Executive Assistant
1 day ago
Los Angeles
Job DescriptionThe Executive Assistant to the Chief of Integrated Behavioral Health is responsible for high-level administrative support and project management for the IBH department. This position manages complex schedules, coordinates meetings across multiple sites, prepares materials and reports, handles confidential matters, and serves as a liaison between the Chief, clinical staff, leadership team, and external partners. The Executive Assistant anticipates needs, exercises sound judgment, and demonstrates exceptional professionalism while managing details of a confidential and critical nature. This role requires the ability to work independently on special projects, support strategic initiatives, and maintain effective relationships with internal and external stakeholders at the highest levels of the organization. Benefits: • Free Medical, Dental & Vision, • 13 Paid Holidays + PTO, • 403 (B) retirement match, • Life Insurance, EAP, • Tuition Reimbursement, • Flexible Spending Account, • Continued workforce development & training Education: • Excellent verbal and written communication skills with ability to interact professionally with C-suite executives, clinicians, external agencies, and community partners., • Exemplary interpersonal skills with ability to represent the IBH department and organization with professionalism and integrity., • Ability to maintain strict confidentiality of sensitive clinical, personnel, and strategic information., • Strong attention to detail ensuring all communications, deliverables, and projects are accurate, professional, and audience-appropriate., • Exceptional organizational skills with ability to manage multiple competing priorities and deadlines simultaneously., • Ability to adapt in a fast-paced healthcare environment and work responsively under pressure., • Demonstrated initiative, resourcefulness, and proactive problem-solving., • Team player with positive attitude and collaborative approach., • Ability to anticipate needs and suggest solutions before problems arise., • Excellent judgment in prioritizing workload based on departmental needs and strategic importance., • High-level proficiency with Microsoft Office Suite (Word, Outlook, PowerPoint, Excel)., • Experience with electronic health records systems (eCW preferred)., • Manage Chief's calendar including scheduling internal meetings with clinical staff, supervisors, directors, and C-suite executives with competing schedules., • Schedule external meetings with partnering agencies, County, State, and Federal officials., • Coordinate with Regional Medical Directors and site leadership across LA, San Bernardino, and Indio locations., • Serve as liaison to organization for IBH-related matters., • Adjust schedules dynamically in response to urgent clinical or operational needs., • Register Chief for conferences, seminars, and training events., • Prepare meeting materials including agendas, reports, presentations, and supporting documents for executive and departmental meetings., • Take detailed minutes at IBH leadership and department meetings., • Coordinate weekly IBH leadership meetings, monthly departmental meetings, and board presentations, as needed., • Prepare and distribute meeting summaries and action items., • Provide administrative and project management support for departmental initiatives., • Assist with implementation of IBH strategic plan and roadmap., • Support workforce development initiatives including recruitment, onboard coordination, and training logistics., • Assist with grant proposal preparation, submission, and reporting requirements., • Track and report on departmental KPIs (wait times, provider fill rates, patient satisfaction, no-show rates)., • Coordinate quality improvement initiatives and DPI (Dramatic Performance Improvement) projects., • Screen and prioritize incoming calls, emails, and requests for the Chief., • Draft and compose routine and complex correspondence on behalf of the Chief., • Interact professionally with executives, internal teams, external agencies, legal counsel, board members, and community organizations., • Maintain effective communication with HR, Finance, IT, HIT, Medical, Programs and other departments., • Process expense reports and credit card reconciliations for Chief., • Generate purchase order requests and process department expenses., • Efficiently manage IBH related contracts and agreements requiring Chief's and/or C-suite and/or CEO signature., • Scan, file, and distribute contracts to appropriate departments., • Maintain contracts database with timely updates., • Organize and maintain comprehensive filing systems (electronic and physical)., • Ensure HIPAA compliance and confidentiality in all document handling., • Maintain departmental policies, procedures, and reference materials., • Archive records according to retention policies., • Order and maintain office supplies and grant related purchases and arrange for equipment maintenance., • Greet scheduled visitors and direct to appropriate personnel., • Maintain mailing lists and coordinate mass communications., • Assist with federal, state, county, and foundation audits as needed., • Submit timecards and process administrative requests as directed., • Support IBH events, staff meetings, and training sessions., • Assist with behavioral health workforce recruitment and retention initiatives, • Support implementation of new clinical programs and service expansions., • Coordinate with Development team on grant-funded projects.