What are the responsibilities and job description for the Senior Executive Assistant position at Altais, Inc.?

About Our Company

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 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

As an Executive Assistant , you will work closely with our corporate leadership to serve as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the executives. You also serve as a liaison to the executive leadership team; monitor and respond to emails, coordinate heavy scheduling and calendaring meetings; organize and coordinates executive outreach; and oversee special projects. This position will support members of our C-Suite.

This position is located in our brand-new Oakland City Center location.

You Will Focus On :

Complete a broad variety of administrative tasks including managing an extremely active calendar; composing and preparing correspondence; arranging meeting agendas; monitors and responds to emails; scheduling and calendaring meetings
Set up meeting files, presentation development, sets meeting agendas, prepares promotional materials, has a strong command of Microsoft Excel and PowerPoint; research required information or background on organizations and individuals; prepare travel arrangements, expense reports, plan / coordinate and ensure the senior executive's schedule is followed and respected; acts in a "gatekeeper" capacity, creating win-win situations for direct access to the executive
Research, prioritize, and follow up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature. Consult with the executive in determining appropriate course of action, referral, or response; communicate directly, and on behalf of the executive with senior leaders and board members, and others on matters related to the organization's initiatives and activities
Provide a bridge for clear communication and maintains credibility, trust and support between the office of the executive and the internal staff
Work closely and effectively with the executive to keep the leader well informed of upcoming commitments and responsibilities and follows up appropriately. Acts as a "barometer," having a sense for the issues taking place in the internal and external environments and keeps the executive updated
Draft acknowledgement and thank you letters, personal correspondence, and other tasks that facilitate the executive's ability to effectively lead the organization. Prioritize conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures
Light project management as needed
Run some operational meetings

Board of Director Support :

Assist with the production of materials for distribution to our Board of Directors

Prepare and coordinate presentation materials for the legal and regulatory departments and corporate purposes

Prepare for Board and Committee Meetings, including scheduling, preparing agendas, distributing materials, and drafting meeting minutes memorializing key points

Generate and distribute legal documents, reports, memos, letters and statements

Maintain Legal databases

Organize and track legal documents

Maintain, manage and process a high volume of documents across multiple formats including Microsoft Word and Adobe Acrobat Pro

Communicate professionally with outside counsel, vendors, board members, officers, business partners and teammates at all levels of the organization

Office Management :

Serves as the day-to-day manager of office logistics; manage accounts receivable and payable, maintains office supplies, mail processing, and manages office protocols including IT, equipment, phone protocols, etc.

Process invoices, track payments, assist with the setup of new vendors and handle billing queries from existing vendors

Perform several high-level review functions including department financial performance against budget, and processing payment for vendors and related service contracts; sets up internal systems and protocols ensuring standardization of processes and a high level of efficiency

The Skills, Experience & Education You Bring

Be both service-oriented and a behind-the-scenes leader; able to effectively manage multiple projects and tasks simultaneously; must have excellent organizational skills and possess the ability to design, set up and manage internal processes and protocols; must manage collaboratively and thrive in a fast-paced, rapidly changing environment; must possess a positive, can-do attitude and value continuous professional development

Possess good judgment, attention to detail and a keen sensitivity and responsiveness to the executive's needs and requests

Work executive hours and must be willing to work non-business hours when needed for special projects or events; must have excellent communication skills, both verbal and written, and work with a sense of urgency while applying a well-honed attention to detail

Have a minimum of 5 years of experience of increasing professional level responsibility in executive support for C-level executives

Experience with Diligent is preferred

Expert proficiency with Microsoft Office applications, electronic communications, and IT savvy is required

Requires a Bachelor's degree or equivalent work experience in administrative services. Experience in coordinating and providing support to large complex projects

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.

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