Executive - Administrative Assistant

Job Description

Job Description

Executive Assistant to the C-Suite

Healthcare — Executive Office

Position Overview

We are a healthcare organization seeking a highly polished, exceptionally organized Executive Assistant to support a team of senior executives. This is a high-visibility role for a discreet, proactive professional who thrives in a fast-paced environment, anticipates needs before they are voiced, and operates with the judgment and sophistication required to support leaders at the highest level of the organization.

Because we operate in healthcare, the right person leads with compassion in every interaction — with patients, providers, staff, and vendors — and holds themselves to the highest standard of personal accountability. Our work touches people’s lives, and the executive office sets the tone.

The right person is equal parts strategic partner and operational backbone — someone who can move fluidly between drafting an executive briefing, untangling a complex calendar conflict, and standing up a new workflow in a matter of hours.

Key ResponsibilitiesExecutive Support & Calendar Management

• Manage complex, dynamic calendars across for several C-suite executives, exercising sound judgment to prioritize and resolve conflicts.
• Coordinate internal and external meetings, including board meetings, leadership offsites, and high-stakes client engagements.
• Serve as a trusted gatekeeper, screening communications and protecting executives’ time and attention.

Communication & Correspondence

• Draft, edit, and proofread correspondence, presentations, memos, and board materials on behalf of executives.
• Manage inbound communications across email, phone, and messaging platforms with poise and professionalism.
• Liaise confidently with board members, and external partners as a representative of the executive office.

Lunch Calendar & Vendor Coordination

• Strategically curate vendor participation — proactively identify, schedule, and confirm the appropriate vendors for each lunch slot to ensure productive, well-matched engagements.
• Serve as the primary point of contact for vendor representatives, communicating expectations, providing pre-meeting context, and reinforcing professional standards.

Travel & Logistics

• Reconcile expenses, manage reimbursements, and maintain accurate records.
• Coordinate logistics for executive events, dinners, and offsites end to end.

Meeting & Project Support

• Prepare agendas and pre-read materials in advance of key meetings.
• Capture notes and action items, then drive follow-through across stakeholders to ensure nothing falls through the cracks.
• Manage cross-functional projects and special initiatives on behalf of the executive team.

Information & Office Management

• Maintain organized digital filing systems and document workflows.
• Handle highly confidential information with the utmost discretion.
• Identify opportunities to streamline operations and proactively implement improvements.

Required Qualifications

• 5+ years of executive administrative experience supporting C suite leadership in a medical group practice or hospital/health system.
• Familiarity with physician operations, regulatory correspondence, and confidential executive matters.
• Bachelor’s degree or equivalent professional experience.
• Demonstrated ability to manage competing priorities for multiple principals with composure and precision.
• Exceptional written and verbal communication skills, with a polished executive presence.
• Proven track record of handling sensitive and confidential information with integrity.

Technical Proficiencies

• Excellent, advanced-level proficiency in Microsoft Word, Excel, and PowerPoint is required — including formatting complex documents, building and maintaining spreadsheets with formulas and pivot tables, and producing executive-ready presentations.
• Excellent proficiency with AI tools and applications is required (ChatGPT, Claude, Microsoft Copilot, Gemini, or similar), with a working understanding of how to leverage them to draft, summarize, research, and streamline daily work.
• Fluency with Google Workspace and Outlook.
• Strong working knowledge of modern collaboration tools (Slack, Zoom, Microsoft Teams).
• Working knowledge of project and task management platforms (Asana, Monday, Notion, or similar).
• Demonstrated ability to learn new technology quickly and bring an innovation mindset to everyday work.

What Sets the Right Candidate Apart

• Compassion — brings warmth, empathy, and genuine care to every interaction in a patient-centered environment.
• Personal accountability — owns outcomes, follows through, and holds themselves to the highest standard without needing to be reminded.
• Anticipatory mindset — sees around corners and acts before being asked.
• Meticulous attention to detail — takes pride in error-free, polished work product.
• Composure under pressure — calm, unflappable, and solutions-oriented when priorities shift.
• Sound judgment — knows when to escalate, when to decide, and when to ask.
• Discretion and trustworthiness — handles sensitive matters with absolute confidentiality.
• Ownership — treats every detail as if the outcome were their own.
• Intellectual curiosity — engages with the business, not just the calendar.

This role offers an unusual seat — close to decisions that shape the organization, and an opportunity to grow alongside a team that values excellence and partnership.