Executive Assistant to the Chief Medical Officer

Workforce Classification: Hybrid Kinwell was founded on the principle of personalized, whole-hearted care for every patient. We believe the best healthcare is a conversation, and one that includes nutrition, fitness, sleep, and behavioral health. Our Clinicians and Clinic Support staff drive real change in their patient's well-being. Along the way, we are setting a new standard for primary care, making it more accessible, impactful, and holistic. We are dedicated to building great places to work. We value all teammates and respect a diversity of thought, ideas, and cultures-all focused on the common goal of nurturing the health of those we serve. Kinwell fosters a culture that promotes employee growth, collaborative innovation, and inspired leadership. We bring agility to work every day and thrive on the opportunity to create something refreshing and new. This is where you come in. If you are looking for a new primary care opportunity, one based on the quality of care, not the quantity of patients, please consider our available positions. The Executive Assistant provides high-level administrative support to the Chief Medical Officer (CMO) of Kinwell. This role involves managing day-to-day administrative operations, ensuring the efficient flow of communication, handling confidential information, and facilitating smooth coordination between teams. The Executive Assistant acts as a liaison for the CMO between the executive team, leadership, and clinic teammates. This is a hybrid position, with flexibility to come to our Mountlake Terrace office one to two days a week. The Executive Assistant will be required to travel to our Westlake clinic in Seattle once a week for mail management. What you'll do: Office Operations (20%) Oversee and manage the day-to-day administrative operations for the CMO, including mail management and support. Support vendor contracting processes; review and process invoices ensuring accuracy and prompt submission for payment. Track renewals and maintain organized records for vendor agreements. Collaborate with other administrative staff to ensure clinic-wide efficiency in operations. Assist in budget planning, tracking expenses, and preparing and submitting travel and expense reports; reconcile any discrepancies with finance. Calendar Management (20%) Maintain and organize the CMO's schedule, including meetings, appointments, and travel arrangements. Coordinate and prioritize meeting requests, ensuring timely communication and preparation of necessary materials while proactively adjusting the schedule to accommodate urgent matters or conflicts. Provide scheduling support as needed for Regional Medical Directors. Communication (20%) Serve as the first point of contact for the CMO, managing correspondence via phone, email, and in-person. Draft, proofread, and distribute professional memos, letters, reports, and presentations on behalf of the CMO. Ensure accurate and timely communication with internal staff, external partners, board members, and vendors. Meeting Coordination and Committee Support (20%) Plan, coordinate, and operationally own the Medical Group business meetings, rhythm of the business staff meetings, and the annual clinician event. Prepare meeting agendas, take accurate minutes, and distribute them to relevant stakeholders. Provide seamless administrative support for executive committee meetings, including tracking attendance, preparing committee materials, scheduling, and taking minutes. Proactively ensure follow-up on action items from meetings and track progress on assigned tasks. Project and Event Management (20%) Coordinate and manage special projects and events initiated by the Chief Medical Officer (CMO) or in support of the clinical leadership team. Monitor and track project timelines, including deadlines, deliverables, and key milestones, to ensure successful and timely completion. Facilitate communication and collaboration among stakeholders to maintain alignment and resolve issues promptly. Prepare progress reports and documentation to keep leadership informed of status and outcomes. What you'll bring: Bachelor's degree or four years of work experience. Five years of experience as an Executive Assistant, Administrative Assistant, or equivalent experience. Experience leading collaborative projects and improving processes and workflows. Demonstrated experience in drafting, editing and managing internal communications with focus on clarity, consistency, and alignment with organizational tone and messaging. Excellent organizational, planning, prioritization, and problem-solving skills. Excellent verbal and written communication skills. Ability to interact effectively with management and teammates at all levels. Ability to handle confidential and sensitive information with discretion and organization. Independent decision-making skills and ability to influence others to resolve issues Experience utilizing Microsoft Office Suite, including Outlook, Microsoft Teams and Excel (Preferred) Familiarity with healthcare industry practices. (Preferred) Project Management Professional (PMP). (Preferred) Vaccine Requirement: Kinwell currently requires all teammates to provide proof of or complete a written attestation of a religious or medical exemption for influenza, COVID-19, and Hepatitis B vaccines. Healthcare providers may also be subject to CDC recommended vaccines. Kinwell provides equal employment opportunities to all without regard to race, color, religion, sex (including sexual orientation or gender identity), national origin, age, disability, genetic information or other protected status. Applicants with disabilities may be entitled to reasonable accommodations under the terms of the American with Disabilities Act and certain state or local laws. A reasonable accommodation is an adjustment to our standard application and/or interview process which will ensure an equal employment opportunity without imposing undue hardship on Kinwell. Please inform our Talent Acquisition team (recruiting@kinwellhealth.com) if you are requesting an accommodation to participate in the application process. What we offer: Paid Time Off & Paid Holidays Medical/Vision/Dental Insurance Personal Funding Accounts (HSA, FSA, DCA) 401K Basic Life Insurance Disability-Short Term and Long-Term Supplemental Life and ADD&D Tuition Reimbursement for qualifying programs Employee Assistance The pay for this role will vary based on a range of factors including, but not limited to, a candidate's geographic location, market conditions, and specific skills and experience. National Plus Salary Range: $78,000.00 - $126,800.00 *National Plus salary range is used in higher cost of labor markets including Western Washington and Alaska.