SUMMARY
The Administrative Assistant provides high-level support to executive leaders, ensuring smooth daily operations and effective coordination across departments. Key responsibilities include managing complex calendars, scheduling and rescheduling meetings, preparing reports, and maintaining essential documentation. This role also assists with recruitment activities, tracks key performance and incentive metrics, and coordinates onboarding processes. Additionally, the assistant oversees monthly and quarterly reporting, coordinates employee recognition activities, and supports event planning for management meetings and social functions. Strong organizational, communication, and multitasking skills are essential, along with the ability to maintain confidentiality and manage priorities in a fast-paced environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Includes but is not limited to the following:
- Manage and maintain complex calendars for executive leaders, including scheduling, rescheduling, and prioritizing meetings (1:1s, leadership huddles, manager meetings).
- Support APP Recruitment: Coordinate APP interviews, reference checks, and onboarding.
- Support onboarding processes for new providers, ensuring completion of required documentation and checklists.
- Maintain and report on daily phone statistics.
- Employee Recognition Support: Coordinate awards, organize themed gifts, track milestone gifts, and create award templates
- Invoice Processing: Verify invoices and route for approval.
- Follow up on action items, deadlines, and assigned tasks to ensure timely completion.
- New Hire Orientation presentation backup
- Other duties as assigned by senior management
EDUCATION and/or EXPERIENCE
- High school diploma required.
- Bachelor’s degree highly preferred.
- 2-3 years of previous administrative support experience required.
- Excellent verbal and written communication skills.
- Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
- Excellent organizational skills and attention to detail.
- Proficient with Microsoft Office Suite or related software.
REQUIREMENTS:
- Valid CA Driver’s License and proof of auto insurance coverage required
KNOWLEDGE: The jobholder must demonstrate current competencies applicable to the job position.
- Excellent customer service
- Problem resolution skills
- Critical thinking skills and ability to analyze datasets
- Effective verbal and writing skills
- Microsoft Office knowledge (Word, Excel, and Outlook)
- Demonstrates customer-focused interpersonal skills and interacts effectively with practitioners, the interdisciplinary healthcare team, community agencies, patients, and families who may have diverse opinions, values, and religious and cultural ideals.
- Demonstrates ability to work autonomously and be directly accountable for results
- Demonstrates flexibility
- Exhibits capability to influence and negotiate individual and group decision making
- Possesses skills to function effectively in a fluid, dynamic, and rapidly changing environment
- Displays proven ability to positively influence behavior and outcomes
CONDITION OF EMPLOYMENT:
Salinas Valley Health Clinics requires you to prove that you have received the COVID-19 vaccine or have a valid religious or medical reason not to be vaccinated.
Proof of identity and legal authority to work in the U.S. is a condition of employment. Cypress Healthcare Partners/Salinas Valley Health Clinics will not sponsor applicants for work visas.
The range displayed on this job posting reflects the target for new hire salaries for this position.
Skills Required
- High school diploma required
- Bachelor's degree highly preferred
- 2-3 years of previous administrative support experience required
- Excellent verbal and written communication skills
- Excellent interpersonal skills
- Excellent organizational skills and attention to detail
- Proficient with Microsoft Office Suite or related software
- Valid CA Driver's License and proof of auto insurance coverage required
What We Do
Montage Health is a nonprofit healthcare organization with deep roots in Monterey County dating back more than 90 years. Independent and locally owned, Montage Health was created by Community Hospital of the Monterey Peninsula to deliver exceptional care to more people. Centered at the hospital, the Montage Health network includes MoGo Urgent Care, Montage Orthopedics and Sports Medicine Center, Montage Wellness Center, Montage Medical Group for primary and specialty care, Aspire Health Plan, and Ohana, a family-focused youth mental health program. Montage Health is continually investing in healthcare innovations to make the highest standard of care accessible to everyone in Monterey County.
