What are the responsibilities and job description for the Executive Assistant, Healthcare position at Modena Allergy Asthma?
About Us
Modena Health ("MH") and Modena Allergy & Asthma ("MAA") are leading and rapidly growing medical practices specializing in allergy, asthma, and immunology care, with clinics across Southern California and Arizona—and ambitious plans for national expansion. We are physician-led, hospitality-focused, and technology-enabled, committed to transforming allergy care while advancing clinical research and expanding access to cutting-edge medicine.
Known for our high standard of excellence, we provide compassionate, patient-centered care for both pediatric and adult patients. Our model combines hospitality-driven service with innovative technology solutions that streamline operations, improve clinical outcomes, and enhance the experience for both patients and providers.
At Modena, we aim to hire great people, treat them well, and help them find meaning and purpose in our mission. Our dedicated team values collaboration, positivity, and growth while striving to improve lives through expert diagnosis, treatment, and research. We are looking for high-energy, kind, and collaborative individuals eager to grow personally and professionally while making a meaningful impact in the lives of others.
We are currently seeking an organized, strategic and experienced Executive Assistant to provide administrative and clerical support to the executive team. The role serves as a liaison between the executives and internal/external stakeholders, managing executive calendars, coordinating meetings and overseeing comprehensive travel and event planning and other logistical and administrative needs of the team. The right candidate will thrive in a fast-paced environment, balance competing priorities with professionalism, and proactively support the leadership team to achieve organizational goals. This individual may also be responsible for supporting efforts related to clinic expansion and growth of the practice throughout the greater San Diego area and beyond.
This is a unique opportunity to work closely with high-level clinical and operational leaders, contribute directly to the efficiency of a growing healthcare organization, and play a key role in driving our continued success.
Key Responsibilities
Executive Administrative Support:
Education:
Benefits:
Ability to stand, walk, and move throughout the clinic, if applicable, for extended periods; occasionally lift objects up to 25 lbs., bend, stoop, or reach as needed. Frequent use of hands and fingers for patient care and equipment operation. Must have normal (or corrected) vision and hearing and be able to respond quickly in a fast-paced clinical environment, if applicable.
What We Offer
California Consumer Privacy Act (CCPA) Notice
Modena Health ("MH") and Modena Allergy & Asthma ("MAA") complies with the California Consumer Privacy Act ("CCPA"). Personal information provided in the job application process will be collected, used, and retained in accordance with applicable privacy laws. Candidates may request additional information regarding the categories of personal information collected and the purposes for which it is used during the hiring process.
Modena Health ("MH") and Modena Allergy & Asthma ("MAA") are leading and rapidly growing medical practices specializing in allergy, asthma, and immunology care, with clinics across Southern California and Arizona—and ambitious plans for national expansion. We are physician-led, hospitality-focused, and technology-enabled, committed to transforming allergy care while advancing clinical research and expanding access to cutting-edge medicine.
Known for our high standard of excellence, we provide compassionate, patient-centered care for both pediatric and adult patients. Our model combines hospitality-driven service with innovative technology solutions that streamline operations, improve clinical outcomes, and enhance the experience for both patients and providers.
At Modena, we aim to hire great people, treat them well, and help them find meaning and purpose in our mission. Our dedicated team values collaboration, positivity, and growth while striving to improve lives through expert diagnosis, treatment, and research. We are looking for high-energy, kind, and collaborative individuals eager to grow personally and professionally while making a meaningful impact in the lives of others.
We are currently seeking an organized, strategic and experienced Executive Assistant to provide administrative and clerical support to the executive team. The role serves as a liaison between the executives and internal/external stakeholders, managing executive calendars, coordinating meetings and overseeing comprehensive travel and event planning and other logistical and administrative needs of the team. The right candidate will thrive in a fast-paced environment, balance competing priorities with professionalism, and proactively support the leadership team to achieve organizational goals. This individual may also be responsible for supporting efforts related to clinic expansion and growth of the practice throughout the greater San Diego area and beyond.
This is a unique opportunity to work closely with high-level clinical and operational leaders, contribute directly to the efficiency of a growing healthcare organization, and play a key role in driving our continued success.
Key Responsibilities
Executive Administrative Support:
- Provide comprehensive administrative and organizational support to the executive team consisting of CEO, VP of Operations, and VP of Growth
- Manage executive calendars and coordinate complex scheduling needs to align with business priorities.
- Draft meeting agendas, take accurate minutes, and track action items for leadership, board and physician meetings
- Handle highly confidential and sensitive information with discretion.
- Provide back-up support to clinic coordination and assist Practice Managers with facility and operational needs including provider PTO coverage coordination.
- Coordinate communication between executives, physicians, practice managers, and staff across multiple clinic locations.
- Support the collection and organization of clinic-level documentation, including lease renewals, vendor agreements, business licenses, medical licensure and more.
- Provide administrative support for strategic initiatives, including new clinic launches, acquisitions and expansion projects.
- Assist in organizing project timelines, maintaining task trackers and following up with responsible parties to ensure deliverables are met.
- Compile market research and create executive briefs to support decision-making on business development, marketing or operational projects.
- Evaluate and recommend new software tools and digital solutions.
- Coordinate training and train staff where appropriate to support seamless integration of platforms and enhance workflows and communication.
- Support internal communications (company-wide memos, newsletters, or leadership updates).
- Help coordinate recognition programs, staff appreciation events, and other culture-building activities.
- Allocate time blocks appropriately for scheduling patients, internal company connects and other operational meetings.
- Plan and coordinate executive and recruitment travel itineraries, including flights, accommodations, and ground transportation.
- Organize logistics for leadership retreats, physician meetings, board meetings, and team events.
- Support community-facing events such as open houses, referral provider dinners, and marketing events.
- Additional duties as assigned.
Education:
- Associate degree required; Bachelor's degree preferred.
- Equivalent combination of education and related experience will be considered.
- Minimum of 2 years of experience supporting C-Suite executives.
- Previous experience as an Executive Assistant to a CEO strongly preferred.
- Experience in high-growth startup environments, healthcare or clinical organizations is a plus.
- Strong proficiency in office software (e.g., Microsoft Office) and communication platforms.
- Exceptional written and verbal communication skills.
- Ability to manage confidential information with discretion.
- Strong attention to detail, multitasking, and prioritization abilities.
- Self-starter with a positive problem-solving attitude and strong work ethic.
- Ability to thrive in a fast-paced, dynamic healthcare environment.
- Open to minimal travel within West Coast.
- Ability to stand and walk for extended periods of time (up to 8-hour shifts).
- Occasional lifting of 5–25 pounds up to 4 feet.
- Occasional bending, stooping, or reaching.
- Frequent use of hands and fingers for typing and task execution.
- Normal or corrected vision and hearing required for safe and effective job performance.
- Ability to move within exam rooms, front office, and supply areas.
- Capacity to respond quickly and effectively in a clinical setting.
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Ability to stand, walk, and move throughout the clinic, if applicable, for extended periods; occasionally lift objects up to 25 lbs., bend, stoop, or reach as needed. Frequent use of hands and fingers for patient care and equipment operation. Must have normal (or corrected) vision and hearing and be able to respond quickly in a fast-paced clinical environment, if applicable.
What We Offer
- Competitive salary and benefits package, including medical, dental & vision insurance, 401(k) retirement plan with employer matching, and professional development opportunities
- In addition, we offer paid time Off (PTO), sick time, floating holiday and holiday pay
- Opportunity to shape the future of a thriving allergy and asthma practice in beautiful San Diego (and across our expanding network)
- A supportive, mission-focused culture where your contributions directly impact patient outcomes and team growth
California Consumer Privacy Act (CCPA) Notice
Modena Health ("MH") and Modena Allergy & Asthma ("MAA") complies with the California Consumer Privacy Act ("CCPA"). Personal information provided in the job application process will be collected, used, and retained in accordance with applicable privacy laws. Candidates may request additional information regarding the categories of personal information collected and the purposes for which it is used during the hiring process.
