Executive Administrative Assistant

Silicon Valley Medical Development; Los Gatos (CA); On-site; USD 98,000 - 125,000; Full time

Job summary

Silicon Valley Medical Development is seeking an Executive Administrative Assistant to provide high-level administrative support to its executive team. The ideal candidate will have strong organizational and communication skills, with significant experience in a healthcare setting. This role involves managing schedules, coordinating meetings, and ensuring operational efficiency in a collaborative healthcare environment.

Qualifications

• Minimum of seven years of administrative experience with at least three years supporting executive leadership, or five years with a Bachelor's degree.
• Experience in healthcare preferred.
• Project management certification is a plus.

Responsibilities

• Provide high-level administrative support to executive leaders.
• Manage complex schedules and coordinate meetings.
• Handle confidential communications.

Skills

Organizational skills

Communication skills

Attention to detail

Discretion

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Silicon Valley Medical Development is currently seeking a very skilled Executive Administrative Assistant to join our growing healthcare team!

Pay:$98,000-$125,000 annualized

Location:Los Gatos, CA

Schedule:Mon-Friday 8am-5pm

El Camino Health Medical Network (ECHMN) is a growing healthcare provider organization dedicated to delivering high-quality, community-based ambulatory care across Santa Clara County. We strive to coordinate care that meets the unique needs of the diverse communities we serve, partnering with like-minded professionals who are passionate about simplifying the healthcare experience.

At ECHMN, we foster a culture of teamwork, innovation, and excellence. By working together, we provide exceptional care to our patients while creating a supportive and rewarding environment for our team members. If you’re looking to make a meaningful impact in a collaborative and patient-centered organization, we invite you to join us!

The Executive Assistant (EA) provides high-level administrative support to the Medical Networks Executive Leaders. This role is essential in ensuring operational efficiency and effective communication across the Executive Leadership Team and external partners. The EA manages complex schedules, coordinates meetings and projects, handles confidential communications, and provides strategic administrative support across a wide range of duties.

Essential Functions:

• Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public.
• Coordinate and manage calendars, schedule meetings, and prioritize appointments based on urgency and importance.
• Act as a liaison between the Executive Leaders (ELT), internal departments, and external stakeholders with professionalism and discretion.
• Develop and maintain organizational systems, including databases, trackers, and filing systems to support efficient workflow and communication.
• Prepare, proofread, and format reports, correspondence, presentations, and briefing documents.
• Research, compile, and synthesize sensitive information to support executive communications and decision-making.
• Attend meetings and events; prepare agendas, take minutes, and follow up on action items as needed.
• Submit and track contracts and licensing documents in collaboration with the contract management team.
• Coordinate and troubleshoot audiovisual and virtual meeting platforms (e.g., Zoom, WebEx).
• Draft and submit expense reports accurately and in a timely manner.
• Support front desk operations in partnership with the receptionist, including triaging incoming calls
• Assist with planning and logistics for internal events, meetings, and team huddles.
• Receive and address complaints from patients, staff, and providers, using service recovery practices as appropriate.
• Maintain high levels of confidentiality, tact, and diplomacy when handling sensitive information and interactions.
• Perform special projects and other duties as assigned by the CAO and VP.

Minimum Requirements:

• Associate’s degree and a minimum of seven (7) years of administrative experience, including at least three (3) years supporting executive leadership,
  OR
• Bachelor’s degree and five (5) years of relevant administrative experience
  OR
• Equivalent combination of education and experience
• Experience:
• Minimum of five (5) years of executive-level administrative support experience
• Strongly preferred: Experience in a healthcare organization (e.g., medical group, ambulatory care organization, medical foundation, or acute care hospital)
• Experience handling confidential information and complex schedules in a fast-paced, high-demand environment
• Other:
• Project management certification preferred
• Experience with contract and database management systems is a plus
• Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong organizational skills with excellent attention to detail
• Exceptional verbal and written communication skills
• Ability to exercise sound judgment, discretion, and professionalism in all interactions
• Skilled in managing sensitive and confidential information with tact and integrity
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with project management tools and systems a plus
• Strong interpersonal skills with the ability to build effective working relationships across all levels of the organization and with external partners
• Ability to anticipate needs, take initiative, and work independently while supporting a collaborative team environment
• Comfortable coordinating logistics and troubleshooting virtual and in-person meetings (e.g., Zoom, WebEx, audiovisual systems)