Executive Administrative Assistant

The Executive Administrative Assistant to the President provides high-level, confidential administrative and operational support to the President and executive leadership team. This role serves as a strategic partner and trusted gatekeeper, ensuring efficient executive operations, seamless communication, and strong coordination across internal and external stakeholders.

This position requires exceptional organizational skills, sound judgment, discretion, executive presence, and the ability to manage multiple priorities in a fast-paced, growth-oriented environment. The ideal candidate is proactive, detail-driven, and experienced in supporting senior executives.

• Provide direct, high-level administrative support to the President
• Manage complex calendars, scheduling, and priority alignment across internal and external commitments
• Coordinate executive meetings, board meetings, and leadership sessions
• Prepare agendas, materials, presentations, and executive briefing documents
• Screen and prioritize communications on behalf of the President
• Serve as a primary point of contact for executive matters

• Coordinate logistics for executive and board meetings (scheduling, materials, travel, follow-ups)
• Prepare and organize board books, executive reports, and presentation materials
• Capture notes, action items, and decisions from leadership meetings
• Track deliverables and follow-ups across leadership initiatives

• Draft and edit executive correspondence, announcements, and leadership communications
• Prepare professional documents, reports, and slide presentations
• Maintain executive files, records, and confidential documentation
• Ensure accuracy, formatting quality, and version control of executive materials

• Arrange executive travel including flights, hotels, ground transportation, and itineraries
• Manage executive expense reporting and reimbursement documentation
• Coordinate executive event logistics and external meetings

• Support cross-functional coordination between executive leadership and departments
• Track strategic initiatives, deadlines, and executive priorities
• Assist with vendor, partner, and stakeholder coordination as directed
• Help streamline executive workflows and administrative processes

• Handle sensitive business, personnel, financial, and legal information with strict confidentiality
• Exercise sound judgment and discretion in all executive matters
• Maintain professionalism and executive-level communication standards

• 5+ years experience supporting senior executives or C-suite leaders
• Experience in executive administrative or executive operations roles
• Strong calendar and priority management experience
• Advanced proficiency with Google Workspace and/or Microsoft Office
• Excellent written and verbal communication skills
• High level of discretion and confidentiality
• Strong organizational and time management skills
• Ability to manage multiple priorities with minimal supervision

• Experience supporting executives in a multi-state or regulated industry
• Experience with board meeting coordination and board materials
• Experience in healthcare, insurance, TPA, or benefits administration environments
• Experience working in remote organizations
• Familiarity with project tracking or workflow tools

• Executive presence and professionalism
• Judgment and discretion
• Attention to detail
• Proactive problem-solving
• Communication excellence
• Organization and follow-through
• Adaptability in fast-growth environments