Lead Executive Support Specialist

Overview

JOB SUMMARY The Executive Services Lead provides high-level, strategic administrative support to the Office of the CEO, including the Chief Executive Officer and the Chief of Staff, while serving as a functional lead for executive support activities. This role exercises discretion, sound judgment, and deep organizational knowledge to facilitate executive priorities, manage sensitive and confidential information, and ensure consistent adherence to established policies, procedures, and service standards.

The Executive Services Lead does not have formal supervisory authority but is responsible for instructing, training, and guiding administrative support staff who support executive leadership. The role independently initiates and implements processes to manage projects, information, and workflows in support of the Office of the CEO.

• Essential Functions -Must be highly detailed and organized.
  
  -Provides comprehensive, high-level administrative support to executive leadership, including calenda management, correspondence, meeting preparation, travel coordination, and executive communications.
• Supports assigned department meetings by arranging and managing meeting space for in-person meetings, coordinating schedules of participants, and sending invitations, managing meeting logistics, ordering catering services, if needed, attending meetings as appropriate, and taking and/or transcribing meeting notes.
• Exercises independent judgment and discretion when handling confidential, sensitive, or high-impact matters on behalf of executives.
• Conducts research, data gathering, and analysis to support executive decision-making and prepares summaries, briefing materials, reports, and presentations.
• Anticipates executive needs and proactively resolves issues to ensure smooth and effective executive operations.
• Serves as a key point of coordination between executives and internal and external stakeholders, fostering strong, professional relationships across all levels of the organization.
• Provides functional direction, instruction, and guidance to administrative support staff supporting executive leadership.
• Trains staff on executive support expectations, workflows, tools, and best practices.
• Ensures consistent adherence to established policies, procedures, confidentiality standards, and service expectations.
• Acts as a subject matter resource for executive support processes and escalates issues, risks, or gaps as appropriate.
• Supports onboarding and knowledge transfer for staff supporting the Executive Suite.
• Independently develops, implements, and maintains executive support processes, workflows, and standards to improve efficiency, consistency, and quality.
• Manages administrative projects, timelines, and deliverables related to executive operations.
• Develops and maintains documentation, standard operating procedures, and job aids for executive support functions.
• Identifies opportunities for continuous improvement and recommends enhancements aligned with organizational priorities.
• Supports Board of Directors activities, as applicable, including meeting coordination, preparation of materials, and adherence to governance protocols.
• Ensures executive support activities comply with organizational policies, confidentiality requirements, and governance standards.
• Monitors operational effectiveness and flags risks, inconsistencies, or compliance concerns related to executive support practices.

REQUIRED EXPERIENCE:

Bachelor Degree (higher degree accepted) in business administration, healthcare management, or a related field

MINIMUM EXPERIENCE:

5 years of experience providing executive-level administrative support or in a related professional role.