Executive Assistant

Calendar Management

• Proactively manage calendars for the President, CSO, and CMO, aligning schedules with established priorities and escalating conflicts promptly.
• Coordinate internal and external meetings, including scheduling, logistics, technology setup, materials, briefing information, and follow-up.

Travel Coordination

• Arrange complex domestic and international travel for executives and others as required, ensuring efficient, cost-effective itineraries.
• Communicate itinerary changes promptly, update calendars, and prepare travel packets with itineraries, briefing materials, and logistical details.
• Coordinate scheduling, materials, and on-site logistics for speaking engagements and provide backup support for board meetings.

Expense Reimbursement

• Reconcile executive credit cards and receipts and prepare complete, accurate expense reports before month-end deadlines.
• Follow up on missing documentation and resolve discrepancies promptly.

Additional Responsibilities

• Maintain compliance, audit, and department records in accordance with West Health’s records retention practices.
• Track compliance deadlines, required training, certifications, and renewal dates; send reminders and confirm completion.
• Perform other duties and projects as assigned.
• Commitment to West Health’s values and mission.
• This role requires a regular in-office presence from Monday through Friday to support collaboration and business needs during core hours of 8 AM to 5 PM. The primary focus is on fulfilling responsibilities, delivering results, and collaborating effectively with others

• Possess high ethical standards; ability to exercise discretion and trustworthiness
• Ability to perform professionally under pressure and in a very dynamic environment with a high degree of composure, initiative and motivation
• Strong organization and prioritization skills with the ability to manage several projects simultaneously while being proactive with his/her approach
• Outstanding verbal, interpersonal and written communications skills; must demonstrate judgment, tact and diplomacy in dealing with internal and external customers
• High energy, enthusiastic and creative
• Minimum of 5 years’ experience providing administrative support to C-level executive(s)
• Bachelor’s degree preferred
• Efficient with Microsoft Office suite, Concur, ADP
• Familiarity with video conferencing is a plus
• Must be able to work flexible hours
• Must believe in public health and science

• The estimated salary range for this position is $80,000 - $100,000
  We gladly offer:
  • Up to 10% Annual Performance Bonus – rewarding your hard work and success. 
  • Comprehensive Benefits Package – including Medical, Dental, Vision, Short-Term Disability, Long-Term Disability, Life Insurance, and a Flexible Spending Account to support your health and well-being.
    • 100% Premium Coverage for Employee Medical, Dental, Vision, Short-Term Disability, Long-Term Disability, and Life Insurance , plus 70% coverage for dependents for medical, dental and vision – ensuring both you and your family are well cared for.
  • Generous 5% Retirement Plan Match – helping you build a secure financial future.
  • Professional Development Reimbursements – investing in your growth and career advancement.
  • 15 Days of Paid Time Off plus 16 Paid Holidays – promoting a healthy work-life balance and time to recharge