Temp. Executive Assistant

Washington Health Medical Group; Fremont (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Washington Health Medical Group in Fremont, California seeks a Manager of Administration to provide executive-level administrative support and drive complex projects.

Reporting to COO and CMO, you will coordinate calendars, vendor contracts, EMR transitions, and cross-functional teams to ensure smooth operations.

Ideal candidate has 5+ years of experience, strong MS Office skills, and excellent communication; Bachelor's degree preferred.

Qualifications

• Requires 5+ years of high-level admin or operations experience.
• Strong proficiency in Microsoft Office.
• Ability to manage multiple duties concurrently.
• Experience working across departments.
• Excellent English composition, spelling, grammar.

Responsibilities

• Liaises with COO, CMO, CFO and other executives.
• Manages calendars for executives and coordinates meetings.
• Oversees procurement, inventory, and vendor relations.
• Coordinates physician contracts, amendments, and reimbursements.
• Leads cross-functional projects with clear timelines and milestones.
• Maintains SharePoint contracts and documentation.

Skills

MS Office

Project management

Cross-department collaboration

Communication skills

Organizational skills

English proficiency

Education

High School Diploma

Bachelor's degree preferred

Tools

SharePoint

Job description

Summary/Objective:

Reporting to the Chief Operating Officer (COO) and Chief Medical Officer (CMO), the Manager of Administration provides a full range of administrative functions of considerable complexity, difficulty, and sensitivity.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Acts as the primary liaison, and first point of contact representing the Chief Operating Officer, Chief Medical Officer, Chief Financial Officer, and other key members of the executive team.
2. Manages, organizes, and oversees the day-to-day and calendars of several key executives.
3. Monitors inventory and orders office supplies and furniture requests through the Hospital eProcurement and Materials Management or outside vendors when required.
4. Physician contracts – formatting, sending out and getting copies executed, working with physicians on getting amendments/exhibits/transition loans and reimbursements populated and completed.
5. Coordinates and conducts special projects as assigned. Develops comprehensive project plans, including timelines, milestones, and resource allocation.
6. Assembles cross-functional project teams, ensuring clear communication and collaboration among team members.
7. Monitors project progress, tracks deliverables, and provides regular status updates to stakeholders.
8. Conduct risk assessments and develop mitigation strategies to address potential challenges.
9. Coordinates legal matters, acts as the liaison with malpractice insurance, tracks distribution, schedules depositions, and maintains files.
10. Clinic/Practice Transitions: Manages all aspects of transition including vendor, FMV analysis, EMR, etc. Works closely with relevant stakeholders to ensure a smooth and efficient transition process.
11. Vendor Contracts – upload, maintain, and report on SharePoint.
12. Responsible for the WTMG All Physicians and Providers Forum meeting; Scheduling and coordinating the meeting with all WTMG staff, the audio-visual and room setup, catering, announcement and RSVP, agenda and handout creation and distribution, sign-in sheets, creation and maintenance and recording meeting minutes.
13. Uses discretion and sound independent judgment in evaluating information or situations of a confidential and sensitive nature.
14. Other duties as assigned

Qualifications and Education Requirements

• High School Diploma Required, Bachelor’s Degree Preferred
• Must have at least five years of related high level administrative or operational experience
• Proficiency in Microsoft Office Suite, including word processing, spreadsheet, and presentation applications (i.e, Word, Excel, PowerPoint.)
• Must have experience working across departments and communicating with all levels of the organization.
• The ability to manage projects and lead through influence.
• Must have strong organizational skills to effectively prioritize, coordinate, perform, and complete multiple duties and assignments concurrently and in a timely manner.
• Knowledge of and proficiency in English composition, spelling, grammar, punctuation, and basic math principles.

Competencies

• Business Acumen
• Interpersonal Relationships
• Change Agent
• Collaboration Skills
• Communication Proficiency
• Decision Making
• Initiative
• Leadership
• Problem Solving/Analysis

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Salary: $70,000-$90,000