Executive Assistant

We are seeking a highly skilled Executive Assistant / Program Coordinator to provide executive-level administrative, operational, and implementation support to the Program Director. This role serves as a central coordination point, ensuring the seamless execution of high-priority initiatives across multiple state agencies, federal partners, and community stakeholders.

Operating with a high degree of independence, discretion, and judgment, the ideal candidate will manage complex schedules, track critical deliverables, and optimize day-to-day operations to ensure alignment with federal timelines and state processes.

• Calendar & Meeting Management: Manage complex executive calendars, scheduling high-level internal and external meetings across multiple agencies and partners.
• Project Management: Track deliverables, action items, and implementation milestones to ensure compliance with federal requirements and strict timelines.
• Leadership Briefings: Prepare professional briefing materials, meeting summaries, talking points, and decision memos for executive leadership.
• Workflow Coordination: Monitor and track procurement timelines, contract routings, RFP approvals, and document signature workflows.
• Operational Logistics: Coordinate day-to-day administrative priorities, manage contract documentation, and maintain centralized tracking systems for compliance reporting.
• Onboarding & Procurement: Facilitate the procurement of office supplies/equipment and coordinate new hire onboarding (workspace setup, systems access, orientation).
• Cross-Office
  
  Collaboration:
  
  Partner with fellow executive assistants across the broader agency to share workloads, align administrative procedures, and streamline shared services.
• Event & Meeting Logistics: Coordinate agendas, materials, and follow-up actions for stakeholder engagements, advisory bodies, and public-facing convenings.
• Communication Link: Serve as a primary point of contact to maintain strong communication pathways between internal leadership, external vendors, and federal partners.

• Experience: 3–7 years of progressively responsible experience providing executive-level administrative, operational, or program coordination support. Experience with in government, healthcare, or large-scale program environments is highly preferred.
• Education: Bachelor’s degree in Public Administration, Health Administration, Business Administration, or a related field preferred (or an equivalent combination of education and experience).
• Technical
  
  Skills:
  
  Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and modern scheduling systems.
• Communication: Exceptional written and verbal communication skills, with a proven ability to distill complex information into clear executive summaries.
• Discretion & Detail: Outstanding attention to detail, strong organizational skills to manage concurrent work streams, and a proven ability to maintain strict confidentiality.
• Industry Knowledge: Familiarity with public sector operations, healthcare systems, or federally funded initiatives is a strong advantage.