Executive Assistant

Executive Assistant

Adobe Population Health (APH) is a women-owned health solutions company founded in 2018 with a mission of positively impacting the lives we touch. Headquartered in Phoenix, AZ, with satellite locations across multiple states, APH fosters a culture rooted in inclusivity, human kindness, and high-quality care.

Recognized by Inc. 5000 as one of America's Fastest-Growing Private Companies and honored for a fifth consecutive year as a "Best Place to Work" by the Phoenix Business Journal, APH continues to expand its reach and impact.

APH partners with health plans, providers, hospitals, and families to deliver tailored programs including case management, in-home and in-clinic wellness assessments, preventative care, transitional care, and social services. As one of the nation's few fully integrated healthcare organizations, APH delivers comprehensive, coordinated medical and social support through a wide range of specialized service lines.

With continued growth on the horizon, APH is seeking mission-driven individuals who are passionate about improving health outcomes and supporting those in need.

Position Purpose

The Executive Assistant provides high-level administrative and operational support to the Executive Chair, Chief Executive Officer, and other members of the C-suite to help advance organizational priorities. This position serves as a trusted liaison, manages complex schedules and executive communications, coordinates leadership meetings, travel, events, and special projects, and supports efficient office operations. The role requires exceptional judgment, discretion, initiative, organization, and the ability to anticipate needs, strengthen cross-functional coordination, and ensure executive priorities are executed effectively.

This is a full-time, salaried position reporting to our Phoenix Corporate Office conveniently located off of the 51 (16th Street and Glendale Avenue).

Duties & Responsibilities

• Provide high-level executive and administrative support to the Executive Chair, Chief Executive Officer, and other members of the C-suite.
• Manage complex executive calendars, coordinate meetings, prioritize scheduling requests, and proactively resolve conflicts.
• Serve as a key liaison between executive leadership, internal departments, external business partners, clients, and stakeholders.
• Prepare, review, and distribute executive correspondence, presentations, reports, agendas, and other business documents.
• Handle sensitive and confidential information with the highest level of professionalism, integrity, and discretion.
• Anticipate executive needs, exercise independent judgment, and proactively identify opportunities to improve efficiency and effectiveness.
• Coordinate executive leadership, board, senior management, and strategic planning meetings, including scheduling, logistics, agendas, and meeting materials.
• Attend designated meetings to document discussions, key decisions, action items, responsible parties, and follow-up deadlines.
• Facilitate communication and follow-up across departments to support timely completion of executive priorities and organizational initiatives.
• Collaborate with executive leadership to coordinate strategic planning sessions, operational reviews, and other companywide leadership activities.
• Assist with collecting, organizing, and distributing information and reports necessary for executive-level discussions and decision-making.
• Lead the planning, coordination, and execution of companywide events, executive meetings, leadership retreats, employee recognition activities, and client or partner visits.
• Oversee event logistics, including venue selection, catering, accommodations, transportation, vendor coordination, and attendee communications.
• Coordinate executive and employee business travel in accordance with company travel policies and established procedures.
• Manage relationships with hotels, event venues, transportation providers, and other external vendors.
• Assist with event budgeting, expense tracking, contract coordination, and cost-saving opportunities.
• Oversee day-to-day administrative operations at the Phoenix corporate headquarters to support an organized, professional, and efficient workplace.
• Provide mentorship and functional guidance to administrative personnel across departments, collaborating with their direct supervisors to promote consistency and effective communication.
• Develop, implement, and maintain administrative procedures, operational guidelines, and standardized workflows.
• Coordinate office-related activities, including visitor management, supplies, meeting spaces, vendor services, and general workplace operations.
• Partner with Human Resources and departmental leadership to identify training needs and facilitate administrative training and cross-training initiatives.
• Serve as a central point of coordination between executive leadership and departments to facilitate communication, collaboration, and operational alignment.
• Support special projects and organizational initiatives by coordinating meetings, tracking deadlines, organizing deliverables, and communicating updates.
• Identify opportunities to streamline administrative processes, improve workflows, and strengthen organizational efficiency.
• Maintain accurate records, tracking systems, and documentation to support operational needs and leadership reporting.
• Perform additional duties and special assignments as directed.

Skills & Qualifications

• Demonstrate flexibility and adaptability in supporting evolving organizational priorities.
• Maintain a high level of professionalism, responsiveness, and accountability when representing executive leadership and the organization.
• Strong executive-level administrative, organizational, and time-management skills.
• Excellent written and verbal communication skills, with the ability to communicate professionally with executives, employees, clients, and external stakeholders.
• Demonstrated ability to manage multiple competing priorities, exercise sound judgment, and work independently with minimal supervision.
• High level of discretion and confidentiality when handling sensitive business and personnel information.
• Strong problem-solving skills with a proactive approach to identifying needs and implementing solutions.
• Experience coordinating executive meetings, corporate events, business travel, and complex schedules.
• Ability to develop effective working relationships across all levels of an organization.
• Experience providing administrative supervision, mentorship, training, or team coordination.
• Proficiency in Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint, and the ability to learn additional business systems.
• Strong attention to detail, adaptability, and commitment to operational excellence.

Education, Licenses, & Certifications

• High school diploma or equivalent required.
• Associate or bachelor's degree in business administration, communications, office administration, or a related field preferred.
• Certified Administrative Professional (CAP), Professional Administrative Certification of Excellence (PACE), or a comparable administrative certification preferred.
• Valid driver's license with applicable insurance may be required when travel between company locations, off-site meetings, or events is an essential job function.
• An equivalent combination of education, training, certification, and relevant executive administrative experience may be considered.

Character & Competencies

• Courage To have the courage to do the right thing at the right time.
• Ownership To take ownership of every issue you touch.
• Respect To respect yourself, co-workers, and for those whom you care.
• Excellence To be excellent in all that you do.
• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethics; Upholds organizational values.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Problem-Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group

Adobe Care and Wellness LLC