Executive Administrative Assistant

About the Role

This position serves as the primary backup to the Executive Assistant to the CEO/President and will be responsible for managing complex schedules, coordinating meetings, providing support to the finance and clinical departments, and performing a variety of administrative tasks to ensure the smooth operation of administrative office functions. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced, professional environment.

Responsibilities

• Executive Support & Scheduling (Primary Support):
  • Act as primary backup and support to the Executive Assistant to the CEO/President, ensuring seamless coverage during absences.
  • Proactively manage complex calendars for members of the executive team, including scheduling and coordinating internal and external meetings, appointments, and conferences.
  • Arrange all meeting logistics, including booking and preparation of materials.
  • Coordinate domestic itineraries, flights, accommodations, and ground transportation as needed.
• Financial Administrative Support:
  • Assist the finance department with basic administrative tasks, which may include backup support to purchasing, logging daily checks, and assisting with documentation organization.
  • Maintain confidentiality and handle sensitive financial information with discretion.
  • Facilitate communication and scheduling between the executive and the finance department.
• Chief Medical Officer Administrative Support:
  • Maintain and coordinate the CMO’s calendar.
  • Schedule meetings with internal and external groups and protect designated administrative/strategic work time.
  • Organize meeting materials and prepare agendas.
  • Triage routine administrative requests and identify items requiring CMO attention.
  • Attend designated meetings and document minutes, decisions, and action items, providing summaries to meeting participants.
  • Follow up with responsible individuals regarding overdue or incomplete assignments.
  • Coordinate provider schedules and time-off requests with operational leaders.
  • Track provider schedules, projects, and other agreed-upon operational metrics.
  • Coordinate provider meetings, trainings, and required administrative activities.
  • Track completion of provider trainings and administrative assignments.
  • Maintain calendars for provider-related deadlines and activities.
  • Track completion of new provider administrative onboarding activities including trainings, equipment, orientation, etc.
  • Track major clinical and operational projects under the direction of the CMO.
  • Coordinate communication and cross-departmental follow-up on CMO-sponsored projects and initiatives.
  • Provide the CMO with a concise weekly summary of outstanding action items.
• General Administrative Duties for Executive Team:
  • Prepare, edit, and format documents, presentations, reports, and correspondence for the executive team.
  • Manage incoming communications (emails and mail) with professionalism, responding or directing inquiries appropriately.
  • Assist in the planning and execution of company events, board meetings, and senior leadership gatherings.
  • Handle occasional personal administrative tasks for executives as required.
• Operational Efficiency:
  • Anticipate the needs of the executive team and resolve scheduling conflicts or operational hurdles.
  • Serve as a liaison between executives, internal departments, and external stakeholders.
  • Maintain office supplies and ensure common areas and conference rooms are prepared for executive use.

Requirements

• Education & Experience:
  • Associate’s degree in a business-related field required.
  • Minimum 2–3 years of experience in an administrative role, preferably supporting senior-level executives or within a corporate environment.
• Skills & Abilities:
  • Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
  • Good written and verbal communication skills.
  • Outstanding organizational and time-management skills with attention to detail.
  • Proven ability to manage multiple priorities, meet deadlines, and maintain composure under pressure.
  • High degree of professionalism, discretion, and ability to handle confidential information.
  • Strong problem-solving skills and a proactive, service-oriented attitude.