy aligned with organizational goals and industry trends.

Strong Attention to Detail - Maintains a high standard of accuracy and consistency in all work products. Ensures timely delivery of actionable information, closely monitors quality, and adheres to established procedures and standards.

Technical Proficiency - Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe tools. Experienced in data manipulation tasks such as filtering, sorting, and formatting to support reporting and analysis needs.

Project and Stakeholder Management - Adept at managing multiple projects concurrently using project management tools to track progress and deliverables. Demonstrates strong interpersonal and customer service skills, particularly in navigating sensitive community issues and providing executive-level support.

License: A valid California driver's license and a good driving record will be required at the time of appointment and must be maintained throughout employment. 

Character: Applicants must have a reputation for honesty and trustworthiness. Must be responsible and able to exercise good judgment, accept administrative supervision, pay attention to detail, follow instructions, including the ability to interact effectively and communicate with people in a professional and courteous manner. Must be highly confidential and work as a team with other staff. Applicants should be sensitive to clients’ needs.

Skills: Strong team building, interpersonal, and organizational skills. Ability to establish and maintain effective peer relationships with coworkers within the Department, clinic-wide, and the public. Must be able to express ideas clearly, concisely, address audiences effectively, and exercise balanced judgment in evaluating situations and making decisions. Willing to be part of a team and cooperate in accomplishing department goals and objectives. Ability to prioritize, meet deadlines, take initiative, be proactive, and function in a rapidly changing environment. Ability to work with people of all social and ethnic backgrounds, resolve conflicts, negotiate situations, and facilitate consensus.

Physical and Personal Requirements: Normal clinic/office environment. Sit or stand for long periods of time. Reach, bend, climb, stoop, lift up to 25 lbs. repetitive hand movement; use and view PC. Reliable transportation and car insurance as required by the state. Travel as needed.

Compliance: Each employee plays a key role in creating a compliance culture at SIHC. Employees are expected to learn and comply with all SIHC policies and procedures. One must have the ability to understand the implications and complexities of all compliance policies. Participation in all compliance training is mandatory and generally has a heightened awareness of policies and regulations that are specific to one’s department and position. All SIHC employees are expected to report violations or suspected violations of compliance policies or regulations.

Other: Applicants must successfully pass a pre-screening tuberculin skin test or x-ray and a blood/urine drug screening test. Health must be adequate to perform all duties of the position. Applicants must complete SIHC Application and Authorization Form, both must be submitted to Human Resources prior to the close date indicated.

INDIAN PREFERENCE:

INDIAN PREFERENCE: In the filling of any SIHC job vacancy, preference may be given to qualified Native American Indians, pursuant to the Indian Preference Hiring Act, 25 USC 472, unless other laws require the filling of a vacancy without regard to Indian preference (e.g. Public Law (P.L.) 94-437, “Indian Health Care Improvement Act (IHCIA). To receive Indian Tribe ore for any SIHC position, the applicant must be enrolled, or be eligible for enrollment, as an American Indian with their Tribe, or must be certified as an American Indian from the designated Tribal Representative. Applicants claiming Indian preference must attach verification of their claim to the SIHC application, including Certification of form BIA-4432, which is available from the SIHC Human Resources Department. If verification is not or cannot be verified, the applicant will not receive Indian preference for purposes of the interview.