Executive Assistant to the Chief Medical Officer

Columbia, IN - USA

Monthly Salary: $ 78000 - 126800

Posted on: 4 days ago

Vacancies: 1 Vacancy

Job Summary

Workforce Classification:

Hybrid

Kinwell was founded on the principle of personalized whole-hearted care for every patient. We believe the best healthcare is a conversation and one that includes nutrition fitness sleep and behavioral health. Our Clinicians and Clinic Support staff drive real change in their patients well-being. Along the way we are setting a new standard for primary care making it more accessible impactful and holistic.

We are dedicated to building great places to work. We value all teammates and respect a diversity of thought ideas and culturesall focused on the common goal of nurturing the health of those we serve.

Kinwell fosters a culture that promotes employee growth collaborative innovation and inspired leadership. We bring agility to work every day and thrive on the opportunity to create something refreshing and new. This is where you come in. If you are looking for a new primary care opportunity one based on the quality of care not the quantity of patients please consider our available positions.

The Executive Assistant provides high-level administrative support to the Chief Medical Officer (CMO) of Kinwell. This role involves managing day-to-day administrative operations ensuring the efficient flow of communication handling confidential information and facilitating smooth coordination between teams. The Executive Assistant acts as a liaison for the CMO between the executive team leadership and clinic teammates.

This is a hybrid position with flexibility to come to our Mountlake Terrace office one to two days a week. The Executive Assistant will be required to travel to our Westlake clinic in Seattle once a week for mail management.

What youll do:

Office Operations (20%)

Oversee and manage the day-to-day administrative operations for the CMO including mail management and support.

Support vendor contracting processes; review and process invoices ensuring accuracy and prompt submission for payment. Track renewals and maintain organized records for vendor agreements.

Collaborate with other administrative staff to ensure clinic-wide efficiency in operations.

Assist in budget planning tracking expenses and preparing and submitting travel and expense reports; reconcile any discrepancies with finance.

Calendar Management (20%)

Maintain and organize the CMOs schedule including meetings appointments and travel arrangements.

Coordinate and prioritize meeting requests ensuring timely communication and preparation of necessary materials while proactively adjusting the schedule to accommodate urgent matters or conflicts.

Provide scheduling support as needed for Regional Medical Directors.

Communication (20%)

Serve as the first point of contact for the CMO managing correspondence via phone email and in-person.

Draft proofread and distribute professional memos letters reports and presentations on behalf of the CMO.

Ensure accurate and timely communication with internal staff external partners board members and vendors.

Meeting Coordination and Committee Support (20%)

Plan coordinate and operationally own the Medical Group business meetings rhythm of the business staff meetings and the annual clinician event.

Prepare meeting agendas take accurate minutes and distribute them to relevant stakeholders.

Provide seamless administrative support for executive committee meetings including tracking attendance preparing committee materials scheduling and taking minutes.

Proactively ensure follow-up on action items from meetings and track progress on assigned tasks.

Project and Event Management (20%)

Coordinate and manage special projects and events initiated by the Chief Medical Officer (CMO) or in support of the clinical leadership team.

Monitor and track project timelines including deadlines deliverables and key milestones to ensure successful and timely completion.

Facilitate communication and collaboration among stakeholders to maintain alignment and resolve issues promptly.

Prepare progress reports and documentation to keep leadership informed of status and outcomes.

What youll bring:

Bachelors degree or four years of work experience.

Five years of experience as an Executive Assistant Administrative Assistant or equivalent experience.

Experience leading collaborative projects and improving processes and workflows.

Demonstrated experience in drafting editing and managing internal communications with focus on clarity consistency and alignment with organizational tone and messaging.

Excellent organizational planning prioritization and problem-solving skills.

Excellent verbal and written communication skills.

Ability to interact effectively with management and teammates at all levels.

Ability to handle confidential and sensitive information with discretion and organization.

Independent decision-making skills and ability to influence others to resolve issues

Experience utilizing Microsoft Office Suite including Outlook Microsoft Teams and Excel (Preferred)

Familiarity with healthcare industry practices. (Preferred)

Project Management Professional (PMP). (Preferred)

Vaccine Requirement:

Kinwell currently requires all teammates to provide proof of or complete a written attestation of a religious or medical exemption for influenza COVID-19 and Hepatitis B vaccines. Healthcare providers may also be subject to CDC recommended vaccines.

Kinwell provides equal employment opportunities to all without regard to race color religion sex (including sexual orientation or gender identity) national origin age disability genetic information or other protected status. Applicants with disabilities may be entitled to reasonable accommodations under the terms of the American with Disabilities Act and certain state or local laws. A reasonable accommodation is an adjustment to our standard application and/or interview process which will ensure an equal employment opportunity without imposing undue hardship on Kinwell. Please inform our Talent Acquisition team () if you are requesting an accommodation to participate in the application process.

What we offer:

Paid Time Off & Paid Holidays
Medical/Vision/Dental Insurance
Personal Funding Accounts (HSA FSA DCA)
401K
Basic Life Insurance
Disability-Short Term and Long-Term
Supplemental Life and ADD&D
Tuition Reimbursement for qualifying programs
Employee Assistance

The pay for this role will vary based on a range of factors including but not limited to a candidates geographic location market conditions and specific skills and experience.

National Plus Salary Range:

$78000.00 - $126800.00

*National Plus salary range is used in higher cost of labor markets including Western Washington and Alaska.

Required Experience:

Workforce Classification:HybridKinwell was founded on the principle of personalized whole-hearted care for every patient. We believe the best healthcare is a conversation and one that includes nutrition fitness sleep and behavioral health. Our Clinicians and Clinic Support staff drive real change in...