Executive Assistant to the Chief Talent Officer and Chief Financial Officer

We are searching for a collaborative and detail-oriented person to join the California Health Care Foundation (CHCF) as the executive assistant to the chief talent officer (CTO) and chief financial officer (CFO). In this pivotal role, you will be at the heart of driving the foundation's mission by providing essential administrative support to the CTO and CFO, while also supporting the Health Equity Fellowship program, contributing to recruitment activities, and championing our internal diversity, equity, and inclusion program. Your skills in managing schedules, coordinating meetings, and organizing travel will be instrumental in ensuring the smooth functioning of the CTO’s and CFO’s offices. Also, your expertise in event coordination will be critical in facilitating successful foundation-sponsored meetings and gatherings.

About the California Health Care Foundation

The California Health Care Foundation is an independent, nonprofit philanthropy that works to improve the health care system so that all Californians have the care they need. We focus especially on making sure the system works for Californians with low incomes and for communities that have traditionally faced the greatest barriers to care. We partner with leaders across the health care safety net to ensure they have the data and resources to make care more just and to drive improvement in a complex system. Dive deeper into our approach , where we define our four annual priorities. These priorities are based on our goals and strategy, which has been influenced by learning from our grantee partners and investments, and by assessing their impact.

At CHCF, we know that health care is a basic necessity. We work hard to improve California’s health care system so all Californians can get the care they need. One in three Californians lives in or near poverty. Because members of this group face the biggest health burden and the greatest barriers to care, our priority is to ensure they have access to high-quality care. We recognize the historical and continued oppression experienced by Black, Latino/x, Asian, and Indigenous people, Pacific Islanders, and other racial and ethnic groups. That is why we also work to create a health care system designed to redress, and not perpetuate, the inequities that too many of our fellow Californians face. The best opportunity California has to advance those goals is to strengthen Medi-Cal — the cornerstone of California’s safety net. We are especially focused on strengthening Medi-Cal in these ways:

• Get everyone covered. Three million Californians lack basic health coverage. We need to finish the job and make sure everyone, regardless of income or immigration status, has the opportunity for health that insurance provides. One important part of the solution is to make sure all Californians eligible for Medi-Cal are enrolled in the program.
• Strengthen and diversify the health workforce. The COVID-19 pandemic provided a stark reminder of the vital importance of California’s health care workforce. It also underscored the imperative of solving ongoing shortages of critical health professionals and making sure our workforce has the cultural and language competencies needed to serve California’s diverse population.
• Deliver care better. There are steps California can take right now to increase access and to improve the way care is delivered to people with complex health needs, like those experiencing homelessness or serious mental illness. Those steps include modernizing how care is paid for and delivered to allow for more of a “whole-person” approach to care.
• Make care just. There is an urgent need to remove the structural barriers that prevent people of color from getting the care they need. CHCF is documenting inequities in the health care system, holding system leaders accountable, and transforming care to uphold the dignity that each Californian deserves.

We understand that Medi-Cal is part of a broader health care marketplace, with different sectors that are interrelated. For that reason, CHCF also provides market-wide data and supports programs that improve the state’s broader health care system and that make care more affordable for all Californians.

Position Overview

The primary role of this position will be to provide executive administrative support to the CTO and CFO. The executive assistant will act as a liaison to a wide range of external partners and stakeholders. Advanced project management and organizational skills are critical to this position. Successful performance in this role requires a self-managed and detail-oriented person with expert Microsoft Office and organizational skills, including the ability to interact and communicate successfully with people of all organizational levels, maintaining professionalism and confidentiality and exercising good judgment.

This is a full-time exempt position that reports to the chief talent officer with a dotted-line reporting relationship to the chief financial officer. This employee will be based in our Oakland office and must work in-office two days per week (Tuesday and Wednesday).

Primary Responsibilities

Executive Support

• Provide support to the CTO and the CFO with scheduling, calendaring, and related communication with internal staff, board, vendors, and partners. Work closely with both executives to keep well informed of upcoming commitments.
• Ensure deadlines are met, communicating with relevant stakeholders, and following through on action items.
• Send out communications on behalf of executives, including memos, emails, and meeting agendas.
• Process vendor invoices for payment; coordinate timely expense reports and reconciliation.
• When required, act as a thought partner to the executives, supporting with content for department meetings and retreats.
• Partner with executive assistant to CEO and executive assistant to SVP of Programs and Strategy to provide comprehensive Executive Office, including coordinated time off / work from home to ensure office coverage.

Project Management and Program Support

• Provide project management support, including proactive support of materials management and development (memos, etc.) to two busy C-level executives.
• Play a key role in supporting CHCF’s Health Equity Fellowship program, including administrative and coordination support.
• Maintain project documentation, including meeting notes, action items, and project timelines.
• Collaborate with cross-functional teams to support the implementation of HR and AdOps initiatives and programs.
• Conduct research and gather information as required to support the CTO’s and CFO’s decisionmaking processes.
• Assist the office manager, program associates, executive assistants, and other members of the administration team with backup or overflow work, when needed.
• Complete special projects and other duties, as assigned. Travel may be required.

Meeting and Event Coordination

• Manage the logistics and preparation of materials for foundation-sponsored meetings and activities, namely All-Staff and AdOps meetings and training sessions.
• Coordinate mailings to invite and inform participants.
• Work with venue personnel to arrange rooms, food, and meeting details.
• Create agendas and participant lists and compile background materials.
• Responsible for preparing the conference room, catering, set up, clean up, and coordination with IT and other office staff as needed.
• Greet and check in guests and respond to any individual or group needs.
• May assist executive assistant to CEO with board meeting logistics.
• Manage all aspects of web conferencing logistics in the event of virtual events.

Minimum Qualifications

• At least five years of relevant experience effectively partnering with and supporting principals, executives, and senior leaders, preferably for a foundation, nonprofit, university, government agency, or health care–related business.
• Excellent administrative and organizational skills, with the ability to prioritize and manage multiple responsibilities and projects.
• Able to work proactively and independently as well as follow detailed instructions.
• Detail-oriented, proactive, efficient, and productive.
• Strong sense of priorities/objectives and ability to anticipate staff’s needs.
• Ability to exercise sound judgment and discretion when handling sensitive and confidential information.
• Tech-savvy, with proficiency in all Microsoft Office applications, particularly Word, PowerPoint, Excel, and Visio. Experience setting up web and telephone conferences (i.e., managing and facilitating virtual meetings). SharePoint and Salesforce experience is a plus.
• Basic understanding of financial concepts.
• Exceptional verbal and written communication skills.
• Team player with a collaborative working style.

Skills and Competencies

• You have a demonstrated commitment to health equity, CHCF’s mission, and to diversity, equity, and inclusion through your previous education, work, and/or volunteer activities and focus.
• You are comfortable taking on new tasks or projects with little direction and can adjust course quickly in response to information and feedback.
• You are a collaborative teammate with high integrity and a strong work ethic. You invite different perspectives into your work and are committed to improving yourself and others by seeking and providing specific feedback and guidance.
• You communicate directly and concisely when speaking and writing.
• You have demonstrated your effectiveness in building relationships with people at all levels and in multidisciplinary teams.

Other Qualifications

• Curiosity, humility, open-mindedness, and an eagerness to listen to and learn from CHCF’s grantees and other partners in the field.
• A professional and personal commitment to the ongoing work of becoming an anti-racist leader and participating in CHCF’s organizational diversity, equity, and inclusion programs as a staff member.
• Ability to give, seek, and incorporate feedback in a healthy and productive manner.

Salary and Benefits

The full salary range for this position is $105,664 to $158,496, with a firm starting salary of $122,720. The foundation provides a generous benefits package that includes medical, dental, vision, disability, life, and long-term care insurance; commuter checks or paid parking; employee assistance program and wellness program; educational assistance; paid time off; and retirement benefits.

Commitment to Diversity, Equity, and Inclusion

The California Health Care Foundation is committed to attracting and retaining a diverse staff and will honor your experiences, perspectives, and unique identity. We believe the power of diversity enriches us all by exposing us to a range of ways to understand and engage with the world, identify challenges, and discover, design, and deliver solutions. Read more about CHCF’s diversity, equity, and inclusion vision .

COVID-19 Vaccination Policy

The California Health Care Foundation has a duty to provide and maintain a workplace free of known hazards. The foundation is adopting a COVID-19 vaccination policy to safeguard the health of its employees and their families, our grantees and visitors, and the community at large from exposure to COVID-19. This policy will follow all applicable laws and is based on guidance from the Centers for Disease Control and Prevention and local health authorities.

As of December 1, 2021, all employees must show evidence they are fully vaccinated against COVID-19 or have an approved accommodations request on file with human resources.

CHCF will consider requests for accommodations, as required by law. Employees asking for accommodations due to a medical reason, or because of a sincerely held religious belief, must submit a completed Request for Accommodation application form to the human resources department.