Executive Assistant C-Suite

Under the direct supervision of the CMO and COO this position provides high-level administrative and organizational support to the CMO and COO.This role ensures the smooth and efficient operation of the CMO/COO office, supporting clinical and operational leadership initiatives, project management, communication and coordination across departments. Coordinates the workflow to ensure coverage and efficient, timely achievement of deadlines.

Performs duties such as scheduling, recordkeeping, coordination of meetings, tracking of credentialing and privileging, document preparation, and working on special projects. Independent judgment is required to plan, prioritize and organize diversified workload.

The Executive Assistant is expected to maintain confidentiality, demonstrate cultural sensitivity and contribute to the health center’s mission of providing quality, culturally appropriate healthcare.

• Manage executive calendars, appointments, and travel arrangements, ensuring efficient time management. Manage the efficient scheduling of providers or other staff.
• Prepare and edit correspondence, presentations, reports, brochures, marketing and meeting materials related to medical and operational functions.
  
  Develop/maintain complex spreadsheets and other technical documents.
• Recommend and implement administrative workflows and processes to ensure the efficient operation of administrative support functions
• Maintain financial records and prepare budget reports; order supplies/materials and submits purchase orders for approval.
• Serve as a liaison between executive and internal departments, tribal leadership, healthcare staff, and external partners.
• Coordinate logistics and materials for the monthly All Staff meeting as well as meetings of the Medical Staff, Medical Executive Committee, Pharmacy & Therapeutics Committee, Quality Improvement Committees, and Board, and Tribal Council presentations.
• Track clinical/operational projects, initiatives, and deadlines, providing administrative follow-up and progress reports.
• Assist in managing confidential medical and personnel information in compliance with HIPAA, LHC, and tribal policies.
• Support recruitment,credentialing, and provider enrollment processes for medical providers and other clinical staff, including coordination with revenue cycle, HR, credentialing organizations, and accrediting bodies.
• Maintain filing systems, records, and documentation related to provider performance, clinical policies, and regulatory compliance.
• Work independently and within a team as assigned on ongoing and special projects, including data gathering, research, and event coordination. Coordinate the collection and assimilation of complex data to support multiple contracts, compliance requirements and other regulatory requests which may include planning and coordinating multiple presentations, interfacing with vendors and/or other external contacts, disseminating information and coordinating direct mailings.
• Act as a liaison with other departments and outside contacts, including high-level contacts such as Board Members and other leadership staff.
• Participate in staff meetings and other meetings as required; take and prepare minutes as requested.
• Perform other related duties as required and assigned.

• Uphold all principles of confidentiality and patient care to the fullest extent.
• Adhere to all professional and ethical behavior standards of the healthcare industry.
• Maintain all licensures and certifications required of position.
• Interact in an honest, trustworthy and respectful manner with patients, employees, visitors and vendors.
• Participate in Board of Director meetings, departmental staff meetings, quality management activities…