Executive Assistant (to CMO and CPO)

Position Title: Executive Assistant (to CMO and CPO) Reports To: Chief Medical Officer and Chief Pharmacy Officer FLSA Status: Full time - Salaried, exempt as defined under Fair Labor Standards Act Location: Sanford Administration Content Last Revised: 11/02/2026 Organization Overview The Central Florida Family Health Center, Inc. dba True Health is a private, not-for-profit federally qualified health center (FQHC) serving Central Florida since 1977. Our mission is to provide high-quality, comprehensive healthcare at a reasonable cost to everyone. Job Summary The Executive Assistant provides high-level administrative support to the Chief Medical Officer (CMO), Chief Pharmacy Officer (CPO), and Executive team in the daily operations of managing a multi-site community health center. This individual will be responsible for organizing events, producing reports, conducting research, handling information requests, and performing clerical functions to include receiving visitors, arranging conference calls or in-person meetings, and scheduling meetings for executives. This is NOT a remote position. Key Responsibilities Manage the executives’ calendar and schedule appointments Prepare outgoing correspondence/filing/order supplies for office Research, prioritize, and follow up on incoming issues and concerns addressed to the Executives, including confidential or sensitive issues, and determine appropriate course of action, referral, or response Coordinate and participate in meetings and events as requested or required by the assigned executives Prepare agendas, meeting materials, and meeting minutes timely Arrange travel, accommodations, and itineraries Serve as a liaison between executives, providers, pharmacists, staff, vendors, and community partners Support organization wide projects and strategic initiatives Manage office supplies, filing systems, and administrative operations Maintain records, documents, contracts, and executives’ files Support regulatory, accreditation, and governance activities Monitor deadlines and coordinate follow up activity Manage multiple projects in a fast-paced environment and prioritize projects that require executive involvement to include arranging facilities, IT, caterers, issuing invitations, and working alongside other departments as needed Open mail and redirect documents, as necessary Handle all incoming calls for the assigned executives Highly focused and results-oriented in supporting complex, deadline-driven operations, able to maintain goals and priorities, and resolve issues in initial stages Prepare Boardroom, other facilities, or virtual platforms for productivity, provider trainings, pharmacy trainings, healthy start of orange county activities, and any other meeting deemed necessary by the Chief Medical Officer/Chief Pharmacy Officer/Executive Team Coordinate lunches/dinners for the Executive and Senior Leadership Team Facilitate the provider credentialing document collection process Participate in HRSA, AAAHC, and other compliance operational readiness support Coordinate medical staff, pharmacy staff, Healthy Start of Orange County staff, and student onboarding Assist in the coordination, tracking, and maintenance of Continuing Education (CE) and Paid Time Off (PTO) requests Communicate approved absences with clinic leadership and scheduling personnel Coordinate quarterly peer reviews for the medical providers Communicate and coordinate meetings with medical institutions for student placement Coordinate meetings and activities with collaborative institutions and local agencies Assist with creation and uploading of standard operating procedures and policies Perform and compile any requested research or activities to support executive and senior leadership team projects Uphold a strict level of confidentiality Highly analytical, discreet, and diplomatic Strong project management skills and detail-oriented Coordinate internal and external events, ensuring seamless execution and logistics management Develop rapport and sustain a level of professionalism among board members, staff, patients, and vendors Be available after hours and weekends as needed to support the Executives Participate in and support community events sponsored by True Health Travel as necessary using personal vehicle (must maintain current auto insurance at own expense) Other responsibilities as assigned Essential Functions Problem Solving Project Management Customer Service Verbal Communication Written Communication Leadership Professional Judgement Planning/Organizing Adaptability Initiative Administration/Operations Minimum Qualifications Education: Bachelor’s degree preferred Associate’s degree required (Degree in Healthcare administration, Business Administration, Public Health, Pharmaceuticals, Nursing or related fields, preferred) Experience: Minimum of two (2) years’ experience supporting C-suite level executives Minimum of two (2) years’ experience with calendar management, arranging travel, and meeting coordination Advanced proficiency in Microsoft Office (Ex. Word, Excel, PowerPoint, Outlook) Knowledge of medical terminology Bilingual (Spanish) a plus Licenses or Certifications: Not Applicable Criminal Background Clearance:True Health is a Health Center Program grantee under 42 U.S.C. 254b, a deemed Public Health Service employee under 42 U.S.C. 233(g)-(n), and partners with agencies that require criminal background checks. True Health has established policies and procedures that may influence the overall employment process, hiring, and “just cause” for the termination of employees. An employee’s career could be shortened if there is a violation of any policies and procedures. Prohibited criminal behavior is defined in Florida Statute (F.S.) 408.809. Any employee arrested for any offense outlined in the F.S.408.809 will be immediately suspended and remain suspended until the charges are disposed of in court. The employee will be terminated for an arrest or conviction of any violation listed above. DRUG/ALCOHOL SCREENINGS A post-offer drug and alcohol screen is a requirement for employment. Failure to successfully pass the drug/alcohol screen will be cause for the offer to be rescinded. Employees are subject to random drug/alcohol screenings throughout the duration of their employment with True Health. If an employee fails to pass the drug/alcohol screening, then this shall become grounds for discipline up to and including immediate termination. WORK ENVIRONMENT The employee is subject to prolonged periods of sitting at a desk and working on a computer. The employee is subject to perform repetitive hand and wrist motions. The employee is frequently required to stand, walk, talk, and hear. The employee is occasionally required to use hands to handle or feel objects, reach with hands and arms, stoop, kneel, crouch, and move or lift up to twenty-five (25) pounds. The employee is required to use close vision, peripheral vision, depth perception, and adjust focus. A reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. WORKING CONDITIONS The employee will work as the needs of the operation require. Normal work days and hours are Monday through Thursday, 8am – 6pm and Fridays, 8am – 12pm; however, there will be times when the employee will need to come in or work on “off hours” or “off days” to meet the needs of the position. CORE COMPETENCIES Mission-Focused: Commits to and embraces True Health’s mission to enable access to care for uninsured and underinsured individuals. Relationship-Oriented: Understands that people come before process and is essential in cultivating and managing relationships toward a common goal. Collaborator: Understands the roles and contributions of all sectors of the organization and can mobilize resources (financial and human) through meaningful engagement. Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and community impact. Brand Steward: Steward of True Health’s brand and understands his/her role in growing and protecting the reputation and results of the greater organization. Visionary: Confronts the complex realities of the environment and simultaneously maintains faith in a different and better future, providing purpose, direction, and motivation. Team-Builder: Fosters commitment, trust, and collaboration among internal and external stakeholders. Business Acumen: Possesses a high-level of broad business and management skills and contributes to generating financial support for the organization. Network-Oriented: Values the power of networks; strives to leverage True Health’s breadth of community presence, relationships, and strategy. SELECTION GUIDELINES The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.