Executive Assistant; to CMO

Overview

Marin Community Clinics, founded in 1972, is today, a multi-clinic network with a wide array of integrated primary care, dental, behavioral, specialty and referral services. As a Federally Qualified Health Center (FQHC), we provide vital health services to almost 40,000 individuals annually in Marin County. The Clinics regularly receive national awards from the Health Resources and Services Administrations (HRSA). Our Mission is to promote health and wellness through excellent, compassionate care for all.

The Senior Executive Assistant (EA) provides advanced, high-level administrative, project, and operational support to the Chief Medical Officer (CMO) and additional Clinical Officers (e.g., Associate Medical Directors, Behavioral Health Director). This role functions as a strategic partner and extension of clinical leadership. Anticipates needs, managing sensitive information, ensuring smooth operations, and supporting initiatives that advance quality, access, and regulatory compliance across the FQHC.

The Senior EA is expected to exercise exceptional judgment, deep understanding of healthcare operations, and strong knowledge of FQHC regulatory and reporting requirements. The role requires independent decision-making, initiative, and the ability to coordinate complex projects with cross-functional teams.

This position is on-site, not a hybrid or remote position.

Executive Support

• Provides high-level administrative support to the CMO and designated Clinical Officers, including complex calendar management, prioritization of requests, and proactive schedule planning.
• Coordinates internal and external meetings, ensuring that agendas, materials, and follow-up actions are prepared and completed.
• Screens and prioritize emails, calls, and inquiries on behalf of clinical leadership; drafts professional correspondence and communications.
• Prepares presentations, reports, and briefing documents for Board meetings, clinical committees, funders, accreditation agencies, and executive leadership.

Clinical Operations & Project Coordination

• Supports major clinical initiatives, including quality improvement programs, operational redesign, population health efforts, and regulatory readiness.
• Tracks progress on key deliverables and proactively follows up with stakeholders to ensure timely completion.
• Coordinates cross-departmental meetings such as Quality Improvement Committees, Medical Leadership Meetings, Credentialing Committees, and operational work groups.
• Assists with implementation of new clinical workflows, policies, and compliance processes.

Regulatory & Compliance Support

• Ensures clinical leadership is prepared for HRSA Operational Site Visits, Joint Commission activities (if applicable), state audits, and payer compliance reviews.
• Helps maintain documentation for credentialing, privileging, scope of practice, and provider onboarding.
• Supports data collection and reporting for UDS, QI dashboards, and clinical performance measures.

Confidentiality & Information Management

• Handles sensitive information regarding patients, providers, staff, and organizational strategy with the highest level of confidentiality and discretion.
• Develops and maintains systems to organize, archive, and track documents, contracts, and compliance materials.
• Ensures communication flow between departments is timely, accurate, and aligned with organizational values.

Provider Workforce & Staffing Support

• Coordinates schedules, onboarding activities, and orientation for new medical providers.
• Manages the provider time-off calendars, CME tracking, licensure renewals, and credentialing documentation in collaboration with HR and Credentialing.
• Works with physician leaders to ensure adequate clinic coverage during provider absences.

Operational & Administrative Leadership

• Serves as a thought partner to clinical executives, helping to anticipate needs and challenges.
• Recommends workflow improvements to enhance efficiency, communication, and decision-making.
• Supports budget development processes, invoice approvals, and vendor contracting related to clinical operations.

Supervisory Responsibilities

• May supervise administrative support staff or coordinate administrative processes across clinical departments.

Education and Experience

Bachelor’s degree in business, healthcare administration, public health, or related field (or equivalent experience) preferred.

At least 5–7 years of experience supporting senior executives; healthcare or FQHC experience strongly preferred.

Deep understanding of FQHC operations, clinical workflows, compliance requirements, and medical terminology.

Advanced experience proficiency with Microsoft Office Suite (Excel, PowerPoint, Word), scheduling tools, and collaboration platforms (Teams, SharePoint, Zoom).

Experience working directly with clinical executives, medical providers, or quality/improvement teams preferred.

Familiarity with HRSA compliance, The Joint Commission, UDS reporting, credentialing systems, and healthcare…