Executive Assistant & Office Manager

Job Description

Job Description

Description:

Core Clinical Partners stands at the forefront of Emergency and Hospital Medicine, delivering unparalleled services through a model that emphasizes patient-centric care and operational excellence. Our corporate values – Genuine, Accountable, Dynamic, Respectful, and Fun – are the pillars that uphold our commitment to revolutionize healthcare delivery.

The Executive Assistant / Office Manager provides high-level administrative, scheduling, travel, communication, and office management support for Core Clinical Partners’ executive leadership and their assigned office location. This role serves as a trusted administrative partner, initial point of contact, and key communication link between executive leadership and the Core community.

Success in this role requires strong critical thinking, proactive ownership, exceptional organization, discretion, professionalism, and highly effective communication. The Executive Assistant / Office Manager must be able to evaluate competing priorities, anticipate needs, solve problems before they escalate, and create a warm, efficient, and engaging office experience that reflects Core’s culture and standards.

This position is ideal for someone who genuinely loves helping people, creates order from complexity, takes ownership without needing constant direction, and is the person others can count on. As a trusted partner to executive leadership and a key contributor to office culture, this individual will often be the first person team members, visitors, and leaders turn to for support. 

Success in the role requires exceptional responsiveness, adaptability, proactive problem-solving, positivity, sound judgment, and clear communication that keeps people informed and moving forward. Because executive support and business operations do not always happen within traditional work hours, this position requires flexibility to support priorities during early mornings, late evenings, occasional weekends, leadership events, executive travel, and other critical business needs.

Essential Duties

Executive Support 

• Provide comprehensive administrative support to executive leaders, including complex calendar management, daily and strategic calendar review, scheduling, correspondence, meeting coordination, and follow-up, with clear ownership from request through completion.
• Manage executive travel planning and expense reporting, including airfare, hotels, car arrangements, itineraries, receipts, and timely reconciliation.
• Anticipate scheduling conflicts, time zone challenges, linked meeting needs, priority changes, and downstream impacts; adjust calendars proactively to preserve executive workflow, protect focused work time, and prevent avoidable issues.
• Use proactive critical thinking to identify gaps, clarify needs, connect dependencies, and recommend practical solutions before leaders have to ask.
• Respond to time-sensitive requests promptly and professionally, using critical thinking to triage questions, route information, communicate next steps, and escalate issues when appropriate.

Meeting, Event, and Communication Support

• Organize and coordinate internal and external meetings, including invites, logistics, room setup, technology, materials, agendas, pre-work, and follow-up items.
• Coordinate catering orders for office support and events, including meal planning, vendor ordering, delivery timing, attendee counts, dietary needs, and setup logistics.
• Assist in the creation, editing, formatting, and distribution of reports, presentations, executive communications, meeting materials, and other business documents.
• Maintain organized meeting notes, action items, owners, deadlines, and follow-up trackers to ensure decisions turn into completed work.
• Lead planning and execution of office events, team-building activities, visitor experiences, and local engagement moments aligned with Core’s fun and engaging culture.
• Serve as a highly effective communication hub, ensuring timely information flow, clear expectations, aligned follow-through, and proactive updates to leaders and stakeholders.

Office Management and Front Office Support

• Maintain a dynamic, organized, well-stocked, and efficient office environment that reflects Core’s culture and standards.
• Manage inventory, procurement, and setup of office supplies, equipment, meeting materials, and workspace needs.
• Liaise with IT, facilities, building contacts, and external vendors to support seamless office operations, repairs, technology needs, and workspace readiness.
• Confidentiality, Professionalism, and Additional Support
• Uphold the highest level of confidentiality, discretion, and integrity when handling sensitive executive, employee, business, financial, or operational information.
• Apply critical thinking and sound judgment to prioritize competing requests, maintain accountability, own follow-through, and support leaders with urgency and professionalism.
• Perform other office management, administrative, and executive support duties as assigned.

Skills, Knowledge, and Abilities

• Exceptional organization, proactive planning, follow-through, attention to detail, responsiveness, and ability to manage multiple priorities simultaneously without losing sight of deadlines, details, or stakeholder needs.
• Strong executive presence, professionalism, accountability, discretion, and judgment when working with confidential or sensitive information.
• Excellent verbal and written communication skills, including the ability to interact warmly and effectively with executives, employees, visitors, vendors, and cross-functional partners.
• Advanced proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, and related collaboration tools.
• Demonstrated ability to create executive-level presentations, develop reports and dashboards, manage complex calendaring and scheduling workflows, maintain organized digital documentation, and utilize technology to improve business operations and communication effectiveness.
• Ability to anticipate needs, think critically, solve problems, adapt quickly, take ownership, and work independently in a dynamic, fast-paced environment.
• Collaborative, service-oriented approach with enthusiasm for supporting office culture, team engagement, and a positive employee and visitor experience.
• Strong ownership mindset with the ability to follow through, close loops, communicate status, and ensure commitments are completed with quality and care.
• Exhibit growth mindset and team-orientated behaviors.

Core Clinical Partners is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Requirements:

  Education

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Equivalent combination of education and relevant experience may be considered.

Experience

• At least 5 years of experience in an administrative support, executive support, office management, or related role required.
• Experience supporting senior leaders or executive teams strongly preferred.
• Experience coordinating travel, expense reporting, calendars, meetings, office operations, vendors, events, and business communications preferred.
• Experience in a fast-paced, multi-location, healthcare, professional services, or corporate environment preferred.

Physical Requirements

• Prolonged periods of sitting or standing at a desk and working on a computer.
• Ability to move throughout the office, greet visitors, receive deliveries, organize supplies, and assist with meeting or event setup as needed.

Work Environment

• The position supports executive leadership and critical business operations and may require extended hours, early morning meetings, evening commitments, or increased workload during peak business periods, leadership events, travel coordination, board meetings, budgeting cycles, and other high-priority organizational initiatives.
• Typically an office environment with frequent interaction with executives, employees, visitors, vendors, and cross-functional partners.
• Flexibility to support executive scheduling needs, meetings, office events, visitor coordination, and other time-sensitive business priorities as needed.

Work Location

• 100% in-office work at assigned Core office location with limited travel for in-person meetings and events. The employee must have reliable access to internet.