Job Details

About Altais:

At Altais, we're on a mission to improve the healthcare experience for everyone-starting with the people who deliver it. We help physicians focus more on patient care and less on paperwork through smarter technology, purpose-built tools, and a team-based model of care.

Our network includes Brown & Toland Physicians, Altais Medical Group, and Family Care Specialists. Together, we're building a more connected, physician-first healthcare system.

About the Role

Are you looking to join a fast-growing, dynamic team?

We're a collaborative, purpose-driven group that's passionate about transforming healthcare from the inside out. At Altais, we support one another, adapt quickly, and work with integrity as we build a better experience for physicians and their patients.

Under general supervision, the Executive Assistant provides comprehensive executive support to C-suite/senior-level executives in a wide range of administrative, event/project management, and team capacities. The incumbent supports, coordinates, implements and/or manages a variety of key departmental projects and other related duties as required for the assigned executives(s) and other leaders in these respective divisions and/or functions.

You Will Focus On:

• Administrative Support - Prepare and format information for internal and external distribution. Write letters and memos, compile data for reports, create computerized presentations, edit and proofread documents. Set agendas, prepare presentations, document meeting minutes and manage action items. Proficiently answer, screen and route internal and external inquiries. Create organizational charts, order supplies, coordinate assistance with office moves, equipment, software, office issues and any big events that the supported teams host or participate in. Setup and manage both electronic, paper filing systems and offsite record retention. Meet and greet external partners providing warm and inviting impression.
• Calendar Management and Logistics - Plan, organize, manage and analyze multiple calendars including complex calendar and meeting management. Schedule meetings, conference rooms, presentation equipment and catering. Ensure there are no scheduling conflicts and make sure executives know when and where they need to be.
• Cross Functional Collaboration - Work across Altais on behalf of the other executives by collaborating with other Administrative Assistants and Executive Assistants to provide coordinated support to various leaders. Provide back-up support for other assistants when needed. Partner with People & Engagement on new hire set-up and related on-boarding and termination activities.
• Event Management Activities - Organize meetings including board meetings, conferences, and special affairs, i.e. coordinating special meetings, social and team building activities, catering breakfast, lunches, dinner meetings and external community experiences, planning and coordinating team activities and events (staff meetings, annual business events, off-sites, all-hands, and/or external facing events).
• Timekeeping - May manage, audit, and approve timecards on behalf of department leaders, tracking PTO and working with Payroll on related issues and bring to a timely resolution.
• Administrative Support - Prepare and format information for internal and external distribution. Write letters and memos, compile data for reports, create computerized presentations, edit and proofread documents. Set agendas, prepare presentations, document meeting minutes and manage action items. Proficiently answer, screen and route internal and external inquiries. Create organizational charts, order supplies, coordinate assistance with office moves, equipment, software, office issues and any big events that the supported teams host or participate in. Setup and manage both electronic, paper filing systems and offsite record retention. Meet and greet external partners providing warm and inviting impression.
• Calendar Management and Logistics - Plan, organize, manage and analyze multiple calendars including complex calendar and meeting management. Schedule meetings, conference rooms, presentation equipment and catering. Ensure there are no scheduling conflicts and make sure executives know when and where they need to be.
• Cross Functional Collaboration - Work across Altais on behalf of the other executives by collaborating with other Administrative Assistants and Executive Assistants to provide coordinated support to various leaders. Provide back-up support for other assistants when needed. Partner with People & Engagement on new hire set-up and related on-boarding and termination activities.
• Event Management Activities - Organize meetings including board meetings, conferences, and special affairs, i.e. coordinating special meetings, social and team building activities, catering breakfast, lunches, dinner meetings and external community experiences, planning and coordinating team activities and events (staff meetings, annual business events, off-sites, all-hands, and/or external facing events).
• Timekeeping - May manage, audit, and approve timecards on behalf of department leaders, tracking PTO and working with Payroll on related issues and bring to a timely resolution.
• Expense Management - Manage, reconcile and complete expense reports, process invoices and resolve any billing issues with vendor and Finance, process and manage purchase/procurement requisitions and contracts.
• Budget Tracking - May participate in annual budgeting planning and preparation activities and ongoing tracking of department expenses as needed. Learn about department or company-wide cost savings standards and expectations, proactively pursuing other options when appropriate.
• Communication Management and Liaison - Manage internal communications and announcements, document editing for accuracy and clarity, presentation edits, internal and external email communications, and may manage Executive's email inbox. Manage the flow of information to executive members. Maintain confidentiality and exercise discretion to privy information.
• Travel Arrangements and Management - Coordination and planning of local and domestic travel, including organizing trip agendas and local logistics with the expectation of last minute changes. Registration of executive for various conferences and meetings throughout the year.
• Project Management Activities - May participate or lead projects, tracking and helping to drive completion of key deliverables, following up on outstanding items.
• Process Improvement - Develop and maintain administrative processes that reduce redundancy and improve accuracy while achieving organizational objectives, provide input for ways to improve structures and efficiency of Altais.
• Mass Mailings - Coordinate, print and execute mass mailings for Departments. Work collaboratively with Administrative team to ensure completion, timeliness and accuracy of mailings via USPS certified/regular mail, email and/or fax.
• Off Site Meeting Management - Participate in organizing and preparing materials for multiple offsite Committee meetings. Post meeting materials to Board Portal and manage up to date information on Board Portal. Assess multiple quorums. Follow up on action items from Committee meetings. Take and distribute meeting Minutes within a timely manner per established guidelines.

The Skills, Experience & Education You Bring

• High School Diploma or GED and some college level coursework required.
• Bachelor's Degree Preferred
• 5 years of experience supporting senior and/or C-suite level executives.
• Proficient computer skills including Microsoft Office (Word, Outlook, Excel, PowerPoint), other office productivity tools (email, calendaring, desktop publishing and database management).
• Word Processing: 75 wpm.
• Excellent communication skills, both written and verbal.
• Strong attention to detail, accuracy, and able to work effectively and routinely needing to multi-task with little or no direction or supervision in a fast-paced environment.

Base Salary

$85,000 - $98,000/yr

You Share Our Mission & Values:

Compassion

We act with empathy and a deep respect for the challenges faced by physicians and their patients. Our work is driven by a genuine commitment to improving lives and ensuring that care is delivered with dignity, understanding, and humanity.

Community

We foster a culture of collaboration--with physicians, patients across the healthcare ecosystem, and among our teams. By building strong, trusted relationships, we create a unified community focused on advancing patient care and physician well-being.

Leadership

We lead with integrity and vision, setting the standard for excellence in physician support and healthcare innovation. Through collaboration and expertise, we empower others to lead, drive change, and shape the future of care.

Excellence

We are relentlessly focused, results-driven, and accountable for delivering measurable value to physicians and the patients they serve. Our high standards reflect our commitment to excellence, operational discipline, and continuous improvement.

Agility

We embrace change as a constant and respond swiftly to the evolving needs of the healthcare industry. With flexibility and forward-thinking, we adapt, innovate, and act decisively to keep physicians at the forefront.

Altais values the contribution each Team Member brings to our organization. Final determination of a successful candidate's starting pay will vary based on several factors, including, but not limited to education and experience within the job or the industry. The pay scale listed for this position is generally for candidates that meet the specified qualifications and requirements listed on this job description. Additional pay may be determined for those candidates that exceed these specified qualifications and requirements. We provide a competitive compensation package that recognizes your experience, credentials, and education alongside a robust benefits program to meet your needs.

The anticipated pay range for this role is listed in our salary posting for transparency but may vary based on factors including the candidate's qualifications, skills, and experience.

Altais and its subsidiaries and affiliates are committed to protecting the privacy and security of the personal information you provide to us. Please refer to our 'CPRA Privacy Notice for California Employees and Applicants' to learn how we collect and process your personal information when you apply for a role with us.

External hires must pass a background check/drug screen. Qualified applicants with arrest records and/or conviction records will be considered for employment in a manner consistent with Federal, State and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran status or disability status and any other classification protected by Federal, State and local laws.