Executive Assistant to Chief Medical Officer

Executive Assistant to Chief Medical Officer

Hiring Range: $26.89 - $33.61 Per Hour

Benefits: 

• An incredible team approach that is dynamic and collaborative
• Comprehensive and generous health, dental and vision benefits
• Up to 19 days of PTO, 2 mental health days and 10 paid holidays your first year (pro-rated for part-time)
• Company paid short-term disability, long-term disability and life insurance
• Student loan payment assistance and extensive training

Are you a highly organized, detail-oriented administrative professional looking to make a meaningful impact in a supportive, mission-driven environment? Join Kitsap Mental Health Services as an Executive Assistant to the Chief Medical Officer (CMO), where you’ll provide essential support to the CMO, Medical Systems Director, Nursing Leadership, and Medical Services Team. This role is ideal for a skilled multitasker who thrives in a fast-paced, collaborative setting, where you’ll contribute directly to the success of critical health services.

Primary Responsibilities:

• Serve as a primary point of contact for the CMO, managing internal and external communications, and resolving or escalating urgent matters.
• Organize and manage coverage for medical providers on leave, coordinating with Medical Assistants and other impacted staff.
• Prepare, schedule, and take notes at various meetings, including Medical Services, 24/7 Services, Clinical Leadership, and external partners.
• Coordinate rotations and schedules for students and residents, acting as a liaison with educational institutions to arrange training and resolve issues as they arise.
• Act as the ARNP internship liaison, ensuring all intern onboarding processes are complete and coordinating schedules for client visits.
• Facilitate onboarding for new medical providers, ensuring equipment, office space, and training plans are in place.
• Manage pharmaceutical representative visits, sample inventories, and educational sessions with the Medical Services team.
• Draft, review, and organize documents and communications for the CMO, ensuring accuracy and compliance with KMHS policies.
• Provide executive-level support by attending and recording minutes for meetings on behalf of the CMO as needed.

Minimum Qualifications:

EDUCATION: High School Diploma or GED

EXPERIENCE: Specialist (minimum 4 years of job-related experience)

Knowledge of various types of medications, situational awareness and urgency, and understanding and responding to medical team needs

Preferred Qualifications:

EDUCATION: Associate’s degree (In Business, Accounting or Related Field)

EXPERIENCE: Specialist (minimum 5 years of job-related experience)

Performance Requirements:

KNOWLEDGE:

1. A strong knowledge of office procedures and forms to answer staff questions and facilitate problem-solving.
2. A strong understanding of privacy importance and a willingness to learn healthcare/HIPAA privacy laws

SKILLS:

1. Skill in establishing and maintaining effective working relationships with other employees, clients, organizations, and the public.
2. Superior organizational skills and dedication to completing projects in a timely manner.
3. Must be able to think critically and prioritize tasks.
4. Must be meticulous in identifying and tying up loose ends.
5. Excellent written skills, including spelling, punctuation, and grammar.
6. Computer skills - Proficient in Word, Excel, PowerPoint, and other Microsoft Office environments. 

ABILITIES:

Demonstrated ability to:

1. Show a high degree of professionalism and effective communication skills in all interactions.
2. Work independently and as a team member. 
3. Create and manage spreadsheets,