LifeLong Medical Care

Executive Administrative Assistant

2 weeks ago(1/11/2018 7:17 PM)
# of Openings


LifeLong Medical Care, an innovative community health center, seeks an Executive Administrative Assistant (EAA) and Special Projects Coordinator to work with its CEO in our Admin building in Berkeley. The Executive Administrative Assistant role requires exceptional written and verbal skills, ability to handle many tasks at once, and to exercise judgement and work independently. The EAA also requires willingness to take on any type of task from support services for the CEO to managing and carrying out projects. This position requires reliable transportation to travel within our sites and to external locations. It also requires a willingness to do conceptual work to setting up meeting space and food for same. The EEA requires a Bachelor’s degree and a minimum of five years administrative experience but a Master’s Degree in a health related field is preferred and can be substituted for experience. Our emphasis is on creativity, entrepreneurial attitude, and willingness to do any task while learning the community health field or bringing experience in that field.


LifeLong Medical Care is a large, multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have 16 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more. LifeLong Medical Care is an Equal Opportunity Employer.



We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including nine paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan.  


  • Interpersonal skills—strong interpersonal skills required for interacting with senior leaders, fielding executive’s calls, setting up meetings and calls, and in some instances, attending internal meetings as a representative of the CEO.
  • Scheduling – manage the schedule of the CEO, including setting up meetings and making travel arrangements as needed; assist with travel arrangements of the executive’s team as needed.
  • Deadlines – manage important department deadlines for the executive and his team.
  • Document production and management – transcribe, format, edit, retrieve, and electronically file and track documents and presentations; must also be able to route documents successfully through an established approval process; must be able to maintain databases.
  • Writing and research – draft correspondence, memos, and presentations as well as conduct research on behalf of the CEO.
  • Technical expertise – must be proficient and comfortable setting up conference calls, video conference calls, video presentations, and other technology used by the CEO and his team.
  • Expense management – manage the CEO’s expense reporting; assist team members with expenses and directing expenses through the approval process. Manage the office petty cash.
  • Discretion – must be able to maintain confidentiality. Handle high-level inquiries and routes request appropriately.
  • Event planning – assist team with event planning and logistics including managing invitations, responses, related databases, orders and shipments, AV equipment inventory, and important deadlines.
  • Office management – ensure operation of office equipment by completing preventative maintenance, troubleshooting issues, and managing service calls and/or needed upgrades.
  • Training – maintain professional and technical knowledge by attending workshops, reviewing professional publications, and participating in professional organizations.
  • Supervision – may supervise, coach, train and develop the Medical Administrative Assistant.



  • Outstanding verbal, written and interpersonal communication skills.
  • Demonstrated computer skills, primarily with Microsoft Office programs and use of current equipment technology.  
  • Strong organizational skills, ability to prioritize tasks, and to work under pressure in a positive, friendly, supportive manner.
  • Ability to function independently and establish priorities.
  • Flexible to alter work schedule to include some evenings and weekends


Job Requirements          

  • 5 years of experience in a similar capacity
  • Bachelor’s Degree
  • Master’s Degree in a health related field is preferred and can be substituted for experience
  • Medical or human services background a plus
  • Reliable transportation to travel within our sites and to external locations
  • Supervisory experience a plus


Job Preferences

  • Community Health experience



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