Executive Assistant

Executive Assistant

San José Clinic

The Executive Assistant provides high-level administrative, operational, and project support to the Clinic’s Executive Leadership Team. This role ensures the smooth, efficient functioning of executive operations through exceptional organization, communication, confidentiality, and follow-through. The Executive Assistant serves as a trusted partner to leadership and a professional representative of the Clinic to staff, Board members, donors, patients, and community stakeholders.

• Coordinate and attend board of director and committee meetings
• Prepare executives for meetings with agendas, reports, and materials and general correspondence.
• Draft and edit professional correspondence and presentations.
• Handle sensitive communications with discretion and professionalism.
• Coordinate leadership meetings and special events.
• Track executive action items and deadlines.
• Support audits, compliance, and accreditation processes.
• Ability to manage multiple priorities in a fast-paced environment.
• Act as administrative liaison to Board of Directors as directed by CEO
• Provide administrative support to Executive Leadership
• Provide telephone support, take messages, and follow up accordingly.
• Assist with meeting scheduling and set-up as needed. Ensure visitors to Clinic are welcomed appropriately
• Support the Board of Directors by maintaining all Board records; updating Board roster; setting up Board and Committee meetings; taking meeting minutes, tracking Board volunteer hours
• Support with received donations, make appropriate copies and distribute accordingly, with Development department when available
• Support Clinic’s fundraising events by assisting with functions such as reservations, correspondence, and other related duties
• Supports Chief HR Officer with administrative procedures, interview scheduling, events and recruiting
• Other duties as assigned

• Bachelor’s or Associate’s degree preferred
• Minimum of 3 years of administrative experience
• Demonstrates excellent organizational skills, multi-tasking and effective use of time
• Proven ability to handle and complete multiple tasks or projects with multiple competing deadlines
• Proficient in Microsoft Office
• Supports Catholic Identity and mission alignment and knowledge of the Moral and Ethical Directives
• Proven ability to deal professionally, courteously and efficiently with public and all levels of the organization to include public speaking
• Ability to operate computers and must be proficient in Microsoft Office, practice management system software applications and electronic medical record
• Must also possess facilitation skills, community organization skills, governance skills, and resource development experience
• Bilingual in English/Spanish preferred

Mid-Senior level

Full-time

Administrative

Hospitals and Health Care