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Executive Assistant - Phoenix, AZ

Job Details

Job Location

Adelante Healthcare Center Support Office - Phoenix, AZ

Position Type

Full Time

Education Level

HS Diploma from accredited school

Job Category

Health Care

Description

POSITION SUMMARY

The Executive Assistant provides high-level administrative support to the Executive C-Suite team members, focusing on calendar and email management, internal staff coordination, and preparation of key updates and materials for leadership. The role is pivotal in supporting the efficiency and communication flow of the organization’s operational and financial functions.

EXPECTATIONS

Every Adelante Healthcare leader will strive to maximize the performance and contribution of each team member of Adelante Healthcare and the community that we serve every day. Leaders are expected to set clear performance expectations, establish specific measurable goals for team members to drive accountability and success, provide ongoing feedback and coaching to enhance performance, improve results and outcomes. Leaders are also expected to work in a manner that demonstrates a commitment to our mission, vision, core values quality, patient safety, employee engagement, innovation, and model for all other employees the highest standards of personal integrity, professionalism, and competence.

OUR CORE VALUES

+ I nclusion

+ N urture

+ S ervice

+ P urposeful

+ I ntegrity

+ R esilient

+ E ngaged

Qualifications

ESSENTIAL SKILLS AND EXPERIENCE:

+ BA/BS degree preferred

+ High School Diploma or GED required

+ Minimum two (2) years of executive assistant or high-level administrative experience

+ Strong judgment, initiative, and problem-solving skills

+ Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

+ Excellent verbal and written communication skills

+ Ability to manage multiple priorities with attention to detail

+ Ability to maintain confidentiality and handle sensitive information

+ Experience supporting multiple executives is a plus

+ Valid Arizona Driver’s License, reliable transportation, and active automotive insurance

POSITION REPONSIBILITIES/ESSENTIAL:

+ Manage daily calendars for the Executive C-Suite team members, including scheduling, meeting logistics, and conflict resolution

+ Monitor and respond to incoming communications (emails, calls, meeting invites), prioritizing and escalating as appropriate

+ Coordinate internal staff meetings, prepare agendas, track action items, and ensure timely follow-up

+ Draft and review correspondence, memos, and reports for clarity, accuracy, and tone

+ Provide leadership with regular summaries of key projects, activities, or team updates

+ Prepare and organize materials for meetings, presentations, and internal communications

+ Assist with travel arrangements and expense reporting as needed

+ Serve as a liaison between the Executive C-Suite team members and staff, ensuring effective communication and workflow

+ Perform general administrative duties including file organization, data tracking, and records maintenance

+ Support cross-departmental projects and initiatives at the direction of the Executive C-Suite team members

NONESSENTIAL SKILLS AND EXPERIENCE:

+ Three (3) years of experience in a high-level support role or equivalent

Additional Duties and Responsibilities

+ Other duties as requested or assigned

Patient Centered Medical Home (PCMH) and Integrated Care Team (ICT)

All employees are responsible for promoting and participating in interdisciplinary communication and collaboration to enhance the delivery of quality across the health care system. Employees should maintain an environment which supports and engages patients and co-workers in a caring team-based model to promote wellness and improve health outcomes.

Adherence to Compliance and Code of Conduct

All employees are required to comply with Adelante Healthcare’s written standards, including its Compliance Program and Code of Conduct, policies and procedures and reporting of any conduct that potentially violates Adelante’s legal or compliance requirements. Such compliance will be an element considered as part of the regular performance evaluation.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee may be required to sit for long periods of time, is required to stand, walk, use hands to handle or feel objects, tools or controls; reach with hands and arms; climb steps/stairs; balance; stoop, kneel, crouch or crawl; talk or hear; smell; manage stress as it relates to essential job functions. The employee must frequently lift and/or move up to 25 pounds without assistance and may occasionally be required to lift or move up to 50 pounds with assistance. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time when traveling to various clinic sites. The noise level in the work environment is usually moderate. The employee may be subject to health hazards (contagious diseases, blood borne pathogens, etc.) when working in the clinic area.

In any organization or job, changes take place over time. Although an effort will be made to keep job-related information current, this is not an all-inclusive list of job responsibilities. Adelante Healthcare, Inc. reserves the right to revise or change job duties and responsibilities as the business need arises. In compliance withEEOC 29 CFR part 1630, if the essential functions of this position cannot be performed in a satisfactory manner by the employee, further accommodations shall be made if it does not constitute undue hardships upon this organization.