Executive Assistant

The Executive Assistant provides high-level administrative, strategic, and project-based support to
the Vice President and Enterprise Chief Operating Officer (COO).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 EA 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
EA 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, this position ensures that operational tasks are
prioritized in alignment with the Integrator’s vision and the organization’s "Rocks."
REPORTING RELATIONSHIPS
This position reports to the Deputy Chief of Staff. No roles report to this position.
ESSENTIAL JOB DUTIES AND FUNCTIONS
1. Multi-Executive Support
● Triad Management: Manage calendars, travel, and expenses for the Chief Operations
Officer while also assisting the VP of Human Resources. Identify scheduling overlaps to
maximize their collective bandwidth, and maintain time-off and coverage schedules.
● Communication Hub: Act as the primary liaison between the Integrator and COO and
departmental directors, ensuring clear communication of operational directives; Maintain
confidential and sensitive information.
● Priority Alignment: Work closely with the Deputy Chief of Staff to ensure the COO team’s
weekly priorities (Level 10 meetings, etc.) are synchronized with the executive leadership
team; Use discretion and independent judgment in connection with performing duties
and responsibilities, including with respect to matters of significance consistent with the
authority delegated by supervisor and/or COO team.
● Collaborative EA Support Team: Ensure front desk coverage for Receptionist
break/lunches with administrative assistant rotating support with expectation to cover at
least one time per week.
2. Clinical & Operational Administration
● Reporting & Data: Assist with compiling operational metrics from the Deputy COOs for the
COO’s review, including patient volume, staffing ratios, and FQHC compliance markers.
● Project Coordination: Track progress on operational initiatives led by the Deputy COOs,
such as new site openings, EHR optimizations, or workflow redesign; Prepare
communications, including official correspondence, reports and PowerPoint
presentations for executive, other executives and the organization as needed.
● Meeting Governance: Organize and facilitate the Operations Leadership meetings;
prepare agendas, capture action items, and follow up on accountability tasks, sending
reminders and tracking progress of project deliverables.
3. Compliance & HRSA Look-Alike Stewardship
● Site Visit Prep: Assist the COO team in gathering documentation for HRSA Operational
Site Visits (OSV) and maintaining the "Continuous Compliance" folder.
● Policy Management: Assist Deputy COOs in the version control and distribution of
updated Standard Operating Procedures (SOPs) across clinical sites.