Senior Executive Assistant - LifeLong Medical Care

Overview

The Senior Executive Assistant (EA) supports the Chief Executive Officer (CEO) and Chief of Staff (COS) in a dynamic and fast-paced environment. This role requires exceptional organizational, interpersonal, and leadership skills to manage complex calendars, coordinate travel, and prioritize shifting demands across the organization. As a key partner to the CEO’s office, the Sr. EA will be responsible for managing the organization’s rhythm of the business calendar, coordinating logistics, and serving as a representative for the Executive Office to influential leaders, government officials, Board of Directors and stakeholders. The Sr. EA reports directly to the CEO.

This role is required to work in-office four days a week (Monday–Thursday) to effectively manage responsibilities.

This is a full time, exempt, benefit eligible position, in Berkeley.

Please include a cover letter as part of your application. 

LifeLong Medical Care is a multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have over 15 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more. LifeLong Medical Care is an equal opportunity employer. We strongly encourage applications from women, people of color, and bilingual and bicultural individuals and members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, medical condition, or any other protected classification.

Benefits

Compensation: $90k - $120k/year. We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including ten paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan.

COVID-19 Vaccine Policy

In accordance with LifeLong Medical Care's commitment to provide and maintain a workplace that is free of known hazards, we have adopted a Mandatory COVID-19 Vaccine Policy to safeguard the health of our employees and their families; our patients and visitors; and the community at large from infectious diseases, that vaccinations may reduce. This policy will comply with all applicable laws and is based on guidance from the Centers for Disease Control and Order of the California State Public Health Officer. Unless a reasonable medical or religious accommodation is approved, all employees must receive COVID-19 vaccinations.

Responsibilities

CEO and Chief of Staff Partnership and Support

• Serve as trusted strategic support to CEO and Chief of Staff, anticipating needs before they arise
• Deep understanding of CEO's and COS's priorities, preferences, and communication style
• Ability to make independent decisions about CEO's time and commitments in alignment with COS priorities
• Expert at protecting CEO's time and energy while balancing organizational demands
• Masterful handling of CEO's personal and professional obligations in coordination with COS

Calendar and Travel Management 

• Manage complex and dynamic calendars, ensuring alignment with shifting priorities and availability across the Senior Leadership Team (SLT).
• Coordinate all travel arrangements, including detailed itineraries, accommodation, and ground transportation, while ensuring flexibility for last-minute changes.
• Proactively identify scheduling conflicts and work closely with the CEO and COS to manage overlapping commitments and shifting priorities.
• Track time allocation for the CEO, comparing desired time allocation with actual time spent ensuring alignment with strategic priorities.

Rhythm of the Business (ROB) Calendar Coordination 

• Oversee the organizational Rhythm of the Business (ROB) calendar, ensuring that key touchpoints, deliverables, and deadlines are met in a timely manner.
• Coordinate logistics for SLT meetings, offsites, and organizational events, ensuring seamless execution and alignment with LifeLong’s mission and goals.
• Work closely with the COS to ensure the ROB is up to date and reflective of the organization’s ongoing priorities, timelines, and critical meetings.

Stakeholder and External Relations 

• Act as a liaison and representative of the Executive Office to external stakeholders, including influential leaders, government officials, partners, and community representatives.
• Ensure that all external communications are handled diplomatically and professionally, maintaining LifeLong’s reputation and commitment to service.
• Prepare and review materials for key meetings with external stakeholders, ensuring that the CEO and COS are well-prepared with relevant information, context, and talking points.
• Masterful coordination with executive assistants across organization

Administrative Leadership and Expense Management 

• Manage expense reports, ensuring timely and accurate submission, review, and reconciliation in compliance with organizational policies.
• Oversee and manage executive office budgets related to travel, entertainment, and other needs.
• Provide regular updates on budget allocation and time management, ensuring alignment with strategic goals and organizational priorities.

Meeting and Event Management 

• Lead the logistics planning for SLT and cross-functional team meetings, including preparing agendas, tracking follow-up actions, and ensuring effective time management during meetings.
• Organize and manage offsite meetings and organizational events, including venue coordination, travel arrangements, catering, and technology setup.
• Support productive meetings and use of time by ensuring materials are prepared, reviewed, and distributed in advance.

Leadership and Collaboration 

• Serve as a key partner, acting as an extension of the Executive Office to ensure alignment and delivery of organizational priorities.
• Lead with diplomacy, demonstrating strong judgment in managing sensitive information and ensuring professional representation of the Executive Office.
• Foster collaborative relationships across the SLT and the broader organization to ensure open communication and alignment on executive priorities.

Qualifications

• Strong attention to detail and proactive problem-solving skills.
• Demonstrated ability to excel in a fast-paced environment while maintaining accuracy and attention to detail
• Highly proactive work style with ability to anticipate needs and take initiative without direction
• Outstanding written and verbal communication skills with ability to interact effectively at all levels of the organization and with external stakeholders
• High emotional intelligence and ability to handle high-pressure situations with poise and professionalism.
• Adept at managing executive calendars and priorities while navigating shifting schedules and deadlines.
• Ability to represent the CEO and Executive Office with tact, diplomacy, and professionalism in all interactions.

Job Requirements

• Bachelor’s degree or equivalent experience in executive administrative or business operations.
• Minimum of 7 years of experience in a Senior Executive Assistant role, supporting C-Suite executives.
• Strong proficiency in managing complex calendars, coordinating travel, and prioritizing high-level meetings across multiple stakeholders.
• Exceptional organizational skills with demonstrated ability to manage multiple tasks, including expense reports, budgeting, and tracking time allocations.
• Proven ability to handle confidential and sensitive information with discretion and professionalism.
• Excellent communication and interpersonal skills, with the ability to build relationships with senior leaders, external stakeholders, and cross-functional teams.
• Demonstrated leadership skills, with the ability to represent the Executive Office confidently and diplomatically.