Executive Assistant III to the President in Los Gatos, California at Silicon Valley Medical Development

El Camino Health Medical Network is currently seeking a very skilled Executive Assistant III to the President to join our growing healthcare team!

Pay: $118,200-$146,700 annually

Location: Los Gatos, CA

Schedule: Mon-Friday 8:00am-5:00pm

El Camino Health Medical Network (ECHMN) is a growing healthcare provider organization delivering high-quality, community-based ambulatory care across the Greater Silicon Valley. We are committed to coordinating care that meets the needs of the diverse communities we serve, while simplifying the healthcare experience for both patients and providers.

At ECHMN, we value collaboration, accountability, and innovation. Our teams work closely across disciplines to support physicians, improve access to care, and deliver a consistently high standard of service. We offer a supportive and engaging work environment where individuals are empowered to make an impact and contribute to meaningful growth.

If you are passionate about healthcare, driven by purpose, and eager to work in a collaborative, patient-centered organization, we invite you to explore a career with El Camino Health Medical Network.

Summary:

The Executive Assistant III to the President & Physician Leadership serves as a trusted strategic partner to the President and physician leadership team, providing comprehensive executive support and coordination of key organizational priorities. This role manages complex administrative and operational functions, facilitates communication across stakeholders, and supports the successful execution of strategic initiatives. The successful candidate is a highly organized, proactive professional who exercises exceptional judgment, maintains strict confidentiality, and effectively manages competing priorities in a dynamic healthcare environment.

Essential Functions:

Executive Administrative Support:

• Provide high-level executive support to senior leaders, Manage complex executive calendars, priorities, and schedules for the President and designated physician leaders, meeting coordination, communications, and travel arrangements.
• Draft, edit, and manage executive communications, presentations, reports, and correspondence on behalf of the President and physician leadership.
• Anticipate executive needs and proactively resolve scheduling, communication, and operational challenges.
• Evaluate, prioritize, and coordinate requests for executive time and resources while ensuring alignment with organizational priorities.
• Coordinate leadership meetings, retreats, special events, and strategic planning sessions for executive and physician leadership teams.

Board and Governance Support:

• Coordinate Board, committee, physician leadership, and executive meetings.
• Prepare agendas, meeting materials, presentations, minutes, and follow-up action items.
• Track and monitor executive and Board deliverables to ensure timely completion.

  Strategic Project Coordination

• Independently manage and coordinate high-priority executive initiatives and special projects on behalf of the President and physician leadership team.
• Coordinate strategic initiatives and special projects on behalf of the President.
• Monitor project timelines, milestones, and executive commitments.
• Facilitate communication and follow-up among executive leaders, physicians, and operational departments.

• Physician Leader Support

• Serve as a key administrative liaison between executive leadership, physician leaders, practice operations, and other stakeholders.
• Coordinate physician leadership meetings, communications, and special initiatives.

• Budgeting and Vendor Management

• Coordinate administrative budgets, executive office expenditures, and vendor services in support of executive leadership operations.
• Evaluate vendor contracts and coordinate relationships to ensure cost-effective and timely services (e.g., facilities, supplies, catering, security).
• Monitor and report on budget performance and recommend improvements, as necessary.
• Strategic Operations and Process Improvement
• Contribute to strategic planning and operational initiatives by providing insights and recommendations based on data analysis and hands-on experience.
• Identify opportunities for service optimization using data, analytics, and best practices to improve administrative workflows and service levels.
• Serve as a central point of coordination during high-priority events, audits, or corporate initiatives.
• Cross-Functional Collaboration
• Coordinate closely with departments such as HR, IT, Facilities, Finance, and Communications to ensure alignment and support across shared services.
• Resolve complex or escalated issues involving administrative support or office management.
• Provides direct supervision to two Executive Assistant team members, including assigning and reviewing work, establishing priorities, coaching performance, supporting professional development, and ensuring consistent delivery of high-quality executive and administrative support services. Promotes operational efficiency, teamwork, and adherence to organizational standards and expectations.

Minimum Requirements:

• Bachelor's degree required, degree in Business Administration, Operations, or related field preferred.

Experience:

• Minimum 7-10 years of executive administrative support experience, including direct support to C-suite executives, physician executives, or senior healthcare leaders.
• Experience supporting healthcare executives, medical group leadership, or physician organizations preferred.
• Experience preparing Board and executive-level materials, presentations, and communications preferred.

Other Knowledge, Skills, and Abilities:

• Strong project management and organizational skills with the ability to manage multiple priorities and stakeholders.
• Excellent communication, interpersonal, and critical thinking skills.
• Ability to exercise independent judgment and discretion in highly sensitive situations.
• Exceptional organizational and time-management skills.
• Strong executive presence and ability to interact with Board members, physicians, senior leaders, and external stakeholders.
• Ability to manage multiple complex priorities with minimal supervision.
• Advanced proficiency in Microsoft Office Suite and experience with project management tools or administrative systems.
• High level of discretion and professionalism when managing sensitive information.

Work Environment & Physical Requirements:

• This role is on site at the corporate office and may require occasional travel to affiliated sites or offsite meetings. Must be able to work in a fast-paced, high-demand environment with frequent interactions across all levels of the organization.