Executive Assistant

Overview

Duration: 12 months to start (with potential for extension)

Job Description

General Statement of Duties:

• At a high level of responsibility, this position provides executive-level administrative, operational and implementation support to the Director of the Rural Health Transformation Program (RHTP).
• The role is responsible for ensuring the effective coordination, scheduling, and execution of RHTP priorities across multiple initiatives, partners, and interagency work streams.
• In addition to executive support functions, this position supports day-to-day operational needs of the program, including onboarding coordination, procurement of supplies and equipment, and administrative logistics necessary to maintain program operations.
• This position functions as a central coordination point to support timely implementation of program activities, facilitate internal and external communications, and ensure alignment of deliverables with program timelines, federal requirements, and processes.
• Work is performed with a high degree of independence, discretion, and judgment in support of program execution and operational efficiency.

Rural Health Transformation Program Coordination:

• Provide high-level executive support to the RHTP Director, including calendar management and scheduling of internal and external meetings; coordinate across multiple agencies and partners.
• Track and manage key RHTP deliverables, timelines, and action items across initiatives; ensure timely follow-up and federal compliance requirements.
• Coordinate cross-functional meetings with agencies, vendors, federal partners, and community stakeholders; prepare briefing materials, meeting summaries, talking points, and decision memos for leadership use.
• Support coordination of workflows, including tracking RFP timelines, approvals, and posting status in collaboration with procurement and communications teams.
• Maintain centralized tracking systems for RHTP initiatives files, deliverables, contracts, invoices, and implementation milestones.
• Support coordination of communications between RHTP leadership, CMS, and internal partners to ensure timely responses and documentation compliance.

• Coordinate day-to-day administrative execution of RHTP priorities across work streams.
• Track approvals, document routing, and signature workflows to ensure timely completion.
• Support preparation of materials for federal reporting, compliance submissions, and internal meetings.
• Maintain organized records of contracts, program documentation, and meeting materials.
• Coordinate procurement of supplies, equipment, and operational materials for program needs.
• Support onboarding of new staff, including workspace setup, systems access, and orientation logistics.
• Liaise with administrative and operations teams to ensure program operational needs are met.
• Monitor and flag operational issues, delays, or coordination gaps and escalate as appropriate.

• Work collaboratively with other executive assistants within the Executive Office of Health and Human Services to align administrative processes and share workload support as needed.
• Support coordination of shared services such as scheduling, procurement processes, onboarding systems, and document routing.
• Assist in ensuring consistency of administrative procedures across offices and programs.

• Coordinate logistics for stakeholder engagements, including scheduling, agendas, materials, and follow-up actions.
• Ensure continuity of communication across internal teams, advisory bodies, and external partners.
• Support planning and execution of public-facing meetings, listening sessions, and implementation convenings.
• Maintain contact lists and communication pathways for key RHTP partners and stakeholders.
• Assist in preparing materials for public meetings, briefings, and leadership updates.

• Support alignment of RHTP implementation activities with broader health system transformation efforts.
• Assist in maintaining organized records of contracts, agreements, and program documentation.
• Support preparation of leadership updates and high-level summaries of program progress.
• Provide administrative and coordination support to ensure continuity across leadership transitions and evolving program structures.

Knowledge, Skills, and Capacity:

• Strong organizational and executive support skills, with demonstrated ability to manage complex schedules, priorities, and deadlines.
• Excellent written and verbal communication skills, including the ability to prepare clear summaries and briefing materials.
• Strong attention to detail and ability to manage multiple concurrent work streams.
• Ability to operate effectively in a fast-paced, high-accountability policy and implementation environment.
• Familiarity with public sector operations, healthcare systems, or federally funded programs…