Administrative Assistant Job at Cypress Healthcare Partners in Monterey

SUMMARY

The Administrative Assistant to the VP of Operations provides high-level support to the VP and other executive leaders, ensuring smooth daily operations and effective coordination across departments. Key responsibilities include managing complex calendars, scheduling and rescheduling meetings, preparing reports, and maintaining essential documentation. This role also assists with recruitment activities, tracks key performance and incentive metrics, and coordinates onboarding processes. Additionally, the assistant oversees monthly and quarterly reporting, coordinates employee recognition activities, and supports event planning for management meetings and social functions. Strong organizational, communication, and multitasking skills are essential, along with the ability to maintain confidentiality and manage priorities in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES Includes but not limited to the following:

• Calendar Management: Schedule, maintain, and update the VP of Operations’ calendar, including key meetings like 1:1s, leadership huddles, and manager meetings.
• Incentive Tracking: Monitor leadership incentives for quality and growth goals.
• New Hire Orientation: Support new hire orientation by sending onboarding emails, document collection, binder creation, and conduct sessions.
• Attendance Tracking: Keep a manager attendance record for scheduled meetings.
• Meeting Preparation: Prepare PowerPoints and arrange lunches for manager meetings.
• Physician Profiles: Track and request new physician profiles for the first three months.
• Support APP Recruitment: Coordinate APP interviews, reference checks and APP onboarding.

Project-Based Work

• Event Coordination: Support management events such as social gatherings, recognition lunches, and holiday dinners.
• Communication Oversight: Handle emails, group lists, and shared drive for SVHC.
• Employee Recognition: Coordinate awards, organize themed gifts, track milestone gifts, and create award templates
• Invoice Processing: Verify invoices and route for approval.
• Newsletter Creation: Highlight clinics, managers, providers, and employees.
• Certification and Immunization Tracking: Ensure licenses/certifications are up-to-date and immunizations are on file.
• Training Coordination: Schedule autoclave, advanced patient care, Epic, and other monthly supervisor/leadership trainings.
• Safety Campaign Support: Collect annual hazard assessments, and ergonomic checklists.
• Other duties as assigned by senior management

EDUCATION and/or EXPERIENCE

• High school diploma required.
• Bachelor’s degree highly preferred or 1 -2 years of previous administrative experience.
• Previous administrative support experience highly preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite or related software.

REQUIREMENTS:

• Valid CA Driver’s License and proof of auto insurance coverage required

SUPERVISORY RESPONSIBILITIES

• None

CONDITION OF EMPLOYMENT:
Salinas Valley Health Clinics requires you to prove that you have received the COVID-19 vaccine or have a valid religious or medical reason not to be vaccinated.

The range displayed on this job posting reflects the target for new hire salaries for this position.