Executive Administrative Assistant – Healthcare Leadership | Full-Time | Bilingual preferred

Zohorecruit; West Covina (CA); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Medical, Dental and Vision Insurance

Holiday Vacation and Sick Leave

Employee Assistance Program

Life Insurance

Tuition Reimbursement

403(b) Retirement plan with 6% match

Job summary

The Staff Pad is partnering with a healthcare leader in West Covina, CA to hire an Executive Administrative Assistant for the CMO and COO. This role requires discreet support, calendar management, and coordination across clinical and operational leadership to maintain efficient organizational operations.

Ideal candidates bring 3+ years of exec-level admin experience in healthcare, strong communication skills, and bilingual (English/Spanish) abilities.

Qualifications

• 3+ years of executive-level administrative support experience; healthcare leadership experience preferred.
• Experience in a FQHC, community health center, or healthcare setting is a plus.
• Bilingual English and Spanish skills preferred.

Responsibilities

• Provide confidential executive support to the CMO and COO, prioritizing requests and working with minimal supervision.
• Manage calendars, correspondence, calls, and emails; prepare agendas and minutes as needed.
• Protect patient, personnel, clinical, and operational information in line with HIPAA and policy.
• Liaise with clinical and operations leadership and other stakeholders; prepare reports and presentations.
• Coordinate travel, meetings, and expense reimbursements; track action items and deadlines.

Skills

Bilingual

Communication

Organization

Interpersonal skills

EHR knowledge

MS Office

Tools

Shared document tools

Job description

Executive Administrative Assistant – Healthcare Leadership | Full-Time | Bilingual preferred

West Covina, United States

The Staff Pad is proud to partner with a reputable healthcenter in WestCovina, CAcommitted to providing access to high-quality healthcare while empoweringpatients, employees, and community partners to improve their well-being andstrengthen the health of the communities they serve.

We are seeking an experienced anddependable ExecutiveAdministrative Assistant to provide shared administrative support to theChief Medical Officer and Chief Operating Officer.

In thisrole, The Executive Administrative Assistant will serve as a key liaisonbetween clinical and operational leadership, coordinating communication,meetings, workflows, reporting, and follow-up to support effectiveorganizational operations.

Schedule:Full-Time

What You’ll Do

ExecutiveSupport (CMO and COO)

• Provide confidential administrative support,anticipate needs, prioritize requests, and work independently with minimalsupervision
• Manage calendars, correspondence, calls, andemail; resolve conflicts and flag deadlines or issues
• Protect confidential personnel, provider, patient,clinical, and operational information per HIPAA and EVCHC policy
• Liaise with clinical and operations leadership,QI, Compliance, Provider Relations, health center leadership, and externalentities
• Prepare agendas, minutes, reports, presentations,and meeting materials as assigned
• Track action items and deadlines, follow up withleaders, and provide status updates to the CMO and COO
• Compile and organize clinical and operational dataand reports for executive review
• Distribute approved reports, policies, procedures,and other documents to appropriate audiences
• Assist with audits, regulatory reviews, sitevisits, FQHC readiness, corrective actions, and performance improvementinitiatives
• Coordinate travel, conference registration, andexpense reimbursement
• Manage payroll, timekeeping, and PTO fordesignated direct reports

CMO-SpecificSupport

• Maintain provider compliance and administrativelogs; document issues and route concerns to the CMO
• Coordinate provider onboarding, orientation,training, and related administrative activities
• Support QI and clinical performance initiativesthrough reports, meetings, tracking, and follow-up
• Prepare and track clinical, quality, regulatory,and provider materials requiring CMO review

COO-SpecificSupport

• Coordinate health center leadership activities,site visits, operational meetings, and follow-up for approved initiatives
• Maintain dashboards and reports on performance,access, capacity, scheduling, staffing, and other operational priorities
• Coordinate communication among the COO, healthcenter leadership, clinical leadership, and other departments
• Assist with planning and operational readiness fornew sites, programs, services, and organizational initiatives

Other

• Perform other related duties as assigned by theCMO or COO

What We Are Looking For

Experience

• 3+years of executive-level administrative support experience required; healthcareleadership support preferred
• FQHC,community health center, or healthcare experience preferred

AdditionalSkills and Attributes

• BilingualEnglish and Spanish skills preferred
• Stronginterpersonal and cross-functional collaboration skills
• Strongwritten and verbal communication skills, including meeting minutes and reports
• Excellentorganization, discretion, follow-up, and ability to manage competing priorities
• Knowledgeof electronic health records and healthcare scheduling systems preferred
• Proficiencywith Word, Excel, PowerPoint, Outlook, Teams, and shared document tools

WorkingRequirements

• Ability to sit and work at a computer for extendedperiods
• Ability to speak, hear, see, communicate clearly,and use hands and arms for routine office tasks
• Ability to work efficiently in a busy, sharedoffice environment
• Ability to interact professionally with patientsand provide excellent customer service in person and by phone
• Ability to travel to clinic and meeting siteswithin the service area

Reasonable accommodations may be madeto enable individuals with disabilities to perform essential job functions

What You Can Expect

Compensation andBenefits:

• Medical, Dental and VisionInsurance
• Holiday Vacation and Sick Leave
• Employee Assistance Program
• Life Insurance (Basic +Voluntary)
• Tuition Reimbursement
• 403(b) Retirement plan with 6%match