Executive Assistant to CEO

Job Title: Executive Assistant to the CEO

Department: Administration

Reports To: Chief Executive Officer

Position Type: Full-Time

The Executive Assistant to the CEO serves as a trusted administrative partner to the Chief Executive Officer, providing high-level executive support and helping ensure the efficient management of organizational priorities.

This role is responsible for managing calendars, coordinating meetings, supporting communications, tracking projects, facilitating follow-up on key initiatives, and assisting with personal and professional administrative matters. The Executive Assistant acts as a central point of coordination between the CEO, leadership team, providers, vendors, and external partners.

The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced and evolving multi-location healthcare environment.

• Manage the CEO's calendar, scheduling, and meeting coordination
• Coordinate internal and external meetings, including preparation of agendas and supporting materials
• Manage email communications and assist with prioritization of correspondence
• Track action items and follow-up commitments from meetings and leadership discussions
• Assist with travel planning, reservations, and itinerary management
• Prepare reports, presentations, and executive communications
• Maintain confidential information with the highest level of discretion

• Assist with tracking organizational initiatives and special projects
• Coordinate communication between departments and leadership
• Monitor deadlines and ensure timely completion of assigned action items
• Support implementation of operational and strategic initiatives
• Assist with research and information gathering for business decisions

• Serve as a professional point of contact for vendors, consultants, business partners, and community stakeholders
• Coordinate vendor communications and follow-up activities
• Facilitate communication between the CEO and internal leadership team
• Assist with maintaining positive relationships across the organization

• Organize and maintain executive files and records
• Assist with document preparation, contracts, and administrative workflows
• Coordinate event planning, leadership meetings, and special functions
• Support administrative projects as assigned
• Identify opportunities to improve efficiency and streamline processes

• Assist with select personal administrative matters as assigned by the CEO
• Coordinate appointments, scheduling, and related logistics
• Support miscellaneous administrative needs that allow the CEO to focus on strategic priorities

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 and discretion
• Advanced proficiency with Microsoft Office Suite and business technology platforms
• Ability to manage multiple priorities with minimal supervision

Preferred Qualifications

• Experience supporting healthcare executives or physician leaders
• Experience with project coordination or operations support
• Exposure to commercial real estate, property management, lease administration, bookkeeping, or financial reporting
• Experience working in a fast-paced, multi-site organization

• Primarily office-based work environment
• Frequent computer use and communication activities
• Occasional travel between locations
• Ability to manage multiple priorities and deadlines in a dynamic environment

• 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

Organization & Planning

Maintains exceptional organization while effectively managing multiple priorities and competing deadlines.

Communication

Communicates professionally, clearly, and effectively with executives, providers, staff, vendors, and business partners.

Initiative

Anticipates needs, identifies solutions, and takes action without requiring constant direction.

Confidentiality

Exercises sound judgment and maintains discretion with sensitive business and personal information.

Successfully navigates changing priorities and evolving organizational needs.

This position directly supports the effectiveness of the Chief Executive Officer by ensuring efficient management of priorities, communications, projects, and administrative functions, allowing leadership to focus on organizational growth, strategic initiatives, and operational excellence.