Executive Assistant to C-Suite

Job Summary

The Executive Assistant to the C-Suite provides high-level administrative, operational, and strategic support to the Chief Executive Officer and Executive Leadership Team of a national Program of All-Inclusive Care for the Elderly (PACE) organization.

Essential Duties and Responsibilities

• Manage complex calendars for the CEO and designated C-Suite leaders, prioritizing strategic initiatives, meetings, travel, and organizational commitments.
• Manage expense reports for C-Suite leaders in accordance with Travel and Expense policy and procedures.
• Manage outlook inbox for CEO and assigned C-Suite with the highest level of confidentiality.
• Cook up executive schedules across multiple time zones and locations.
• Prepare executives for meetings by coordinating agendas, reports, presentations, briefing materials, and background information.
• Leverage advanced proficiency in Microsoft Office Suite, including Excel, PowerPoint, Word, Outlook, and Teams, to develop executive-level presentations, dashboards, and reporting materials.
• Build, analyze, and present data to support Board reporting, operational reviews, strategic initiatives, and executive decision-making.
• Prepare executive-ready correspondence, Board materials, executive summaries, talking points, and organizational communications.
• Demonstrate exceptional business writing and verbal communication skills, drafting materials that reflect the voice of the C-Suite and align with BoldAge's mission, values, and strategic vision.
• Screen and prioritize communications, ensuring timely follow-up and resolution.
• Manage confidential and highly sensitive information with the highest level of discretion.
• Cook up vendor onboarding, contract administration, W-9 collection and maintenance, and procurement workflows through Unimarket, ensuring accurate documentation, timely approvals, and compliance with organizational policies.
• Coordinate Board of Directors meetings, committee meetings, and executive retreats.
• Prepare and distribute board packets, agendas, minutes, and supporting materials.
• Maintain governance records, board resolutions, and committee documentation.
• Track action items and ensure timely completion of commitments arising from board and executive meetings.
• Facilitate communication between executive leadership and board members.
• Support execution of enterprise-wide initiatives, strategic plans, acquisitions, new market launches, and growth projects.
• Monitor key projects and deadlines on behalf of executive leadership.
• Cook up cross-functional meetings involving Operations, Clinical Services, Finance, Human Resources, Compliance, Quality, and Health Plan Operations.
• Develop executive dashboards, reports, and presentations using organizational data.
• Aid in preparing materials for investor, partner, regulatory, and stakeholder meetings.
• Coordinate all executive travel arrangements, including flights, lodging, transportation, and itineraries.
• Manage executive expense reporting and reconciliation.
• Organize leadership meetings, annual planning sessions, conferences, and corporate events.
• Support logistics for national meetings, leadership summits, and PACE center visits.
• Communicate and foster productive relationships with vendors, consultants, regulatory agencies, community partners, and healthcare organizations.
• Coordinate executive communications and organizational announcements.
• Support employee engagement and culture initiatives led by executive leadership.
• Maintain executive files, records, and documentation in compliance with organizational policies and HIPAA requirements.
• Develop and improve administrative processes that enhance executive effectiveness.
• Track contracts, approvals, signatures, and executive-level documentation.
• Perform additional duties as assigned.

Experience and Education

• Bachelor's degree in Business Administration, Healthcare Administration, Communications, or a related field preferred.
• Equivalent combination of education and experience may be considered.
• Minimum of five (5) years of executive administrative support experience.
• Minimum of three (3) years supporting senior executives, preferably CEO, President, or C-Suite leaders.
• Healthcare experience strongly preferred.
• Experience supporting a multi-site or multi-state organization preferred.
• Experience working with Boards of Directors and governance activities preferred.
• PACE, Medicare, Managed Care, or healthcare services experience highly desirable.

Pre-Employment Requirements

• Must have reliable transportation, a valid driver's license, and the minimum state required liability auto insurance.
• Be medically cleared for communicable diseases and have all immunizations up to date before engaging in direct participant contact.
• Pass a comprehensive criminal background check that may include, but is not limited to, federal and state Medicare/Medicaid exclusion lists, criminal history, education verification, license verification, reference check, and drug screen.

Equal Employment Opportunity

BoldAge PACE provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.