TITLE: Executive Assistant and Operations Coordinator                                                     

OFFICE LOCATION: Sacramento (hybrid)

CENTER: CMA Physician Services Organization                                         

EXEMPTION STATUS: Exempt

REPORTS TO: CEO

SALARY RANGE: $75,000-$95,000 annually

POSITION SUMMARY

The Executive Assistant and Operations Coordinator will play a pivotal role in supporting CMA PSO’s executive leadership and ensuring smooth operational workflows. This position involves managing executive schedules, coordinating key projects and events, overseeing financial reporting, and maintaining clear communication channels with internal teams and external stakeholders. The ideal candidate will demonstrate exceptional organizational skills, proactive problem-solving, and a commitment to advancing CMA PSO’s mission.

DUTIES & RESPONSIBILITIES

• Manage complex executive calendars, schedule meetings, and coordinate travel arrangements.

• Prepare meeting agendas, materials, and presentations; take detailed minutes and track follow-ups.

• Act as a liaison between executives and internal/external stakeholders, ensuring clear and professional communication.

• Handle sensitive information with discretion and confidentiality.

• Oversee daily business operations, including office management, supply inventory, and correspondence.

• Support the planning and execution of operational strategies to optimize efficiency.

• Coordinate internal workflows across departments to align with organizational priorities.

• Actively seek out opportunities to improve operational efficiency and effectiveness.

• Assist with financial reporting, including tracking budgets, processing expense reimbursements, and maintaining financial records.

• Collaborate with finance and accounting teams to ensure accuracy and compliance with financial policies.

• Monitor expenditures for key initiatives and generate reports for executive review.

• Support the execution of major projects and strategic initiatives by coordinating logistics, timelines, and deliverables.

• Serve as the front-line communicator for client-facing projects, managing aspects of correspondence and updates to external stakeholders.

• Maintain accurate project documentation and prepare reports to ensure progress is aligned with organizational goals.

• Organize and manage events such as symposiums, summits, and team-building activities.

• Handle logistics, including venue selection, vendor negotiations, and on-site support.

• Oversee event budgets and post-event evaluations to assess success and identify improvement areas.

• Facilitate effective communication with internal teams and external clients, vendors, and partners.

• Draft correspondence, reports, and presentations that reflect CMA PSO’s professionalism and mission.

• Build and maintain positive relationships with stakeholders to enhance collaboration and trust.

KNOWLEDGE & EXPERIENCE

• Bachelor’s degree in business administration, healthcare management, or a related field, or equivalent experience

• Strong organizational skills with the ability to manage multiple tasks and priorities effectively

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools

• Exceptional written and verbal communication skills

• Demonstrated ability to handle confidential information with extreme discretion

• Experience in the healthcare industry, particularly supporting physicians or medical practices

• Familiarity with financial reporting processes and tools

• Event planning experience for professional settings such as symposiums or summits

• Proficiency in CRM and collaboration platforms (e.g., Salesforce, GoHighLevel, or similar)

• Experience in managing communications with physicians and/or clients

PHYSICAL REQUIREMENTS

Must be able to lift 50 lb.

EDUCATION

Bachelor’s Degree preferred

(This job description reflects the general level and nature of the job. It is not intended to be all-inclusive.)