Executive Assistant (Hybrid) - 26-19

We’re delighted you’re considering joining us!

At Hill Physicians Medical Group, we’re shaping the healthcare of the future: actively managed care that prevents disease, supports those with chronic conditions and anticipates the needs of our members.

Join Our Team!

Hill Physicians has much to offer prospective employees.  We’re regularly recognized as one of the “Best Places to Work in the Bay Area” and have been recognized as one of the “Healthiest Places to Work in the Bay Area.” When you join our team, you’re making a great choice for your professional career and your personal satisfaction.

DE&I Statement:

At PriMed, your uniqueness is valued, celebrated, encouraged, supported, and embraced. Whatever your relationship with Hill Physicians, we welcome ALL that you are.

We value and respect your race, ethnicity, gender identity, sexual orientation, age, religion, disabilities, experiences, perspectives, and other attributes. Our celebration of diversity and foundation of inclusion allows us to leverage our differences and capitalize on our similarities to better serve our communities. We do it because it's right!

Job Description:

To provide administrative support to the Chief Medical Officer and other assigned PriMed executives

Job Responsibilities:

• Governance, correspondence and internal communication support: Build a deep knowledge of the business and company structure. Review, prepare prototype committee reports, proof, and distribute confidential governance meeting minutes to stakeholders and internal executives.  Type and sometimes compose correspondence to external and internal audiences for executive review and signature.  May be asked to create organizational charts, presentations or other material for internal or external use.  Documents may involve complex layouts, various fonts, graphics, columns, charts, labels, and mail merge. Includes using network capabilities to interface with other computers.

• Screen telephone calls for senior management, and either direct to the appropriate person, forward to voice mail, take a message, or respond to the caller’s inquiry as appropriate.

• Meeting management:  Coordinate multiple schedules to schedule recurring and individual meetings for senior leadership and others.  Includes scheduling conference rooms, meetings, catering, and travel arrangements. Assist senior leadership in managing calendars to ensure sufficient time between meetings to meet multiple obligations in varying locations.  May be asked to attend meetings with executive and take minutes.

• Maintain administrative files and access to them, including but not limited to sensitive and confidential material. 

• Perform general office duties including photocopying, filing, faxing, and distribution of correspondence. Notify facilities department when office equipment in executive area requires maintenance. First point of contact for visitors and vendors.

• Event management.  May be asked to establish contacts with external vendors, elicit bids, and negotiate contracts for and schedule offsite meetings, retreats and events and catering for senior leadership and others.

• Facilities Management: Location Ambassador, liaise with the facilities department regarding ordering office supplies on a monthly basis, including coffee and paper supplies. A mailroom partner for facilities, keeping the mailroom clean and organized, and ensuring mail is distributed properly.

Other Responsibilities:

• Serve as location ambassador and location point of contact.

• May serve on various committees, representing the executive leadership team and reporting on progress or initiatives from those committees.

• Perform other duties as assigned.

Required Experience:

• Minimum 3 – 5 years of experience required.

• College training, work-related experience, or completion of related business courses in office procedures, presentations, advanced excel, scheduling, calendar management.

• At least three years’ previous executive level support.

• Excellent usage of grammar and spelling.

• Ability to produce accurate, neat, and legible documents.

• Excellent attention to detail and ability to proofread.

• Excellent verbal communication skills.

• Outstanding knowledge of Microsoft Suite applications, and ability to create PowerPoint presentations.

• Ability to manage multiple priorities in a fast-paced environment.

• Strong interpersonal skills and the ability to maintain confidential information.

Required Education:

• Minimum level of education required – High School/GED required; AA or BA/BS desired.

Additional Information:

Salary: $75,000.00 - $86,000.00 plus bonus potential

Hill Physicians is an Equal Opportunity Employer