Job Description

We are looking for a Executive Assistant for an amazing Healthcare Organization located in Long Beach, CA. Under the direct supervision of the CEO this position provides a broad range of administrative activities for the CEO and Chief Medical Officer (CMO). As a representative of both the CEO and CMO independent judgment is required to plan, prioritize, and organize diversified workload, with professionalism and discretion. Continually requires demonstrated poise, tact and diplomacy to a diverse group of internal and external customers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• CEO & CMO Schedule

• Manages daily/weekly calendar and independently schedules appointments and sets up meetings. Includes a yearly master schedule of all standing monthly meetings.

• Arranges complex and detailed travel plans and itineraries, compiles documents for travel related meetings, conference registrations, expenses

• Presentations, speeches, grants, public relation events, policies/procedures

• Prepares presentations to various foundations, community organizations and governmental agencies for the CEO and CMO to ensure good public relations and dissemination of accurate information on company and its various programs. This includes keeping an accurate record of all presentations for various reports, grants, etc.

• Obtain research documents from the web and library; search public medical and other data bases for scientific social science and public health research.

• Assist in updating clinical policies and procedures, researching those used by other healthcare institutions.

• Assists arranging for interviews of CEO and tours by potential funders, the press and other media agencies

• Assist the CEO, CMO and Chief Development and Communications Officer with grant submissions and reports by gathering information from other departments for their review and approval.

• Correspondence, Mail, Telephone, Email

• Under direction of CEO and CMO composes correspondence on own initiative, and maintains files and records on all

• Assures prompt screening and handling of all telephone requests for CEO and CMO and mail and responds independently when possible.

• Checks CEO’s emails daily to ensure prompt reply on urgent issues

• Facilitates communication between the CEO, the Board of Directors, Foundations, Community organizations and other community collaborations (LBACA, etc)

• Assists CMO in keeping Clinical Policies and Procedures and NP Protocols current and approved annually by the Board of Directors.

• Produces routine and special reports with accuracy, i.e. monthly provider productivity.

• Assists all company providers with various tasks such as maintaining current credentials, current CV’s, reimbursement requests, provider privileges

• Assists CMO with recruiting of potential medical staff by setting up interviews, letters of recommendation on former staff, maintaining record of submission of resident evaluation

• Liaison with the hospital medical staff issues

• Represents company at appropriate meetings, webinars, phone conferences by taking minutes as directed by CEO/CMO.

• Records, agendas, minutes,

• Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings, including medical staff and executive directors monthly meetings

• Attends Medical Staff monthly meetings and assists CMO with planning of these meetings, agendas, packets, speakers, minutes, etc.

• Prepares draft of CEO monthly board report and assists in facilitating her approval of executive directors’ board reports.

• Composes and prepares confidential correspondence, reports and other complex documents.

• Maintains company Insurance Policies and assists other company departments with obtaining certificates for various projects/programs requirements.

• Assists CEO and CMO with audits and related documents meetings, etc.

• Acts as custodian of corporate documents and records

• Help facilitate CEO and Board approval and signatures of contracts, MOU’s, etc.

• Legal communications – coordinates correspondence with legal council as needed.

• Other Duties

• Responsible for special projects as directed, i.e. Project Manager on grant projects

• Electronic Medical Record (EMR) proficiency and ability to pull data

• Back up support for Medical Staff Coordinator and Provider Credentialing Specialist

• As assigned