Executive Assistant Job Reading area,Pennsylvania USA,Administrative/Clerical

Position Summary

Vital Healthcare Solutions is seeking a highly professional, organized, and proactive Executive Assistant to the CEO
. This individual will play a critical role in supporting the CEO by managing administrative operations, coordinating high-level communications, and preparing board-level materials. The ideal candidate will be a trusted partner with strong interpersonal skills, sound judgment, and the ability to handle sensitive information with discretion.

Key Responsibilities

Executive Support
- Manage CEO's calendar, including scheduling internal/external meetings, appointments, and travel arrangements
- Screen and prioritize communications, including emails, phone calls, and requests for meetings
- Serve as liaison between the CEO and internal/external stakeholders
- Track action items and follow up on delegated tasks to ensure completion
Board and Presentation Preparation
- Develop and coordinate materials for board meetings, including creating and editing professional-quality PowerPoint slide decks
- Maintain a calendar of board and leadership team deliverables, deadlines, and meeting logistics
- Attend select meetings to take notes, prepare minutes, and track follow-up items
Project Coordination
- Support the execution of key CEO-led initiatives by tracking timelines, coordinating cross-functional collaboration, and supporting documentation needs
- Assist with confidential HR, operational, and strategic initiatives as needed
Administrative Operations
- Organize and maintain electronic files and records
- Prepare expense reports and manage reimbursements in a timely and accurate manner
- Maintain confidentiality of proprietary and sensitive information
- Draft professional correspondence, memos, and reports on behalf of the CEO

Required Qualifications

Bachelor's degree preferred or equivalent experience supporting C-level executives
Minimum 5 years of experience in an executive assistant or senior administrative role, preferably in healthcare, behavioral health, or a fast-paced professional setting
Advanced proficiency in Microsoft Office Suite
, particularly Excel
, Outlook
, and Power Point
Excellent written and verbal communication skills
Proven ability to work independently and manage multiple priorities in a dynamic environment
Strong attention to detail, time management, and organizational skills
Demonstrated ability to handle sensitive and confidential information with discretion
Professional demeanor with a servant-leader mindset and positive attitude

Preferred Skills

Familiarity with board governance and materials
Experience supporting executives in a healthcare or mental health environment
Understanding of HIPAA compliance and confidentiality practices
Comfort with virtual platforms such as Zoom, Teams, and Share Point

Core Competencies

Organization & Execution
:
Able to manage complex calendars, competing priorities, and time-sensitive deliverables with precision.
Interpersonal Skills
:
Builds strong relationships across all levels of the organization.
Judgment & Discretion
:
Exercises sound judgment and maintains confidentiality in handling sensitive issues.
Adaptability
:
Thrives in a fast-paced environment and adapts to changing priorities.