Summary:

El Camino Health Medical Network (ECHMN) is a growing healthcare provider organization dedicated to delivering high-quality, community-based ambulatory care across Santa Clara County. We strive to coordinate care that meets the unique needs of the diverse communities we serve while partnering with professionals committed to simplifying the healthcare experience.

The Executive Administrative Manager serves as a trusted business partner to the President of El Camino Health Medical Network and provides high-level executive and operational support to the organization's executive leadership team. This role is responsible for managing complex executive calendars, coordinating leadership activities, facilitating key organizational meetings, and ensuring seamless executive operations.

In addition to direct support of the President, the Executive Administrative Manager oversees Executive Administrative staff, manages administrative operations associated with the corporate office, supports Joint Operating Committee (JOC) and executive leadership meetings, and serves as a central coordinator for initiatives that require collaboration across departments and leadership teams. This position requires exceptional judgment, discretion, organizational leadership, and the ability to manage competing priorities in a fast-paced healthcare environment.

Essential Functions:

Executive Leadership Support

• Provide direct executive support to the President of El Camino Health Medical Network.
• Manage the President's complex calendar, including scheduling, prioritization of meetings, strategic time management, and resolution of scheduling conflicts.
• Coordinate executive leadership calendars and meeting logistics.
• Prepare executive correspondence, presentations, reports, agendas, briefing materials, and other confidential documentation.
• Serve as liaison between the President, executive leadership team, physicians, board members, community partners, and external stakeholders.
• Manage sensitive and confidential information with the highest level of discretion and professionalism.
• Coordinate executive travel arrangements, expense reporting, and reimbursements.

Executive Operations & Governance

• Coordinate and manage logistics for Joint Operating Committee (JOC), Executive Leadership Team (ELT), board, and other strategic leadership meetings.
• Prepare meeting materials, presentations, agendas, and supporting documentation.
• Record and distribute meeting minutes and monitor follow-up action items.
• Track organizational priorities, leadership deliverables, and strategic initiatives.
• Support executive communications and organizational announcements.
• Assist with special projects and initiatives on behalf of executive leadership

Leadership & Staff Management

• Provide day-to-day leadership and oversight of Executive Administrative staff.
• Establish priorities, workflows, and service expectations for executive support functions.
• Coach, mentor, and develop Executive Assistant personnel.
• Monitor workload distribution and ensure consistent support to executive leadership.
• Participate in hiring, training, performance management, and employee development activities for administrative staff.

Corporate Office Operations

• Oversee day-to-day operations of the corporate office and administrative functions.
• Coordinate corporate office activities, vendor relationships, building services, security access, and facilities-related needs.
• Ensure conference rooms, executive meeting spaces, and common areas maintain a professional environment.
• Manage office supply budgets, purchasing, vendor contracts, and administrative resources.
• Partner with IT, Facilities, Security, and other departments to support efficient office operations.

Administrative & Project Management

• Lead and coordinate cross-functional administrative projects and organizational initiatives.
• Develop and maintain efficient systems, workflows, and documentation processes.
• Maintain executive files, records, and documentation in accordance with organizational standards.
• Support onboarding and administrative integration of new leaders and executive staff.
• Serve as a resource for departments requiring executive engagement or leadership support.

Minimum Qualifications:

• Bachelor's Degree in Business Administration, Healthcare Administration, Health Management, Organizational Leadership, or related field required.
• Master's Degree in Healthcare Administration (MHA), Business Administration (MBA), or related field preferred.
• Minimum five (5) years of progressively responsible executive administrative support experience.
• Minimum two (2) years of experience supporting C-suite, physician executives, presidents, or senior healthcare leadership required.
• Previous supervisory or people leadership experience required.
• Experience supporting executive committees, boards, governance functions, or leadership councils preferred.
• Healthcare industry experience strongly preferred.

Other Requirements:

• Demonstrated experience managing highly complex executive calendars and competing organizational priorities.
• Experience coordinating executive-level meetings, strategic initiatives, and cross-functional projects.
• Proven ability to exercise independent judgment and maintain confidentiality.

Work Environment & Physical Requirements:

This position operates primarily in a professional office and healthcare administrative environment. The role routinely utilizes standard office equipment including computers, telephones, printers, copiers, and video conferencing technology. Work is primarily sedentary and performed in an indoor office setting with regular interaction with physicians, leadership, candidates, and staff. The position may require occasional travel between clinic or administrative locations for meetings, recruitment activities, onboarding, or operational support.

The role involves frequent communication and collaboration with physicians, executives, recruiters, compensation consultants, and operational leaders regarding physician recruitment, onboarding, compensation analysis, and related administrative functions. The work environment requires maintaining confidentiality, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare setting.