Executive Assistant, Healthcare

We are currently seeking an organized, strategic and experienced Executive Assistant to provide administrative and clerical support to the executive team. The role serves as a liaison between the executives and internal/external stakeholders, managing executive calendars, coordinating meetings and overseeing comprehensive travel and event planning and other logistical and administrative needs of the team. The right candidate will thrive in a fast-paced environment, balance competing priorities with professionalism, and proactively support the leadership team to achieve organizational goals. This individual may also be responsible for supporting efforts related to clinic expansion and growth of the practice throughout the greater San Diego area and beyond.

This is a unique opportunity to work closely with high-level clinical and operational leaders, contribute directly to the efficiency of a growing healthcare organization, and play a key role in driving our continued success.

Key Responsibilities

Executive Administrative Support:

• Provide comprehensive administrative and organizational support to the executive team consisting of CEO, VP of Operations, and VP of Growth
• Manage executive calendars and coordinate complex scheduling needs to align with business priorities.
• Draft meeting agendas, take accurate minutes, and track action items for leadership, board and physician meetings
• Handle highly confidential and sensitive information with discretion.
  
  
  

Cross-Departmental Coordination:

• Provide back-up support to clinic coordination and assist Practice Managers with facility and operational needs including provider PTO coverage coordination.
• Coordinate communication between executives, physicians, practice managers, and staff across multiple clinic locations.
• Support the collection and organization of clinic-level documentation, including lease renewals, vendor agreements, business licenses, medical licensure and more.
  
  
  

Project & Growth Initiatives:

• Provide administrative support for strategic initiatives, including new clinic launches, acquisitions and expansion projects.
• Assist in organizing project timelines, maintaining task trackers and following up with responsible parties to ensure deliverables are met.
• Compile market research and create executive briefs to support decision-making on business development, marketing or operational projects.
  
  
  

Technology & Software Integration:

• Evaluate and recommend new software tools and digital solutions.
• Coordinate training and train staff where appropriate to support seamless integration of platforms and enhance workflows and communication.
  
  
  

Team & Culture Support:

• Support internal communications (company-wide memos, newsletters, or leadership updates).
• Help coordinate recognition programs, staff appreciation events, and other culture-building activities.
  
  
  

Schedule Optimization:

• Allocate time blocks appropriately for scheduling patients, internal company connects and other operational meetings.
• Plan and coordinate executive and recruitment travel itineraries, including flights, accommodations, and ground transportation.
• Organize logistics for leadership retreats, physician meetings, board meetings, and team events.
• Support community-facing events such as open houses, referral provider dinners, and marketing events.
• Additional duties as assigned.
  
  
  

Qualifications & Requirements

Education:

• Associate degree required; Bachelor’s degree preferred.
• Equivalent combination of education and related experience will be considered.
  
  
  

Experience:

• Minimum of 2 years of experience supporting C-Suite executives.
• Previous experience as an Executive Assistant to a CEO strongly preferred.
• Experience in high-growth startup environments, healthcare or clinical organizations is a plus.
  
  
  

Skills & Abilities

• Strong proficiency in office software (e.g., Microsoft Office) and communication platforms.
• Exceptional written and verbal communication skills.
• Ability to manage confidential information with discretion.
• Strong attention to detail, multitasking, and prioritization abilities.
• Self-starter with a positive problem-solving attitude and strong work ethic.
• Ability to thrive in a fast-paced, dynamic healthcare environment.
• Open to minimal travel within West Coast.
  
  
  

Physical Requirements

• Ability to stand and walk for extended periods of time (up to 8-hour shifts).
• Occasional lifting of 5–25 pounds up to 4 feet.
• Occasional bending, stooping, or reaching.
• Frequent use of hands and fingers for typing and task execution.
• Normal or corrected vision and hearing required for safe and effective job performance.
• Ability to move within exam rooms, front office, and supply areas.
• Capacity to respond quickly and effectively in a clinical setting.
  
  
  

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance