VHCF - Executive Assistant

A little bit about us…

The Virginia Health Care Foundation (VHCF) is a public/private partnership initiated by the General Assembly and its Joint Commission on Health Care. Its mission is to increase access to primary health care for uninsured and medically underserved Virginians. During its 34 years of service, VHCF’s nimble approach and results-oriented initiatives have enabled more than 900,000 Virginians to obtain needed health care.

A little bit about the role!

VHCF is seeking a sharp and adaptable Executive Assistant to provide comprehensive support to the CEO. This role is critical in enabling the CEO to operate efficiently and effectively, ensuring organizational priorities. The ideal candidate will manage executive-level administrative responsibilities, coordinate internal and external communications, support key organizational events, and provide operational support across VHCF’s programs. This position requires a proactive, flexible, and relationship-oriented professional who can balance high-level executive support with broader organizational responsibilities.

The Executive Assistant will be responsible for:

• Managing the CEO’s calendar, including scheduling internal/external meetings and coordinating travel logistics.
• Assisting with prioritizing competing demands to ensure the CEO is well prepared for all engagement.
• Providing contextual guidance and exercising judgment in interactions with stakeholders, partners, and staff.

• Overseeing all aspects of office management to ensure smooth operations, including ordering office supplies, coordinating occasional meeting logistics, and liaising with building maintenance as needed.
• Monitoring VHCF’s main phone line and general email inbox; responding to inquiries or directing them appropriately.
• Managing staff recognition activities and coordinating virtual and in-person trainings and events across program areas.

• Supporting VHCF’s external affairs communications, including website updates and maintenance; newsletter and social media coordination; content development and editing; management of distribution lists; and communications supporting programs, partnerships, announcements, and events.

• Coordinating logistics for in-person Board Meetings and virtual Board Committee Meetings, including scheduling, preparing/distributing materials, and arranging catering.
• Maintaining the electronic Board portal with current meeting materials, annual disclosure documents, and other periodic updates.

• Providing planning and logistical support for special events, including Legislative Day, Cheers for Champions! and Board Meetings and other external events.
• Assisting with speaker coordination, awards, vendor management, invitations, RSVPs, and VIP outreach.

• Supporting ad hoc projects and initiatives that arise.
• Collaborating with program teams to understand organizational operations and ensure executive priorities are effectively supported.
• Assisting with research, analysis, and preparation of materials for external partners, legislators, or funders.

• You bring at least five years of executive support experience, ideally in nonprofit, healthcare, or mission-driven organizations.
• You hold a Bachelor’s degree, with an advanced degree in public administration, healthcare administration, or nonprofit management a plus.
• You have experience supporting senior leadership and are comfortable with board logistics, committee coordination, and meeting and event planning.
• You are familiar with healthcare, government, or nonprofit environments, including state government and legislative processes; knowledge of Virginia’s healthcare landscape and the challenges facing uninsured and underserved populations is a plus.
• You excel at managing multiple priorities, calendars, and shifting schedules while maintaining professionalism and operational awareness under pressure.
• You communicate clearly and effectively in writing and verbally, with the ability to draft, edit, and review documents…