What are the responsibilities and job description for the Executive Assistant position at Kinwell?
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 Executive Officer (CEO), the Chief Medical Officer (CMO) and the Regional Medical Directors (RMD) of Kinwell. Additionally, this position will provide support to the Executive Leadership Team. This role involves managing day-to-day administrative operations, ensuring the efficient flow of communication, handling confidential information, and facilitating smooth coordination between departments. The Executive Assistant acts as a liaison between the executive team, leadership, and clinic teammates.
What you’ll do:
Office Operations (20%)
- Oversee and manage the day-to-day administrative operations of the executive office; to include 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 of all vendor agreements.
- Handle confidential and sensitive information with discretion and organization.
- Collaborate with other administrative staff to ensure clinic-wide efficiency in operations.
- Assist in budget planning, tracking expenses, and processing invoices related to the executive office.
- Prepare and submit travel and expense reports; reconcile any discrepancies with finance.
Calendar Management (20%)
- Maintain and organize the CEO, CMO, and RMD schedules, 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.
Communication (20%)
- Serve as the first point of contact for the CEO and CMO, managing correspondence via phone, email, and in-person.
- Draft, proofread, and distribute professional memos, letters, reports, and presentations on behalf of the CEO and 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%)
- Assist in the coordination and management of special projects and events led by the CEO and CMO.
- Track project deadlines, deliverables, and milestones to ensure timely completion.
What you’ll bring:
- Bachelor’s degree or four (4) years’ work experience.
- Ten (10) years’ experience as an Administrative Assistant or Executive Assistant.
- Demonstrated experience in drafting, editing and managing internal communications with focus on clarity, consistency, and alignment with organizational tone and messaging.
- Familiarity with healthcare industry practices. (Preferred)
- Project Management Professional (PMP). (Preferred)
Working Environment:
- Work is primarily performed in an office setting within a healthcare organization, which may include proximity to patient care areas.
- The work environment is generally quiet, but may involve some interruptions, high-paced demands and interactions with various departments.
- Occasional travel may be required.
- This role requires the ability to navigate within clinical or administrative areas of a healthcare organization.
- Annual Flu and Covid Vaccine strongly recommended.
Physical Requirements:
The following have been identified as essential physical requirements of this job and must be performed with or without an accommodation:
- This is primarily a sedentary role with prolonged periods of sitting at a desk and working on a computer.
- Ability to life or carry items weighing up to 25 pounds; occasionally may need to bend, stoop, or reach to retrieve items.
- This role requires the ability to keyboard and computer for extended periods of time and to communicate clearly and understandably in person, and over the telephone.
COVID-19 Vaccine Requirement
Kinwell Medical Group is requiring all employees, including telecommuters, to either show proof of being fully vaccinated from COVID-19 or have an approved medical or religious accommodation (based on a disability/medical condition or sincerely held religious belief). Applicants who are offered employment with Kinwell Medical Group will be required to show proof of being fully vaccinated within 72 hours of employment or request an accommodation prior to their start date. If you plan to submit a request for accommodation, please begin the process as soon as possible by clicking on the email link to send an email to leavesanddisability@premera.com.
Kinwell is an Equal Opportunity Employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply.
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
- Education & Development
- Employee Assistance
- Passport Discount Program
Equal employment opportunity/affirmative action:
Kinwell is an equal opportunity/affirmative action employer. Kinwell seeks to attract and retain the most qualified individuals without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, gender or gender identity, sexual orientation, genetic information or any other protected characteristic under applicable law.
If you need an accommodation to apply online for positions at Kinwell, please contact Kinwell Human Resources via email at hr@kinwellhealth.com.
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 Salary Range:
$67,800.00 - $98,400.00
National Plus Salary Range:
$67,800.00 - $112,200.00- National Plus salary range is used in higher cost of labor markets including Western Washington and Alaska.
Salary : $67,800 - $112,200
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