Executive Assistant

Job Description

EXECUTIVE ASSISTANT

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Location: Hybrid · Level: n.a. · Experience: 5+ years

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About Definity

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Definity is a fast-growing technology company changing how organizations manage their contingent workforce. Our platform powers healthcare staffing, vendor management, credentialing, and workforce analytics at enterprise scale.

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The Role

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The Executive Assistant provides high-level administrative and operational support to members of Definity ’s executive team. This role manages competing priorities, protects executive time, coordinates meetings and travel, prepares communications and presentations, and ensures important follow-ups move forward. The ideal candidate is highly organized, discreet, proactive, and comfortable working across both business and limited personal matters in a fast-moving environment.

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What You Will Do

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-Executive Coordination and Communication

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• Work closely with supported executives to anticipate upcoming commitments, prepare them for key meetings, and keep priorities and follow-ups organized.

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• Organize and maintain confidential communications, records, and personal and business information with sound judgment and discretion.

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• Manage executive calendars and coordinate meetings and travel, including itineraries, agendas, transportation, lodging, and meeting accommodations.

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• Monitor and organize supported executives’ email, physical mail, and other communication channels as requested; identify time-sensitive items and ensure they receive appropriate attention.

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• Gather, organize, and summarize incoming information so executives can quickly identify key issues, decisions, and next steps.

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-Prioritize & Organize

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• Attend select meetings, prepare and distribute presentations and materials as needed, capture decisions and action items, assign or confirm owners, and follow up to help ensure commitments are completed.

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• Compile and organize expenses, invoices, and other financial statements

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• Support day-to-day office operations, including equipment and supply coordination, postage and shipping, vendor needs, and other employee and workplace logistics.

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• Coordinate executive-sponsored projects by maintaining timelines, tracking deliverables, identifying risks, and following up with owners on next steps

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• Help plan and coordinate company and team events, including scheduling, venue and vendor coordination, communications, materials, and day-of logistics.

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-Executive Influence

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• Provide executives with relevant background, prior decisions, open issues, and stakeholder input to support consistent and well-informed decision-making

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• Conduct ad hoc research, organize findings, and prepare concise summaries, recommendations or presentations to support executive priorities and business decisions.

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• Assist the functional executive with select written communications (both internal and external)

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• Provide limited support with personal scheduling, travel, appointments, and other administrative needs when requested, while maintaining clear confidentiality and discretion.

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What You Bring

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• Associates Degree or equivalent related experience

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• 5+ years of experience supporting senior executives or working in executive administration, office management, project coordination, or a similarly high-trust role.• This position is required to be on site at least 2-3 days per week

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• Excellent written and verbal communication skills, with the judgment to communicate professionally with employees, executives, clients, and external partners.

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• Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, with the ability to learn new systems quickly.

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• Normal working conditions which require normal to close concentration, visual attention, and manual dexterity

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• Demonstrated judgment, discretion, attention to detail, follow-through, and the ability to manage shifting priorities in a fast-paced environment without losing sight of deadlines or commitments.

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Nice to Have

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• Experience within tech and startup organizations.
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What Success Looks Like

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Within the first six months, supported executives have reliable calendars, meeting materials, travel plans, and follow-up systems; priorities and action items are consistently tracked; communications and presentations require minimal revision; and all matters are handled with sound judgment.

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Why Join

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Join a growing company that is shaping the landscape of healthcare workforce management, where this role will work closely with senior leadership, gain visibility across the business, and help strengthen how the company operates as it scales.

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Equal Opportunity Statement

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Definity is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other category protected by federal, state, or local law.