Assistant, Executive Administrative

ApplyJob TypeFull-timeDescriptionPOSITION SUMMARYThe Executive Assistant provides high-level administrative, strategic, and project-based support to the Chief Operating Officer (COO) and two (2) Deputy COOs. This role is central to the operational efficiency of the health center, ensuring that the "Operations Pod" functions in lockstep with the organization's broader strategic goals. The executive administrative assistant must be able to work professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal stakeholders and departments as well as outside community partners and stakeholders. The EAA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive. The EAA must be organized, professional, respectful and eager to learn in a fast paced environment with a variety of deliverables and responsibilities.Reporting directly to the Executive Assistant to the Enterprise Chief Operations and Strategy Officer (Integrator), this position ensures that operational tasks are prioritized in alignment with the Integrator’s vision and the organization’s "Rocks."Position SummaryThe Executive Administrative Assistant provides high-level administrative support to the Chief Operations & Strategy Officer (Integrator) working under the direct mentorship and supervision of the Deputy Chief of Staff & Strategic Executive Operations Officer.The Executive Administrative Assistant must be able to work professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal stakeholders and departments as well as outside community partners and stakeholders. The EAA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive. The EAA must be organized, professional, respectful and eager to learn in a fast paced environment with a variety of deliverables and responsibilities.Reporting directly to the Deputy Chief of Staff & Strategic Executive Operations Officer, this position ensures that operational tasks are prioritized in alignment with the Integrator’s vision and the organization’s "Rocks."REPORTING RELATIONSHIPSThis position reports to the Deputy Chief of Staff & Strategic Executive Operations Officer. No roles report to this position.Essential Job Duties And Functions Strategic Operations & Triad SupportCalendar & Bandwidth Optimization: Co-manage the complex calendar of the COSO in partnership with the Deputy Chief of Staff & Strategic Executive Operations Officer. Proactively identify scheduling conflicts, prioritize high-impact meetings, and ensure "buffer time" is preserved for strategic thinking and "Rock" completion.Communication Synthesis: Serve as a secondary point of contact for departmental directors. Draft, proofread, and distribute internal communications that translate the COSO’s directives into actionable items for the leadership team.EOS Facilitation: Assist the Deputy Chief of Staff & Strategic Executive Operations Officer in preparing for Level 10 meetings, departmental metrics are ready, and previous action items are tracked to completion.Administrative Synergy: Participate in the rotating administrative support pool to ensure seamless front-office coverage, maintaining a culture of "all-hands" collaboration.Organizational Goals: Align and recalibrate priorities to meet organizational and executive demands. Project Coordination & Clinical AdministrationProject Tracking: Assistant and monitor the lifecycle of operational initiatives. Maintain project dashboards and provide status updates to the COSO team.Data Analysis & Reporting: Assist in gathering and visualizing operational KPIs and metrics. Create high-stakes PowerPoint presentations and reports for Board of Directors or Executive Leadership Team (ELT) meetings.Meeting Governance: Co-Lead the logistical planning for Operations Leadership meetings. This includes agenda curation, precise minute-taking, and the aggressive tracking of accountability tasks to ensure organizational momentum. Compliance & HRSA Look-Alike StewardshipContinuous Compliance: Maintain the "Continuous Compliance" digital architecture. Ensure all documentation required for HRSA Operational Site Visits (OSV) is current, organized, and easily accessible.Policy Version Control: Manage the administrative workflow for policy updates. Ensure all clinical and operational policies undergo the correct approval process, are dated accurately, and are archived according to regulatory standards.Audit Readiness: Support the COSO team during internal or external audits by retrieving records, coordinating interviews, and ensuring the facility meets "tour-ready" professional standards.Other Functions And ResponsibilitiesUnderstand institutional policies and proceduresDemonstrate the ability to work independently as well as collaborativelyDemonstrate excellent organizational skills and the ability to manage multiple tasks simultaneousOther duties as assignedNavigate the EOS operational modelRequirementsREQUIRED QUALIFICATIONSBachelor’s degree in Business, Healthcare or related field required. Master’s Preferred.2+ years of administrative experience, with at least 1 year supporting multiple executives simultaneously (Preferred)Experience working within an EOS (Entrepreneurial Operating System) or similar "Integrator/Visionary" framework is highly preferred.Demonstrated ability to manage competing priorities from three high-level leaders without loss of accuracy.Excellent professional skills along with multi-tasking abilitiesStrong analytical, organizational and time management skillsExcellent interpersonal, written and verbal communication skillsPossess excellent judgement and the ability to communicate with all levels of the organization including executive senior staff and the board of directors, as well as outside community partnersSystem OrientedExpertly manage concurrent workstreams and competing deadlinesExcellent computer skills, as well as proficiency with Microsoft Word, Excel, PowerPoint, and the Google Platform are requiredSkilled at managing the different leadership stylesWillingness to work a flexible schedule aligned with the Executive’s expectations High level of professionalism and confidentiality required at all timesBe Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational prideValid driver’s license with reliable access to an automobile or reliable access to transportation to assigned work areas.