About QueensCare

Our Mission

As a faith-based organization, QueensCare provides, directly and in collaboration with others, accessible quality healthcare for low-income individuals and families residing in Los Angeles County.

QueensCare is a 501 (c)(3) nonprofit organization originally founded by the Franciscan Sisters of Sacred Heart, whose mission of compassion and accessible healthcare continues today. QueensCare provides screening, treatment, education, and preventive and direct care to Los Angeles area residents in need. Beyond that, we also give charitable grants to other non-profits making a difference in the City of Angels and fund scholarships for those entering medical fields with an interest in working in underserved communities.

SUMMARY

The Executive Assistant (EA) provides high-level administrative and operational support to executive leadership, including the Chief Strategy & Program Officer (CSPO), Chief Financial Officer (CFO), and Chief Innovation and Administration Officer (CIAO). The EA serves as a trusted partner to executive leadership, ensuring supported executives are adequately informed, organized, and prepared for meetings, projects, and day-to-day operations.

The EA takes a proactive and solutions-oriented approach to managing priorities, workflows, and competing demands in a fast-paced environment requiring exceptional organization, discretion, judgment, and adaptability. The position requires strong project coordination, communication, research, and administrative skills, with the ability to effectively manage urgent interruptions, shifting priorities, and confidential matters with professionalism and diplomacy.

The EA is privy to highly sensitive and confidential information and is expected to maintain absolute confidentiality while exercising sound judgment and ethical decision-making in all interactions. The EA represents executive leadership professionally and courteously and establishes strong working relationships with Board members, committee members, employees, vendors, community partners, and external stakeholders.

The EA manages executive calendars, coordinates meetings and organizational events, oversees committee meeting logistics, prepares agendas and meeting materials, records and maintains meeting minutes, tracks follow-up items and deadlines, coordinates travel arrangements, and performs a broad range of executive-level administrative and operational duties. The EA also supports executive communications and serves as a liaison between leadership, employees, committees, and external stakeholders.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Executive & Committee Support:

• Supports and implements the organization’s mission, vision, and values.
• Provides executive-level administrative support to the executive leadership team.
• Coordinates meetings, board and committee operations, including preparing agendas, reports, compiling meeting materials, recording minutes and managing follow-up actions.
• Serves as a primary liaison between the executives, staff, and external stakeholders.
• Drafts, edits, and finalizes correspondence, memoranda, and procedures for executive signature.
• Completes purchasing orders and completes credit card and other financial reconciliation.
• Coordinates with team leads to track deadlines for committee and board materials and ensures that appropriate reports, memos, and other materials are submitted and compiled for meetings.
• Maintains organized electronic and physical filing systems, records, and administrative documentation in accordance with organizational standards and retention practices.

Policy & Contract Management:

• Supports the Director of Executive Office in the organization’s policy library, ensuring policies are current, compliant, and accessible.

• Supports with managing the policy review cycle and coordinates approvals with leadership and management.
• Supports with contract lifecycle management, ensuring timely tracking, renewal, and archiving.
• Tracks board-mandated reports and regulatory submissions to ensure deadlines are met.

Project Management & Operations:

• Leads special projects on behalf of the executive leadership team, coordinating cross-departmental teams and tracking deliverables.

• Manages logistics and planning for executives, staff, and board-related events.
• Serves as a communication hub between the executive offices and internal departments, promoting transparency and alignme…