Apply on Employer Site

Silicon Valley Medical Development · 1 day ago

Executive Administrative Assistant

Los Gatos, CA

Full-time

Onsite

Mid, Senior Level

$98K/yr - $125K/yr

5+ years exp

Silicon Valley Medical Development is a growing healthcare provider organization dedicated to delivering high-quality, community-based ambulatory care. The Executive Administrative Assistant will provide high-level administrative support to the Medical Networks Executive Leaders, ensuring operational efficiency and effective communication across the Executive Leadership Team and external partners.

Health CareMedicalOncologyPersonal Health

Hiring Manager

Nina Soulier

Responsibilities

Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public

Coordinate and manage calendars, schedule meetings, and prioritize appointments based on urgency and importance

Act as a liaison between the Executive Leaders (ELT), internal departments, and external stakeholders with professionalism and discretion

Develop and maintain organizational systems, including databases, trackers, and filing systems to support efficient workflow and communication

Prepare, proofread, and format reports, correspondence, presentations, and briefing documents

Research, compile, and synthesize sensitive information to support executive communications and decision-making

Attend meetings and events; prepare agendas, take minutes, and follow up on action items as needed

Submit and track contracts and licensing documents in collaboration with the contract management team

Coordinate and troubleshoot audiovisual and virtual meeting platforms (e.g., Zoom, WebEx)

Draft and submit expense reports accurately and in a timely manner

Support front desk operations in partnership with the receptionist, including triaging incoming calls

Assist with planning and logistics for internal events, meetings, and team huddles

Receive and address complaints from patients, staff, and providers, using service recovery practices as appropriate

Maintain high levels of confidentiality, tact, and diplomacy when handling sensitive information and interactions

Perform special projects and other duties as assigned by the CAO and VP

Qualification

Executive-level supportHealthcare experienceProject management certificationMicrosoft Office SuiteConfidential information handlingVerbalLogistics coordinationOrganizational skillsWritten communicationInterpersonal skills

Required

Associate's degree and a minimum of seven (7) years of administrative experience, including at least three (3) years supporting executive leadership, OR Bachelor's degree and five (5) years of relevant administrative experience OR Equivalent combination of education and experience

Minimum of five (5) years of executive-level administrative support experience

Experience handling confidential information and complex schedules in a fast-paced, high-demand environment

Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment

Strong organizational skills with excellent attention to detail

Exceptional verbal and written communication skills

Ability to exercise sound judgment, discretion, and professionalism in all interactions

Skilled in managing sensitive and confidential information with tact and integrity

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Preferred

Strongly preferred: Experience in a healthcare organization (e.g., medical group, ambulatory care organization, medical foundation, or acute care hospital)

Project management certification preferred

Experience with contract and database management systems is a plus

Familiarity with project management tools and systems a plus

Strong interpersonal skills with the ability to build effective working relationships across all levels of the organization and with external partners

Ability to anticipate needs, take initiative, and work independently while supporting a collaborative team environment

Comfortable coordinating logistics and troubleshooting virtual and in-person meetings (e.g., Zoom, WebEx, audiovisual systems)