Executive Assistant

Overview

Job Summary:

We are seeking a highly capable and proactive Executive Assistant (EA) to support the CEO and serve as a key operational leader across multiple business functions.

This is not a traditional assistant role — it is a central, strategic position suited to someone who can manage up, lead down, and work cross-functionally across the business. They should possess a strong hospitality-oriented spirit and enjoy dealing with all individuals, whether outside vendors, internal employees, or any other business professionals.

Executive Support

• Review, prioritize, and manage the CEO’s inbox, calendar, and to-do list with a focus on alignment to company goals.
• Act as a thought partner to help the CEO stay organized, focused, and prepared.
• Schedule and coordinate internal and external meetings, travel, and events.
• Draft, edit, and manage professional communications and presentations on behalf of the CEO.
• Track and follow up on open items, decisions, and action items from leadership meetings.
• Will support additional executives as needed, as well as Founder Randy Spaulding

Reception & First Impressions Leadership

• Directly manage the reception function, including hiring, training, and coaching front desk staff.
• Oversee the appearance, functionality, and professional image of the lobby and reception area.
• Ensure a warm, polished experience for all visitors — from volunteers to investors to clients.

Investor Relations Administration

• Maintain and manage up-to-date investor records, including unit ownership, contact information, and communication logs.
• Coordinate K-1 mailings, investor notices, and the collection of updated/document signatures.
• Serve as a confidential and trusted point of contact for investor communications.

Client & Sales Coordination

• Partner with the sales team to coordinate client site visits, including logistics, agendas, and hospitality.
• Ensure seamless visitor experience, including appropriate internal coordination and facility readiness.

The statements made in the job description are intended to describe the general nature and level of work being performed by people assigned to this job. These statements are not intended to be an exhaustive list of all responsibilities, duties and skills required of people assigned to this job.

Skills / Qualifications

• 3+ years in a high-level administrative or executive support role
• Experience managing staff or leading office operations
• Excellent written and verbal communication skills
• Highly organized, detail-oriented, and proactive in anticipating needs
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Exude a positive, upbeat attitude and demeanor at all times.

Preferred

• Experience in healthcare, life sciences, or professional services
• Exposure to investor relations, legal documents, or finance
• Bachelor's degree or equivalent experience

Personal Attributes

• Emotionally intelligent and discreet; handles sensitive information with utmost confidentiality
• Natural leader who takes ownership and initiative
• Strong hospitality mindset and presence
• Comfortable in a fast-paced, high-accountability environment

Spaulding Clinical Research management has the discretion to hire personnel with a combination of experience and education which may vary from the above listed skills and qualifications.