Executive Assistant

The Executive Assistant serves as a critical partner to senior leadership within a dynamic healthcare environment, providing high-level administrative and operational support that ensures the smooth functioning of executive activities. This role demands exceptional organizational acumen, strategic communication skills, and a proactive mindset to anticipate needs and manage complex priorities. The Executive Assistant must possess a deep understanding of healthcare operations, regulatory compliance (including HIPAA), and the nuances of working in a fast-paced, confidential, and patient-centered setting.

This individual acts as a liaison between executive leadership and internal departments, external partners, and regulatory bodies, facilitating seamless communication and coordination across the organization. The ideal candidate is a resourceful problem-solver, a meticulous planner, and a trusted steward of sensitive information, capable of navigating high-stakes situations with discretion and professionalism.

Key Responsibilities

Executive Support & Calendar Management

Manage complex calendars, schedule high-level meetings, and coordinate travel logistics for senior executives.

Prepare agendas, take minutes, and follow up on action items from leadership meetings.

Document Preparation & Communication

Draft, proofread, and edit executive-level reports, presentations, and correspondence.

Ensure consistency and clarity in communications to internal teams, board members, and external stakeholders.

Board & Compliance Coordination

Organize and prepare materials for board meetings, compliance audits, and strategic planning sessions.

Track deadlines and deliverables related to regulatory reviews and accreditation processes.

Information Flow & Liaison Duties

Serve as a communication conduit between executive leadership and clinical, operational, and administrative teams.

Facilitate cross-functional collaboration and ensure timely dissemination of critical updates.

Confidentiality & HIPAA Compliance

Handle sensitive patient and organizational information with strict adherence to HIPAA and internal privacy protocols.

Maintain secure filing systems and access controls for confidential documentation.

Strategic Initiative Support

Assist in report preparation of strategic programs, including budget tracking, performance metrics, and project timelines.

Conduct research and compile data to support executive decision-making.

Vendor & Partner Relations

Act as a point of contact for external vendors, healthcare agencies, and community partners.

Coordinate logistics for special events, site visits, and stakeholder engagements.

Skills Competencies

Exceptional written and verbal communication skills, with the ability to tailor messaging for diverse audiences.

Advanced proficiency in Microsoft Office Suite and electronic health record (EHR) systems such as Epic, Cerner, or Athena.

Strong organizational and time-management skills, with a keen attention to detail.

High level of discretion, integrity, and professionalism in handling confidential matters.

Ability to thrive under pressure, manage competing priorities, and meet tight deadlines.

Strong interpersonal skills and the ability to build trust and rapport across all levels of the organization.

Compensation: $80,000-$100,000 per year depending on experience plus full benefits.

Job Type: Full-time

Pay: $80, $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Los Angeles, CA 90064