Silicon Valley Medical Development is currently seeking a talented Executive Assistant to join our growing healthcare team in Mountain View!
Pay: $34.00-49.00/hour
Location: Los Gatos, CA
Shift: Monday-Friday 8:00am-5:00pm
Silicon Valley Medical Development, (SVMD) LLC is a growing provider services organization with community-based ambulatory care clinics and practices in Santa Clara County.
SVMD seeks to coordinate care that best fit the needs of the communities we serve, with like-minded people who want to simplify the healthcare experience. With a commitment to teamwork and quality, together we can offer exceptional care to our patients.
This position is responsible for supporting the overall operations of Silicon Valley Medical Development by providing executive level administrative support to the President and Executive Team.
The Executive Assistant (EA) will provide administrative support to the Chief Administrative Officer (CAO) and VP of Physician Relations and Integration, including the coordination of schedules, communications, and pertinent information. Executes special projects and assignments, including work that is highly sensitive and/or complex in nature, requiring a high level of critical thinking skills and initiative in execution and implementation. This work includes, but is not limited to managing calendars, and responding on behalf of the CAO and VP to internal and external stakeholders as directed. The EA performs work of a highly confidential and critical nature; plans special activities and events including coordination with vendors regarding details. Performs other duties and projects as assigned.
Key Responsibilities:
- Performs daily administrative responsibilities to support the Chief Administrative Officer (CAO) and VP of Physician Relations and Integration and other duties as assigned.
- Partners with Front Desk Receptionist to triage calls.
- Develops and implements efficient and effective systems including databases, spreadsheet trackers, document management and filing systems for managing information, projects, and communications to ensure accurate and timely results and outcomes; creates visual computer dashboards
- May assist with submittals and maintenance of contracts in the contract database
- Functions as the gatekeeper and understands the requirements of the CAO and VP, in order to prioritize work according to urgency and to allocate time accordingly
- May respond as directed to a wide variety of questions and issues from patients, staff and the public on behalf of the CAO and VP, including those highly sensitive in nature
- Research, compiles, and summarizes complex and/or highly sensitive issues, policies, and topics; provides background information, talking points and briefing materials for the President
- Briefs CAO and VP in a timely fashion, concerning priorities and deadlines, and the status of pending issues
- Makes contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy
- Researches, analyzes and synthesizes information to prepare the CAO and VPs written communications (i.e., briefings, reports, and summaries)
- Coordinates information from other departments and sources, and tracks to ensure completion with sufficient time for the CAO and VPs review in advance of meetings
- Plans and attends meetings, team huddles and events
- Prepares PowerPoint presentations
- Prepares and submits the CAO and VPs expense reports on a timely basis for processing
- Troubleshoots and coordinates to ensure technology is accurately set-up and functioning for meetings (i.e., Zoom, WebEx, call-in numbers, audiovisual)
- Takes patient, staff and/or provider complaints, and provides appropriate service recovery
- Demonstrates consistent teamwork, comradery and positive morale with colleagues, staff, providers, managers and senior leadership
- Prepares and submits regulatory reports, applications, license requests on behalf of organization as directed
- Performs other duties and projects as assigned
Minimum Requirements:
- Associates degree with seven (7) years of administrative experience, at least three (3) years at the executive level or bachelors degree with five (5) years of experience or equivalent
- Highly prefer prior executive administrative experience in a healthcare organization (i.e., medical foundation, medical group, ambulatory care organization or acute care hospital)
- Prefer project management certification
- Strong skills to communicate and influence effectively with all levels of the organization including outside vendors, employees, providers/physicians and members of the executive team, both verbally and in writing
- Strong interpersonal skills and customer service experience
- Strong critical thinking and problem-resolution skills
- Expert level experience using Microsoft Office applications, including Word, Excel, PowerPoint, Visio and Outlook
- Excellent organizational skills and able to work independently
- Demonstrated ability to work effectively in a team environment
- Demonstrated ability to be flexible and work under changing conditions requiring the reprioritization of workflow
- Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization.
- Ability to multi-task with demanding time frames
- Ability to use a high level of discretion and maintain all confidentiality
- Small to mid-level project management skills