Executive Assistant

POSITION SUMMARY 

The Executive Assistant serves as a strategic thought partner and operational extension of the Executive Leadership Team. This role goes beyond administrative support to drive the execution of executive priorities, organizational alignment, and leadership effectiveness. The position provides dedicated support to multiple executives, balancing competing priorities while ensuring seamless coordination across leadership. Responsibilities include general administrative duties, translating strategy into action, supporting decision-making, and ensuring follow-through across leaders, initiatives, and stakeholders. The ideal candidate anticipates needs before they arise, synthesizes information into insights, and serves as a force multiplier for the executive's effectiveness, decision-making, and long-term priorities.

EXPECTATIONS

Every Adelante Healthcare employee will strive to maximize their performance and contribution to Adelante Healthcare and the community we serve every day. Employees are expected to work in a manner that demonstrates a commitment to quality, patient safety, employee engagement, innovation, and the highest standards of personal integrity, professionalism, and competence. 

OUR CORE VALUES

• Inclusion
• Nurture 
• Service
• Purposeful 
• Integrity
• Resilient
• Engaged

ESSENTIAL SKILLS AND EXPERIENCE:

• Bachelor’s degree preferred or equivalent combination of education and relevant experience considered
• Minimum of five (5) years of experience supporting senior executives or leading cross functional initiatives in complex organizations
• Demonstrated experience in coordination, project management, or organizational operations
• Strong judgment, initiative, and problem solving skills
• Advanced proficiency in Microsoft Office Suite, communication tools, presentation development, data synthesis, and executive briefing materials
• Excellent verbal and written communication skills
• Ability to manage competing priorities while maintaining strategic focus and execution discipline
• Ability to maintain confidentiality and handle sensitive information
• Experience supporting multiple executives and coordinating across leadership teams required

IDEAL CANDIDATE PROFILE

The ideal candidate is proactive rather than reactive, anticipating needs, risks, and opportunities before they surface. They are analytical yet intuitive, able to synthesize data while also reading context, people, and organizational dynamics. This individual is comfortable challenging ideas respectfully, offering candid input and alternative perspectives that strengthen decision making and outcomes.

They maintain a calm, steady presence under pressure, bringing clarity and focus in fast paced or highstakes situations. They are highly detail oriented without losing sight of the big picture, balancing precision and follow through with strategic awareness. Above all, they are energized by enabling others to operate at their highest level, taking pride in amplifying executive effectiveness, alignment, and impact.

POSITION RESPONSIBILITIES

• Executive Support
  • Prepare and organize materials for meetings, presentations, and internal communications; coordinate meetings, develop agendas, track action items, and ensure timely follow up
  • Manage complex calendars, prioritizing competing demands with sound judgment
  • Draft, edit, and manage executive communications, both internal and external
  • Act as a trusted point of coordination between executives, senior leaders, and key partners to enable effective collaboration and decision making
  • Exercise delegated decision making authority on behalf of the executive when appropriate
  • Perform additional administrative and operational duties as requested, consistent with the scope and responsibilities of the role
  • Provide backup coverage for other administrative roles as needed to ensure continuity of executive and organizational operations
• Operational Effectiveness and Change Management Support
  • Partner with executive leadership to support change management for organizational initiatives
  • Coordinate communications, track readiness and adoption milestones, and ensure consistent follow through across stakeholders
  • Monitor organizational sentiment and emerging themes, proactively briefing executives on risks, concerns, or misconceptions to support informed decisions and effective change adoption
  • Track progress against executive priorities and follow up on action items to ensure accountability and timely execution
• Strategic Partner
  • Conduct research, analyze data, and synthesize findings into actionable recommendations
  • Serve as a trusted advisor and sounding board to the executive to eliminate silos and improve execution
  • Translate priorities into clear, actionable guidance, cascading information across teams to align activities with strategic objectives
  • Drive execution of key executive initiatives on behalf of the executive, ensuring disciplined follow through and progress against strategic goals
• Leadership Presence
  • Model our core values and culture, serving as a visible example of professionalism, integrity, and mission driven leadership
  • Build strong cross functional relationships across the organization
  • Represent the executive with professionalism and sound judgment
  • Provide candid feedback and thoughtful perspective when appropriate
  • Operate with high emotional intelligence and situational awareness

NONESSENTIAL SKILLS AND EXPERIENCE:

• Experience in healthcare, nonprofit, or highly regulated environments preferred

Additional Duties and Responsibilities

• Other duties as requested or assigned

Patience Centered Medical Home (PCMH)

All employees are responsible for promoting and participating in interdisciplinary communication and collaboration to enhance the delivery of quality across the health care system. Employees should maintain an environment which supports and engages patients and coworkers in a caring team based model to promote wellness and improve health outcomes.

Adherence to Compliance and Code of Conduct

All employees are required to comply with Adelante Healthcare’s written standards, including its Compliance Program and Standards of Conduct, policies and procedures, and reporting of any conduct that potentially violates Adelante’s legal or compliance requirements. Such compliance will be an element considered as part of the regular performance evaluation.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee may be required to sit for long periods of time, is required to stand, walk, use hands to handle or feel objects, tools or controls; reach with hands and arms; talk or hear; and manage stress as it relates to essential job functions. The employee must frequently lift and/or move up to 10 pounds without assistance and may occasionally be required to lift or move up to 25 pounds with assistance. Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.

Work environment: The work environment is primarily a general office setting with a moderate noise level. The position requires occasional travel to various clinic sites and may involve exposure to outdoor weather conditions during travel. When present in clinical areas, the employee may be exposed to health hazards, including contagious diseases and bloodborne pathogens. Appropriate safety training and personal protective equipment will be provided in accordance with applicable OSHA and organizational safety standards.