Executive Admin Assistant

Desert Oasis Healthcare; Palm Springs (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Desert Oasis Healthcare in Palm Springs, CA, seeks an Executive Assistant to the Senior Vice President, Information Systems, and the Medical Director of Clinical Services. You will provide high-level administrative support, manage executive communications, coordinate meetings, and maintain schedules.

The role requires discretion, strong organization, and the ability to handle confidential information in a fast-paced healthcare setting; you will prepare reports and presentations, track

Qualifications

• Associate's degree in Business Administration, Healthcare Administration, Communications or related field.

Responsibilities

• Support SVP IS and Medical Director of Clinical Services with comprehensive administrative and organizational support.
• Prepare executive meeting agendas, presentations, reports, spreadsheets, and correspondence; track milestones and follow-ups.
• Screen, prioritize, and manage incoming communications (emails, calls).
• Record meeting minutes and track action items through completion.
• Coordinate travel arrangements, conference registrations, itineraries, and expense reporting.
• Coordinate vendor meetings and maintain relationships with technology vendors and external partners.
• Track software maintenance agreements, service contracts, and renewals; notify leadership.
• Organize, safeguard confidential records and ensure HIPAA compliance.
• Act as liaison between IS, Clinical Services, leadership, physicians, staff, vendors for effective collaboration.
• Assist in coordinating departmental meetings, events, and executive initiatives.

Skills

Executive calendar mgmt

Confidentiality

Communication skills

Organizational skills

Meetings coordination

Travel arrangements

Vendor coordination

Microsoft Office 365

HIPAA knowledge

Education

Associate's degree in Business Administration / Healthcare Administration

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Description

The Executive Assistant provides high-level administrative and operational support to the Senior Vice President, Information Systems and the Medical Director of Clinical Services. This position serves as a trusted partner, managing executive communications, coordinating meetings, maintaining schedules, preparing reports and presentations, supporting strategic initiatives, and coordinating key departmental activities. The ideal candidate is highly organized, exercises sound judgment, maintains strict confidentiality, and thrives in a fast-paced healthcare environment.

Professional Duties

• Serve as the Executive Administrative Assistant to the Senior Vice President, Information Systems and the Medical Director of Clinical Services, providing comprehensive administrative and organizational support.


• Prepare executive meeting agendas, presentations, reports, spreadsheets, correspondence, and other business communications. Coordinate strategic projects by tracking milestones, deadlines, assignments, deliverables, and follow-up actions to ensure initiatives remain on schedule and are completed successfully.


• Screen, prioritize, and manage incoming communications, including correspondence, emails, and telephone inquiries.


• Record meeting minutes, distribute meeting documentation, and track action items through completion.


• Coordinate travel arrangements, conference registrations, itineraries, and expense reporting.


• Coordinate vendor meetings and maintain professional relationships with technology vendors, clinical partners, consultants, and other external business partners, as appropriate.


• Track software maintenance agreements, service contracts, licensing renewals, and other vendor agreements, ensuring executive leadership is notified well in advance of renewal or action dates.


• Organize, maintain, and safeguard confidential records, files, contracts, executive correspondence, and other sensitive documentation in accordance with organizational policies.


• Serve as a liaison between Information Systems, Clinical Services, executive leadership, physicians, clinical departments, vendors, and external business partners to facilitate effective communication and collaboration.


• Assist in the coordination of departmental meetings, special projects, organizational events, and executive initiatives.


• Ensure the confidentiality of sensitive information and maintain compliance with organizational policies, HIPAA requirements, and applicable privacy regulations.


• Perform other duties as assigned.

Qualifications

• Associate's degree in Business Administration, Office Administration, Healthcare Administration, Communications, or a related field is required.


• 3 years of progressively responsible executive administrative support experience is required, preferably supporting senior executives in a healthcare, information technology, or corporate environment.


• Experience coordinating executive calendars, managing confidential information, organizing meetings, preparing executive correspondence, and supporting multiple executives simultaneously is strongly preferred.


• Working knowledge of Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Familiarity with healthcare operations, executive administration, project coordination, document management, and meeting facilitation is preferred. Knowledge of HIPAA privacy requirements and handling confidential information is highly desirable.


• Demonstrated proficiency in executive calendar management, meeting coordination, report preparation, presentation development, document formatting, spreadsheet creation, project tracking, and professional business correspondence. Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.


• Proven ability to maintain confidentiality, exercise sound judgment, prioritize competing demands, coordinate multiple projects simultaneously, and work independently with minimal supervision while maintaining a high degree of professionalism.


• Excellent verbal and written communication skills, strong interpersonal skills, exceptional customer service, professionalism, discretion, adaptability, initiative, and the ability to build effective working relationships with executives, physicians, staff, vendors, and external business partners.


• Ability to manage multiple priorities in a fast-paced environment while meeting deadlines with accuracy and professionalism. Demonstrated ability to anticipate executive needs, adapt to changing priorities, and maintain composure under pressure. Strong commitment to confidentiality, integrity, and delivering high-quality administrative support.

Physical Demands

Type Description

• Sitting
  Approximately 60% of day.


• Standing
  Approximately > 20% of day.


• Walking
  Approximately > 20% of day.


• Lifting
  0 - 40 lbs. (equipment, supplies) approximately >40% of day.


• Bending
  Approximately >10% of day. Kneeling <20%.


• Hearing/Visual Acuity
  Adequate for use with co