Executive Assistant to Chief Executive Officer

Position Summary

The Executive Assistant to the CEO serves as a trusted strategic partner to the Chief Executive Officer, providing high-level executive, administrative, and project support across both business and select personal priorities.

Essential Functions & Responsibilities

• Executive Support
• Manage the CEO's calendar, scheduling, and meeting coordination.
• Cook up and distribute meeting agendas and supporting materials.
• Track action items and follow-up commitments from meetings and leadership discussions.
• Aid in travel planning, reservations, and itinerary management.
• Prepare reports, presentations, and executive communications.
• Maintain confidential information with the highest level of discretion.
• Commercial Real Estate & Business Projects
• Support commercial real estate acquisitions, developments, and property-related initiatives.
• Coordinate meetings, documentation, timelines, and communications with brokers, attorneys, contractors, architects, lenders, and vendors.
• Track project milestones, inspections, permits, lease activities, deadlines, and key deliverables.
• Organize and maintain files related to real estate transactions, contracts, and project documentation.
• Conduct research and gather information to support business development, investment opportunities, and strategic initiatives.
• Aid in additional entrepreneurial and business ventures as assigned by the CEO.
• Project Coordination
• Aid in tracking organizational initiatives and special projects.
• Coordinate communication between departments, leadership, and external partners.
• Monitor deadlines and ensure timely completion of assigned action items.
• Support implementation of operational and strategic initiatives.
• Coordinate cross-functional projects involving multiple stakeholders.
• Aid in due diligence, document organization, and research for business and real estate initiatives.
• Relationship Management
• Serve as a professional point of contact for vendors, consultants, contractors, brokers, attorneys, lenders, business partners, and community stakeholders.
• Coordinate communications and follow-up activities across healthcare operations and commercial real estate projects.
• Facilitate communication between the CEO and internal leadership team.
• Aid in maintaining positive relationships across the organization.
• Administrative Operations
• Organize and maintain executive files, records, and confidential documentation.
• Aid in document preparation, contracts, and administrative workflows.
• Cook up and distribute leadership meetings, events, and special functions.
• Support administrative projects as assigned.
• Identify opportunities to improve efficiency and streamline processes.
• Personal Administrative Support
• Aid in select personal administrative matters as assigned by the CEO.
• Cook up and distribute appointments, scheduling, and related logistics.
• Support miscellaneous administrative needs that allow the CEO to focus on strategic priorities.

Qualifications

• Required Qualifications
• Minimum of five (5) years of executive administrative support experience.
• Experience supporting senior executives, business owners, or organizational leaders.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and sound judgment.
• Advanced proficiency with Microsoft Office Suite and business technology platforms.
• Ability to manage multiple priorities with minimal supervision.
• Preferred Qualifications
• Experience supporting healthcare executives, physician leaders, or business owners.
• Experience with project coordination or operations support.
• Experience supporting commercial real estate, construction, development, property management, lease administration, or related business operations.
• Experience coordinating projects involving multiple vendors and external business partners.
• Basic understanding of contracts, financial documents, or business transactions preferred.
• Experience working in a fast-paced, multi-site organization.

Benefits

• Competitive salary based on experience.
• Group Health, Dental, and Vision Insurance.
• HFSA & DCFSA options.
• 401(k) participation with employer matching.
• Paid Holidays and PTO.
• Wellness Benefits.
• Life Insurance and additional voluntary benefits.

Core Competencies

• Organization & Planning
• Maintains exceptional organization while effectively managing multiple priorities, projects, and competing deadlines.
• Communication
• Communicates professionally, clearly, and effectively with executives, providers, staff, vendors, contractors, business partners, and external stakeholders.
• Initiative
• Anticipates needs, identifies solutions, and takes action with minimal direction.
• Confidentiality
• Exercises sound judgment and maintains discretion with sensitive business, financial, real estate, and personal information.
• Adaptability
• Succeeds in navigating changing priorities and evolving organizational needs while supporting multiple concurrent initiatives.
• Position Impact
• Serves as a trusted extension of the Chief Executive Officer by coordinating executive priorities, supporting strategic initiatives, and managing complex administrative and project-related responsibilities.
• Enables the CEO to remain focused on organizational growth, physician leadership, patient care, and long-term strategic objectives.