Temp. Executive Assistant

Washington Health; Fremont, Northern (CA, KY); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Washington Health is seeking a Manager of Administration to support the COO, CMO, and CFO with high-level administrative and operational duties. The role requires coordinating calendars, managing confidential information, and driving strategic projects.

Responsibilities include overseeing physician contracts, coordinating cross-functional teams, and reporting progress to stakeholders. Strong organizational, communication, and Office Suite skills are essential for success in this role.

Qualifications

• High School Diploma required.
• Bachelor's Degree preferred.
• At least five years of related high level administrative or operational experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience collaborating across departments and communicating with all levels of the organization.
• Ability to manage projects and lead through influence.
• Strong organizational skills to prioritize, coordinate, and complete multiple duties.
• English composition, spelling, grammar, punctuation, and basic math principles.

Responsibilities

• Acts as the primary liaison representing the COO, CMO, CFO, and other executive team members.
• Manages calendars for several key executives and coordinates day-to-day activities.
• Monitors inventory and orders office supplies and furnishings as needed.
• Oversees physician contracts: formatting, sending, and processing amendments/exhibits/loans.
• Develops project plans with timelines, milestones, and resources.

Skills

Microsoft Office Suite

Project management

Cross-department collaboration

Communication

Education

High School Diploma

Bachelor's Degree

Tools

SharePoint

Word

Excel

PowerPoint

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:

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

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

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, or 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