Administrative Assistant

Job Description

Job Description

Administrative Assistant

Position Summary

The Administrative Assistant provides administrative and operational support to the Chief Executive Officer and executive leadership team. This role is responsible for managing scheduling, coordinating meetings, supporting communication efforts, and ensuring the efficient day-to-day operations of executive functions. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment while maintaining professionalism and confidentiality.

Key Responsibilities

• Manage and maintain the CEO's calendar, including scheduling meetings, prioritizing commitments, and resolving conflicts
• Provide communication support for the CEO, including drafting responses, organizing correspondence, and ensuring timely follow-up
• Take detailed and accurate notes during one-on-one meetings between the CEO and executive team members; prepare summaries and tract action items
• Create and format professional presentations for the CEO, ensuring clarity, accuracy, and visual consistency
• Perform data entry and maintain documentation withing PolicyStat or similar systems to support organizational compliance and accuracy
• Provide administrative support to other members of the executive team as needed
• Coordinate travel arrangements for the CEO and executives, including transportation, lodging, and itineraries
• Prepare and submit mileage and expense reports in a timely and accurate manner
• Coordinate meetings, including scheduling, agenda preparation, communication, and follow-up
• Plan and support logistics for provider meetings and cross-functional team meetings
• Set up conference rooms for meetings, including ensuring appropriate technology, materials, and readiness of the space

Qualifications

• Associate's degree in business administration or related field preferred, or equivalent experience
• 2-4 years of administrative support experience, preferably in a healthcare or executive environment
• Strong organizational and time management skills with the ability to prioritize effectively
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Outlook, Word, Excell, PowerPoint) and familiarity with scheduling tools
• Ability to handle confidential information with discretion and professionalism
• Strong attention to detail and problem-solving skills