Executive Assistant/ Executive Operations + Project Manager

Job Description

Job Description

Description:

Executive Assistant / Executive Operations & Project Manager

Location: Houston, TX

Description

In this role, you will provide high-level, strategic support to the Executive Team of Vitalus Group through a critically important position that extends beyond traditional administrative responsibilities.This role functions as a key operational partner to executive leadership , enabling the team to operate efficiently, stay aligned on priorities, and execute on strategic initiatives. A critical component of this position is the ability to anticipate needs, interpret discussions, and independently drive follow-up actions across multiple projects, including acquisitions and cross-functional initiatives.The ideal candidate is highly resourceful, proactive, and detail-oriented, with strong emotional intelligence, analytical thinking, and the ability to operate with minimal direction in a fast-paced, high-growth environment.

About the Role

This role requires a unique combination of focus, flexibility, and strategic execution . You will serve as a trusted partner to the Executive Team, bringing structure to ambiguity, ensuring alignment across stakeholders, and driving accountability across initiatives.This is not a traditional Executive Assistant role—this is a high-impact position requiring strong project management capabilities, critical thinking, and the ability to “read between the lines” to keep priorities moving forward without constant direction.

You are responsible for (but not limited to):

• Manage complex executive schedules to ensure time is aligned with highest-priority initiatives
• Prepare executives for meetings by organizing agendas, materials, and key context
• Draft communications, reports, and presentations on behalf of leadership
• Act as a liaison between executives, internal teams, investors, and external partners
• Ensure meeting participants are prepared and materials are delivered in advance

• Translate executive conversations into clear action items, timelines, and deliverables
• Proactively identify next steps and follow-ups without requiring direction
• Track and manage multiple concurrent projects, including strategic initiatives and acquisitions
• Drive accountability across stakeholders to ensure timely execution
• Maintain visibility across projects, priorities, and deadlines
• “Close the loop” on all initiatives and ensure nothing falls through the cracks

• Bring structure and organization to evolving or ambiguous initiatives
• Identify inefficiencies and recommend process improvements
• Provide cross-functional perspective to improve alignment and execution
• Maintain organized documentation, files, and records

• Coordinate travel, accommodations, and itineraries
• Plan and execute meetings, events, and executive engagements
• Support preparation for Town Halls, investor meetings, and company events

• Support personnel management processes to allow executives to focus on growth
• Assist with employee file compliance in accordance with FLSA, DOL, and healthcare regulations
• Provide general HR support and guidance as needed
• Support medical accreditation-related tasks
• Partner with HR and leadership on organizational initiatives

You are part of:

• The Vitalus Group organization has experienced significant growth and development in the Houston area over the past year. We are committed to delivering exceptional patient care and are driven by a passion to support individuals at risk for Sleep Apnea through innovative, patient-centered solutions.As we continue to grow, we are building a team of passionate, collaborative, and high-performing professionals who are dedicated to advancing our mission and elevating the standard of care. This role sits at the center of that growth—working closely with executive leadership to help drive alignment, execution, and organizational effectiveness across the business.

In return, we offer you:

• We offer a dynamic and fast-paced working environment within an innovative and rapidly expanding healthcare organization. This role provides a unique opportunity to work directly alongside executive leadership, gain exposure to high-level strategic initiatives, and play a meaningful role in the company’s continued growth.You will have the opportunity to further develop your skills, expand your impact, and fully explore your potential in a role that blends strategy, operations, and execution. We offer a competitive salary and benefits package.

• 7+ years of professional experience with increasing responsibility
• Significant experience supporting senior executives in fast-paced environments
• Strong project management and organizational skills
• Ability to work autonomously and make decisions with minimal oversight
• Demonstrated ability to anticipate needs and “read between the lines”
• Excellent time management and prioritization skills
• Strong analytical and problem-solving abilities
• Excellent written and verbal communication skills
• Outstanding interpersonal and leadership skills
• Ability to manage multiple projects simultaneously in a dynamic environment
• High level of discretion and ability to handle sensitive information

• Bachelor’s degree (B.A.) from a four-year college or university
• Experience in healthcare, medical technology, or digital health environments
• Experience in project-based roles, operations, or M&A environments
• Experience working in high-growth or multi-entity organizations
• Familiarity with project management tools (Asana, Monday, etc.)

• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Ability to analyze and interpret complex documents and information
• Ability to respond effectively to sensitive inquiries and situations