Executive Assistant - Health care

Unclassified - Oakland, CA

Full-time - Entry Level

Oakland, CA

About the position

The largest Health care provider in the East Bay is actively seeking a seasoned Executive Assistant to join the organization. This role is crucial in providing high-level administrative support to department managers and ensuring the smooth operation of various projects and meetings. The Executive Assistant will be responsible for orchestrating and organizing project meetings, which includes preparing materials such as agendas, timelines, reports, and presentations. This position requires a proactive individual who can screen telephone calls and visitors, referring them to the appropriate staff member as necessary. In addition to managing communications, the Executive Assistant will perform data input and maintain established databases, ensuring that all information is accurate and up-to-date. A key aspect of this role involves assisting Patient Care Coordinators with issuing IM letters and Durable Medical Equipment (DME) to members, which may include meeting patients and their families in their hospital rooms. The Executive Assistant will also oversee and maintain the DME closet, ensuring that all equipment is organized and readily available. Confidentiality is paramount, and the Executive Assistant will be responsible for maintaining confidential department files and records. Furthermore, this position may involve providing training and direction to other non-exempt personnel, making it essential for the candidate to possess strong leadership and communication skills. The ideal candidate will have a strong background in administrative support, particularly in a healthcare setting, and will be well-versed in the nuances of patient care and medical equipment management.

Responsibilities

• Orchestrates and organizes project meetings, schedules, and materials such as agendas, timelines, reports, and presentations.
• Screens telephone calls and visitors, referring them to the appropriate staff member.
• Performs data input and maintains established databases.
• Helps Patient Care Coordinators with issuing IM letters and Durable Medical Equipment to members, including meeting patients and their families in their hospital rooms.
• Oversees and maintains the DME closet.
• Maintains confidential department files and records.
• May provide training and direction to other non-exempt personnel.

Requirements

• Four (4) years experience performing administrative support functions for department managers.
• Strong proficiency with MS Office applications (Word, Excel, and PowerPoint).
• Strong proficiency in Lotus Notes.
• Well organized and detail-oriented.
• Strong customer service skills.
• Ability to merge documents and summarize information.
• Ability to follow written and verbal instructions.

Nice-to-haves

• Knowledge of Durable Medical Equipment.
• Knowledge of Medicare Appeal rights.