Administrative and Executive Support

Position Summary

The Executive Assistant and Assistant Practice Manager reports directly to the Chief Executive Officer. The position begins with a primary focus on confidential executive support, calendar and meeting coordination, communications, reporting, and follow-through. As the employee completes training and demonstrates competency, the role progressively assumes delegated medical clinic operations responsibilities, including staff workflow support, patient flow, scheduling, clinic readiness, and operational follow-up.

The role requires medical clinic experience, strong technology and reporting skills, exceptional organization, and the ability to manage competing executive and operational priorities. This position supports clinical operations but does not direct clinical care or override the judgment of licensed providers.

• Manage the CEO calendar, appointments, meetings, deadlines, and competing priorities using Microsoft Outlook.
• Monitor and organize executive email or shared mailboxes as directed; identify time‑sensitive matters, draft responses, and support timely follow-up.
• Coordinate leadership, board, committee, internal, and external meetings, including invitations, agendas, virtual links, rooms, technology, and supporting materials.
• Attend assigned meetings, record accurate minutes, maintain action‑item lists, distribute follow‑up materials, and track commitments through completion.
• Draft, edit, format, and proofread correspondence, reports, presentations, policies, spreadsheets, announcements, and other executive documents.
• Create and maintain Excel trackers, reports, schedules, contact lists, and data summaries using formulas, sorting, filtering, and professional formatting.
• Conduct research, compile information, prepare briefing materials, and organize documents needed for executive decisions or meetings.
• Maintain organized executive files and records using Microsoft 365, Teams, SharePoint, and One Drive in accordance with confidentiality and retention expectations.
• Coordinate executive communications and serve as a professional liaison with employees, providers, patients, vendors, community partners, and other stakeholders.
• Assist with executive projects, presentations, event coordination, travel arrangements, expense documentation, and other administrative needs as assigned.
• Anticipate upcoming deadlines and information needs, provide reminders, and independently follow up on delegated items within assigned authority.
• Maintain strict confidentiality when handling patient, employee, financial, legal, board, and organizational information.
• Perform additional executive and administrative support duties based on organizational needs.

• Assume clinic operations responsibilities in stages based on completed training, demonstrated competency, organizational need, and authority delegated by the CEO.
• Support consistent day‑to‑day operations across Alium Health clinic locations and communicate operational concerns, staffing needs, and recommended solutions to the CEO.
• Assist with daily staffing coverage, schedules, time‑off coordination, opening and closing readiness, and workload adjustments.
• Monitor patient flow, wait times, appointment access, check‑in and check‑out processes, and clinic communication to identify barriers and improve service.
• Provide day‑to‑day guidance, coaching, and workflow support to front‑office and clinical support staff within assigned authority.
• Help onboard and train employees on clinic procedures, customer service expectations, technology, and administrative workflows.
• Serve as an operational resource for staff and provide day‑to‑day clinic leadership coverage within the…