Healthcare Executive Assistant

Position Overview

The Healthcare Executive Assistant acts as a crucial administrative partner to the Chief Executive Officer (CEO) and offers comprehensive administrative and operational aid to the Executive Leadership Team. This high-profile role entails managing executive operations, complex scheduling, communications, and fostering coordination between internal departments and external partners.

This role also functions as the CEO’s primary liaison with the Board of Directors, overseeing Board governance activities such as meeting logistics, communications, and administrative duties related to Board and Committee processes. Maintaining official governance records and ensuring timely information flow are essential tasks.

Operating with utmost professionalism, discretion, judgment, and initiative, the Assistant must exhibit superior organizational abilities, meticulous attention to detail, and adeptness in juggling multiple priorities within a dynamic, fast-paced environment.

Working closely with the CEO, Executive Leadership Team, Board members, and key stakeholders, this position provides a holistic view of the organization's mission, strategic priorities, and community impact.

Working Hours & Location

This is a full-time role based in Union City, CA, requiring 40 hours per week, generally Monday through Friday, with occasional Saturdays.

About Tiburcio Vasquez Health Center (TVHC)

TVHC is a nonprofit community health center focused on advancing community health and well-being by delivering accessible, high-quality services across primary care, dental care, WIC support, mental health counseling, and community health education.

Compensation and Benefits

The hourly wage ranges from $31.50 to $38.00 based on experience. TVHC follows a market-based pay scale to ensure fairness and equity, supplemented by a comprehensive benefits package that includes fully covered medical co-payments and premiums, dental and vision plans (inclusive of dependents and domestic partners), generous paid leave and holidays, Flexible Spending Accounts, retirement plans with employer match, tuition reimbursement, monthly employee treats, pet insurance, and more.

Key Responsibilities

• Provide direct administrative support to the CEO and assigned Executive Leadership members, managing a demanding, multifaceted calendar and coordinating travel, reimbursement, and correspondence.
• Handle scheduling conflicts and prioritize urgent organizational needs, preparing agendas, reports, presentations, and executive communications.
• Draft, revise, and format professional documents including Board materials and corporate correspondence.
• Track action items and deliverables to ensure timely fulfillment and uphold a confidential environment regarding personnel, legal, financial, and strategic matters.
• Serve as a principal contact liaison for stakeholders both internal and external.
• Organize meetings, retreats, leadership events, and maintain executive documentation, contracts, and records.
• Support executive communications and maintain databases, providing exceptional service to all levels across the organization and community partners.
• Maintain project schedules, coordinate cross-departmental meetings, assist in data gathering and analysis, and monitor progress on strategic initiatives ensuring accountability.
• Function as the lead liaison between the CEO and Board of Directors, managing Board meeting logistics, materials preparation, minute taking, and governance documentation.
• Facilitate Board member onboarding, committee activities, compliance processes, and maintain confidentiality and professionalism in all Board communications.

Qualifications

• Bachelor’s degree required; preferred fields include Business Administration, Healthcare Administration, Public Administration, Communications, or Organizational Leadership.
• At least five years of increasingly responsible experience providing executive administrative support, ideally to a CEO or similar leadership role, including experience with Board governance.
• Preferred background in healthcare, community health centers, Federally Qualified Health Centers, nonprofits, or public sector organizations.
• Proven ability to coordinate complex projects, executive initiatives, and contribute to strategic planning.
• Expertise in Microsoft Office Suite, Adobe Acrobat, and virtual meeting platforms with excellent organizational and communication skills.
• Capability to manage competing priorities, meet tight deadlines, and demonstrate active listening and high integrity.
• Willingness to travel to locations as directed by the CEO.
• Commitment to upholding the organization’s Service Excellence Standards.