Executive Assistant (Part Time to Full Time)

Wellity Health; Fremont (CA); On-site; USD 35,000 - 55,000; Part time

Job summary

An established industry player is looking for a proactive Executive Assistant to support their leadership team. This role is pivotal in enhancing the efficiency of operations, managing documentation, and facilitating communication across departments. The ideal candidate will thrive in a dynamic environment, demonstrating exceptional organizational and time management skills. This position offers the chance to grow within a company dedicated to mental health equity, making a real impact on the lives of individuals and families. If you are adaptable, detail-oriented, and passionate about contributing to a meaningful cause, this opportunity is perfect for you.

Qualifications

• High School Diploma required; prior experience in health care is a must.
• Proficient in Google Workspace and Microsoft Excel.

Responsibilities

• Manage documentation and organize company records efficiently.
• Assist with patient complaints and provide empathetic communication.
• Track reports and manage incoming mail for the leadership team.

Skills

Organizational Skills

Time Management

Critical Thinking

Problem-Solving

Emotional Intelligence

Bilingual Proficiency (Spanish and English)

Education

High School Diploma or GED

Tools

Google Workspace

Microsoft Excel

Electronic Health Records (EHR)

Job description

Executive Assistant (Part Time to Full Time)

About Wellity Health

Welcome to Wellity Health where we are committed to achieving true equity in mental health. We aim to provide equitable and accessible care to individuals from all backgrounds and we are committed to reducing mental health symptom severity, reducing and/or eliminating the need for utilization of higher levels of care, and foster lasting positive outcomes for our adolescent consumers and their loved ones in our intensive outpatient setting.

We are seeking a proactive and adaptable Executive Assistant to support our CEO, COO, and Office Manager. In this dynamic role, you’ll play a critical part in optimizing the leadership team’s time and effectiveness by managing administrative tasks, supporting internal operations, and helping implement company-wide initiatives.

This role is ideal for someone who thrives in a fast-paced, ever-evolving environment and enjoys bringing structure and clarity to a growing organization.

To apply for this role, a cover letter is required. Don’t worry—we’re not looking for anything lengthy (no more than one full page), and we don’t expect you to spend hours on it. We simply ask that you share a brief overview of your relevant experience and let us know why you feel this role could be a great fit for you.

Taking the time to write a cover letter helps us get to know you beyond just your resume—and it gives you the chance to share what excites you about the opportunity. We truly appreciate the effort, and we look forward to learning more about you!

This role will start out on a part-time basis with the option to move to full time in the future.

Key Responsibilities

• Manage documentation release processes including letters, forms, and medical records
• File and organize company records and operational documents
• Track reports for employees (e.g., attendance), and assist with provider calendar tracking
• Sort and manage incoming mail
• Assist with patient complaints and disputes, providing empathetic and solution-focused communication
• Fill in for Office Support Personnel (OSP) as needed
• Participate in project and workflow development as the organization grows
• Other duties as assigned

Success in This Role Looks Like

• Tasks are completed proactively, without requiring follow-up
• You anticipate the needs of the leadership team and offer solutions
• You play a key role in improving workflows and implementing new processes as the company expands

You’ll Work Closely With

• CEO, COO, and Office Manager
• Cross-functional collaboration with all departments

What We’re Looking For

• Exceptional organizational and time management skills
• High level of flexibility and adaptability; able to pivot in response to changing need
• Strong critical thinking and problem-solving abilities
• Emotional intelligence and the ability to handle sensitive communications with empathy
• Self-starter who thrives in a small team environment

Essential Job Functions

All employees in this role should have the ability to:

• Work during the agreed upon schedule, including the ability to report to work as scheduled, on time, and prepared to start working. Employees are also expected to remain working their entire schedule.
• Establish and maintain effective working relationships with colleagues and clients
• Practice excellent organizational, written, and communication skills, with bilingual proficiency in Spanish and English preferred.
• Sit or stand at a computer for extended periods of time
• Lift up to 40 pounds on a periodic basis
• Utilize phone and computer systems provided by the company
• Handle emotionally intense and sensitive client situations with professionalism and composure.
• Demonstrate self-discipline, motivation, and adherence to ethical standards, including confidentiality and HIPAA compliance.
• Collaborate effectively as a team player while working independently in an office environment.

Qualifications and Experience

• High School Diploma or GED required
• Prior experience in mental, behavioral, or other health care environment required
• Experience using Google Workspace (Docs, Sheets, Calendar, Gmail) and Microsoft Excel
• Electronic Health Records (EHR) systems (experience strongly preferred)

The interview process includes two Zoom interviews, each lasting approximately 20–30 minutes, followed by a final in-person interview.