Senior Executive Assistant Job at Altais Health Solutions in Oakland

At Altais, we’re looking for bold and curious clinicians and innovators who share our passion for enabling better health care experiences and revolutionizing the healthcare system for physicians, advanced care providers, patients, and the clinical community. At Altais, we’re building breakthrough clinical support tools, technology, and services to let doctors do what they do best: care for people. We invite you to join our growing passionate team as we change the game for the future of healthcare and enable the experience that people need and deserve. Altais family of companies include Brown & Toland Physicians, Family Care Specialists and Altais Medical Groups.

About Your Team

Are you looking to work with a high performing, fast growing and dynamic administrative team? We are 4,000+ physicians, working in over 40 cities throughout California, caring for more than 500,000 patients. If you are passionate about reshaping healthcare and want to work for a mission driven organization where new ideas and innovation are valued, then we would like to meet you.

About Your Work

Under general supervision, the Executive Assistant provides comprehensive executive support to C-suite/senior-level executives in a wide range of administrative, event/project management, and team capacities. The incumbent supports, coordinates, implements and/or manages a variety of key departmental projects and other related duties as required for the assigned executives(s) and other leaders in these respective divisions and/or functions.

Your work location is hybrid, working from home and at times from the headquarter office in Oakland.

You Will Focus On:

• Administrative Support – Prepare and format information for internal and external distribution. Write letters and memos, compile data for reports, create computerized presentations, edit and proofread documents. Set agendas, prepare presentations, document meeting minutes and manage action items. Proficiently answer, screen and route internal and external inquiries. Create organizational charts, order supplies, coordinate assistance with office moves, equipment, software, office issues and any big events that the supported teams host or participate in. Setup and manage both electronic, paper filing systems and offsite record retention. Meet and greet external partners providing warm and inviting impression.
• Calendar Management and Logistics - Plan, organize, manage and analyze multiple calendars including complex calendar and meeting management. Schedule meetings, conference rooms, presentation equipment and catering. Ensure there are no scheduling conflicts and make sure executives know when and where they need to be.
• Cross Functional Collaboration - Work across Altais on behalf of the other executives by collaborating with other Administrative Assistants and Executive Assistants to provide coordinated support to various leaders. Provide back-up support for other assistants when needed. Partner with People & Engagement on new hire set-up and related on-boarding and termination activities.
• Event Management Activities - Organize meetings including board meetings, conferences, and special affairs, i.e. coordinating special meetings, social and team building activities, catering breakfast, lunches, dinner meetings and external community experiences, planning and coordinating team activities and events (staff meetings, annual business events, off-sites, all-hands, and/or external facing events).
• Timekeeping - May manage, audit, and approve timecards on behalf of department leaders, tracking PTO and working with Payroll on related issues and bring to a timely resolution.
• Expense Management – Manage, reconcile and complete expense reports, process invoices and resolve any billing issues with vendor and Finance, process and manage purchase/procurement requisitions and contracts.
• Budget Tracking - May participate in annual budgeting planning and preparation activities and ongoing tracking of department expenses as needed. Learn about department or company-wide cost savings standards and expectations, proactively pursuing other options when appropriate.
• Communication Management and Liaison – Manage internal communications and announcements, document editing for accuracy and clarity, presentation edits, internal and external email communications, and may manage Executive’s email inbox. Manage the flow of information to executive members. Maintain confidentiality and exercise discretion to privy information.
• Travel Arrangements and Management - Coordination and planning of local and domestic travel, including organizing trip agendas and local logistics with the expectation of last-minute changes. Registration of executive for various conferences and meetings throughout the year.
• Project Management Activities – May participate or lead projects, tracking and helping to drive completion of key deliverables, following up on outstanding items.
• Process Improvement - Develop and maintain administrative processes that reduce redundancy and improve accuracy while achieving organizational objectives, provide input for ways to improve structures and efficiency of Altais.
• Mass Mailings – Coordinate, print and execute mass mailings for Departments. Work collaboratively with administrative team to ensure completion, timeliness and accuracy of mailings via USPS certified/regular mail, email and/or fax.
• Off Site Meeting Management – Participate in organizing and preparing materials for multiple offsite Committee meetings. Post meeting materials to Board Portal and manage up to date information on Board Portal. Assess multiple quorums. Follow up on action items from Committee meetings. Take and distribute meeting Minutes within a timely manner per established guidelines.

The Skills, Experience & Education You Bring

• High School Diploma or GED and some college level coursework required. Bachelor’s degree desired.
• 5 years of experience supporting senior and/or C-suite level executives.
• Proficient computer skills including Microsoft Office (Word, Outlook, Excel, PowerPoint), other office productivity tools (email, calendaring, desktop publishing and database management). Word Processing: 75 wpm.
• Capable of operating office equipment from computers, photocopiers, scanners, fax machines and printers.
• Must be comfortable adapting to new equipment and software.
• Excellent communication skills, both written and verbal.
• Demonstrate the strongest attention to detail, accuracy, and able to work effectively and routinely needing to multi-task with little or no direction or supervision in a fast-paced environment.
• Purchasing and negotiating skills.
• Use independent judgment and initiative within established policies and procedures.
• Demonstrate ability to work well cross-functionally, in a professional, efficient, completely discrete and highly confidential manner.
• Team player with strong interpersonal skills who partners well with people at all levels, develops and preserves positive relationships across the organization while juggling multiple/complex demands.
• Applies judgment with full understanding of urgency and priorities of the business.
• Remains calm under pressure with strong executive presence.
• Ability to deal with high-level outside partners.
• Reliable and highly accessible. Available in the office during normal working hours and available out of hours, as needed.
• Ability to develop, organize, and implement office procedures and systems.
• Ability to identify creative solutions that address time, budget and quality.

You Share our Mission & Values

• You are passionate about improving the healthcare experience and want to be part of the Altais mission.
• You are bold and curious – willing to take risks, try new things and be creative.
• You take pride in your work and are accountable for the quality of everything you do, holding yourself and others to a high standard.
• You are compassionate and are known as someone who demonstrates emotional intelligence, considers others when making decisions and always tries to do the right thing.
• You co-create, knowing that we can be better as a team than individuals. You work well with others, collaborating and valuing diversity of thought and perspective.
• You build trust with your colleagues and customers by demonstrating that you are someone who values honesty and transparency.

Altais values the contribution each Team Member brings to our organization. Final determination of a successful candidate’s starting pay will vary based on several factors, including, but not limited to education and experience within the job or the industry. The pay scale listed for this position is generally for candidates that meet the specified qualifications and requirements listed on this job description. Additional pay may be determined for those candidates that exceed these specified qualifications and requirements. We provide a competitive compensation package that recognizes your experience, credentials, and education alongside a robust benefits program to meet your needs.

The anticipated pay range for this role is listed in our salary posting for transparency but may vary based on factors including the candidate’s qualifications, skills, experience, and geographic location. This base pay range is specific to California and can vary based on Bay Area, Metro LA, and Greater California regions which may not be applicable to other locations.

Altais and its subsidiaries and affiliates are committed to protecting the privacy and security of the personal information you provide to us. Please refer to our ‘CPRA Privacy Notice for California Employees and Applicants’ to learn how we collect and process your personal information when you apply for a role with us.

Physical Requirements: Office Environment - roles involving part to full time schedule in Office Environment. Based in our physical offices and work from home office/deskwork – Activity level: Sedentary, frequency most of workday.

External hires must pass a background check/drug screen. Qualified applicants with arrest records and/or conviction records will be considered for employment in a manner consistent with Federal, State and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran status or disability status and any other classification protected by Federal, State and local laws.