Executive Assistant
Facktor
WHO WE ARE:
Facktor is a healthcare consulting firm servicing primarily Federally Qualified Health Centers (FQHCs), along with hospitals, health plans, medical groups, academic programs, Independent Physicians’ Associations (IPAs), and foundations to assure profitable financial modeling, strategic planning and expansion, as well as maximization of grant and operational revenue and compliance with regulatory agencies and review bodies. Facktor provides guidance related to clinic development including financial and operational assessments, quality improvement, strategic planning, and development of Health Resources and Services Administration / Bureau of Primary Health Care (HRSA / BPHC) grant applications and implementation processes. Facktor also provides consulting services related to general clinic management including finance and operations support as well as advanced clinical model development including project management of the Patient Centered Medical Home (PCMH) designation process and other quality and population health management initiatives.
WEBSITE: facktorhealth.com
DEFINING YOUR ROLE AT FACKTOR:
At Facktor no matter what role you hold, we are all working towards a common goal of being the highest quality consultancy firm in the healthcare industry. We expect all to fulfill our core values:
- Better Than Yesterday: We embody a commitment to continuous improvement. "Better Than Yesterday" is our shared philosophy. We strive to elevate ourselves, enhance the experiences of our clients, and contribute positively to our community and team. Each day is an opportunity for progress, and our work reflects a relentless pursuit of excellence.
- Shoulder to Shoulder: We stand side by side, working towards common goals, and solving problems collectively. "Shoulder to Shoulder" encapsulates our collaborative spirit. Your success is our success, and we support you, not only in triumphs but also during challenges, meeting you where you are with understanding and solidarity.
- With Heart: We don’t just perform tasks; we make a meaningful difference “With Heart.” While we strive for innovative solutions and drive toward quality results, we lead by caring for our fellow team members, our clients, and our community.
WHAT YOU’LL DO:
We are seeking a highly organized and detail-oriented Executive Assistant to join our healthcare consulting firm.The successful candidate will be responsible for providing comprehensive administrative support to our leadership team. In this dynamic role, the Executive Assistant will master a range of vital administrative tasks, including managing invoicing, orchestrating calendar and schedule coordination, and keeping client rosters and employee access up-to-date. They will play a key role in streamlining payroll processes, refreshing firm resources, and ensuring smooth internal meetings. Additionally, they will play a key role in welcoming new staff, making their onboarding experience seamless and engaging.
If you thrive in a fast-paced environment, are detail-oriented with a passion for developing and refining invoices, we invite you to submit your application. Join our team and contribute to our mission of providing high-quality consulting services to the healthcare industry.
RESPONSIBILITIES:
- Support sensitive and confidential information with discretion, ensuring data privacy and security protocols are followed in all invoicing activities.
- Handle and maintain confidential HR information, including sensitive employee records and internal matters, with discretion and integrity.
- Accurately input and update data in various systems and databases, and generate reports as required by management.
- Maintain organized records and documentation for auditing and reference purposes.
- Efficiently manage and coordinate the complex schedules of six Executive Leadership Team members, including scheduling and prioritizing appointments, meetings, and events. Utilize calendar management tools and systems to maintain accurate and up-to-date schedules for the leaders, ensuring they are well-prepared and organized for their daily activities.
- Assist with managing employee access to company systems and resources, ensuring proper authorization and security protocols are followed. (Updating Harvest/Forecast)
- Provide firmwide support in packaging and branding documents, decks, proposals, etc.
- Maintain firm-wide employee calendar
- Support new employee onboarding by drafting offer letters, agendas, workbooks, scheduling meetings, etc.
- Handle incoming and outgoing communications, including email, phone calls, and mail, on behalf of the executive team, ensuring prompt and professional responses.
- Prepare internal meeting agendas, documents, and presentations, take meeting minutes, and distribute them to relevant parties. (Directors meetings, divisional partner meetings, etc.)
- Update and maintain customer relationship management (CRM) system
- Update and maintain new client/contact tracker
- Create, update, and maintain SharePoint sites and content to ensure accurate and organized document management and collaboration.
- Track and follow up on expense reports, ensuring timely submission, accurate documentation, and adherence to company policies, while addressing any discrepancies or issues with vendors and employees.
- Coordinate the ordering and preparation of conference materials, including promotional items, presentation supplies, and delegate packages, ensuring timely delivery and adherence to event specifications.
WHAT WE LOOK FOR:
- Warm and energetic personality with an ability to connect with clients and thrive in a team environment.
- High school diploma or equivalent (Bachelor's degree preferred).
- Experience working in a remote environment
- Proven experience as an executive assistant or in a similar administrative role.
- Proficient computer skills, including Microsoft 365 Office Suite (Word, Excel, PowerPoint, Sharepoint, Forms) and experience with invoicing and payroll software.
- High-level command of Excel.
- Strong organizational and time management abilities, with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Ability to maintain strict confidentiality and exercise discretion.
- Self-motivated and able to work independently, with minimal supervision.
- Strong attention to detail in writing, analytics, and compliance.
- Ability to navigate through ambiguity.
- Ability to build trusted relationships.
- Ability to complete assigned tasks with guidance from managers, directors, and partners
- Ability to juggle multiple projects concurrently
- Ability to manage multiple calendars/schedules
- Proactive—does not wait for things to happen—makes them happen.
- Superior written, verbal, and interpersonal communications skills.
- Excellent organizational skills.
- Prior experience in community healthcare a plus, but not a requirement.
- Mission Driven- motivated by working with non-profits who deliver high quality care
- Familiarity with FQHC and HRSA requirements is a plus.
LOCATION: Facktor supports a remote office environment. Ideal candidates are located in the Southern California area, with flexibility to commute to Los Angeles 10% of the time.
DIVISION: Executive and Administration
SCHEDULE: Full-Time
SALARY RANGE: $65,000 -$70,000 may vary based on skills, experience, and location
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:
Facktor provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Facktor complies with applicable state and local laws governing non-discrimination in employment in every location in which the organization has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
