Overview
Position Summary :
We are seeking a highly organized and proactive Executive Assistant to support our executive leadership team within a fast-paced medical facility. The Executive Assistant will serve as a trusted partner to the executives, ensuring seamless day-to-day operations, managing administrative functions, and facilitating effective communication both internally and externally. This role requires exceptional attention to detail, discretion, and the ability to handle confidential information with professionalism.
This position does require working late in the evening during mandatory meetings.
Responsibilities
- Provide high-level administrative support to executives, including calendar management, meeting coordination, travel arrangements, and expense reporting.
- Serve as a liaison between executives, staff, patients, vendors, and external stakeholders, ensuring timely and accurate communication.
- Prepare, edit, and proofread correspondence, reports, presentations, and other documents as needed.
- Coordinate and schedule board meetings, departmental meetings, and other leadership events, including preparing agendas and recording meeting minutes.
- Maintain executive files, records, and confidential documents in compliance with healthcare and privacy regulations (HIPAA).
- Support strategic projects and initiatives, conducting research and compiling data as requested.
- Monitor and prioritize incoming communications (emails, calls, mail) and respond or redirect as appropriate.
- Assist with compliance and accreditation documentation, ensuring deadlines and requirements are met.
- Manage special projects and other duties as assigned by leadership.
Qualifications
- Associate’s or Bachelor’s degree preferred; equivalent relevant experience considered.
- 3–5 years of experience as an Executive Assistant, preferably in healthcare, medical, or hospital settings.
- Strong organizational and multitasking skills with the ability to prioritize effectively in a fast-paced environment.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
- Discretion and integrity when handling sensitive and confidential information.
- Knowledge of healthcare terminology and HIPAA compliance preferred.
Skills & Competencies
- Professionalism, discretion, and a high degree of confidentiality.
- Strong interpersonal skills and the ability to interact with diverse stakeholders.
- Problem-solving mindset with the ability to anticipate needs.
- Detail-oriented with a commitment to accuracy.
- Ability to work independently while being a strong team player.
Work Environment
This position is based in a medical facility office setting, requiring frequent interaction with medical staff, patients, and administrators. Occasional overtime may be necessary to meet organizational needs.
Equal Opportunity Employer / Disabled / Protected Veterans
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For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.
We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.
AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants : Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Additional Skills
(none specified)