Executive Assistant

This range is provided by Medix. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$68,640.00/yr - $85,000.00/yr

Direct message the job poster from Medix

This role will provide high-level administrative support to executive leadership, including managing calendars, coordinating meetings, preparing presentations, handling correspondence, and supporting special projects and events.

The Executive Assistant will serve as a key liaison between leadership, board members, staff, and external partners while ensuring smooth daily operations. This is an exciting opportunity for someone who is organized, detail-oriented, and thrives in a fast-paced environment.

Responsibilities:

• Provide high-level administrative support to executive leadership, including managing calendars, scheduling meetings, and coordinating communications.
• Draft, edit, and track internal and external correspondence, memos, and reports.
• Serve as liaison between executives, board members, staff, and external partners.
• Organize and attend meetings, prepare agendas, take minutes, and distribute follow-up materials.
• Prepare presentations, board packets, and supporting documents for leadership.
• Monitor and maintain executive files, contracts, reports, and other records.
• Manage phone calls, emails, mail, and social media inquiries, ensuring timely responses.
• Coordinate travel arrangements, lodging, and event logistics.
• Support project management by tracking timelines, deliverables, and stakeholder communication.
• Assist in planning and executing internal and external events, including retreats, staff functions, fundraising activities, and community events.
• Coordinate event logistics such as vendor scheduling, setup, breakdown, and client follow-up.
• Manage contracts, billing, and financial reporting related to projects and events.
• Build and maintain relationships with vendors, partners, and external service providers.
• Collaborate with finance, marketing, communications, and operations teams to support cross-functional initiatives.
• Provide excellent customer service and maintain professionalism in all interactions.
• Handle confidential information with discretion and sensitivity.
• Perform other projects and duties as assigned by executive leadership.

Qualifications:

• 3–5 years of experience in executive support, project coordination, or event planning
• Strong organizational and time-management skills
• Excellent written and verbal communication abilities
• Proficiency in Microsoft Office and Google Workspace
• Experience supporting executives or boards preferred
• Must be bilingual in Spanish

• Not Applicable

• Full-time

• Administrative

• Medical Practices

• Medical insurance
• Vision insurance
• 401(k)