Executive Assistant & Project Manager

Job Description

Job Description

RVNAhealth is seeking a highly organized, proactive, and detail-oriented Executive Assistant & Project Manager to support our Executive Leadership Team and drive key organizational initiatives. This dynamic role serves as a trusted partner to senior leadership, providing executive-level administrative support while coordinating strategic projects, contract management, governance activities, compliance efforts, and agency-wide communications.

The Executive Assistant & Project Manager will manage executive calendars, support Board of Directors operations, oversee contract administration, coordinate organizational projects and annual planning activities, and assist with regulatory, accreditation, and credentialing requirements. This individual plays a critical role in ensuring the smooth operation of executive functions while advancing organizational priorities and strategic goals.

The ideal candidate is a skilled communicator with exceptional organizational and project management abilities who thrives in a fast-paced healthcare environment. Success in this role requires professionalism, discretion, sound judgment, and the ability to build strong relationships with leaders, staff, Board members, vendors, and external partners.

Key Areas of Responsibility:

Executive Leadership Support

• Provide executive-level administrative support to the President & CEO and Executive Leadership Team.
• Manages the CEO's complex and dynamic calendar, coordinating internal meetings, board functions, donor engagements, finance reviews, and external commitments.
• Prepare correspondence, reports, presentations, agendas, meeting materials, and executive communications. Drafts, proofreads, and manages communications, presentations, and reports.
• Ensure leadership is well prepared for meetings, presentations, and organizational initiatives.
• Coordinate executive meetings, leadership retreats, Town Halls, and agency-wide events.
• Manages administrative files related to contracts, licenses, certifications, and credentialing for leadership.

Board & Governance Administration

• Coordinate all administrative functions for the Board of Directors and Board Committees.
• Prepare agendas, meeting materials, minutes, and Board communications.
• Maintain Board records, governance documents, and the Board SharePoint portal.
• Coordinate meeting logistics, annual calendars, and governance-related activities.

Contract Management & Administrative Oversight

• Manage the agency's contract administration process, including tracking, organizing, renewing, and maintaining vendor, consultant, and service agreements.
• Maintain centralized contract documentation and ensure appropriate approvals and record retention.
• Coordinate with internal departments and external partners regarding contract status and compliance.

Strategic Project & Business Planning

• Oversees the preparation and completion of the RVNAhealth Annual Business Plan (PIR).
• Manages strategic initiatives and special projects, including annual goals tracking, internal campaigns, accreditation preparation, and quality improvement programs.
• Supports CHAP accreditation efforts, licensing renewals, audits, and other regulatory requirements.

Regulatory Compliance, Credentialing & Accreditation Support

• Maintains updated policy manuals and administrative documentation.
• Completes and submits recredentialing applications for insurance providers and regulatory bodies, including CHAP, PECOS, CT DPH, DSS, and Medicare.
• Ensures agency filings are current and submitted to the Department of Consumer Protection, Department of Labor, Secretary of State, Department of Public Health, and other regulatory entities.
• Supports compliance with HIPAA, CT DPH licensure, CHAP standards, and Medicare Conditions of Participation.

Internal Communications & Collaboration

• Coordinate internal communications and leadership announcements.
• Develop and edit executive correspondence, presentations, and organizational communications.
• Foster collaboration across departments while serving as a key administrative resource for leadership.
• Build positive working relationships with employees, Board members, vendors, and community partners.

Organizational Planning & Special Initiatives

• Assist with annual planning activities, organizational reporting, and executive projects.
• Coordinate special initiatives assigned by executive leadership.
• Track action items, deadlines, and deliverables to ensure timely completion.
• Identify opportunities to improve administrative processes and organizational efficiency.

Qualifications

• Minimum 5 years of experience in a senior administrative or executive assistant role; Healthcare, nonprofit, or regulated industry experience highly preferred.
• Demonstrated project management experience with the ability to manage multiple priorities simultaneously.
• Experience with contract administration, as well as credentialing, licensure filings, accreditation activities, and regulatory compliance in a healthcare setting, is highly desirable.
• Familiarity with CHAP accreditation standards, Medicare Conditions of Participation (CoPs), and Connecticut Department of Public Health (DPH) regulations.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong organizational, planning, and time management skills with exceptional attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• High level of professionalism, discretion, confidentiality, and sound judgment.
• Experience supporting Boards of Directors or governance functions preferred.

Why Join RVNAhealth?

RVNAhealth is a nonprofit healthcare organization dedicated to providing exceptional care and support to individuals and families throughout our community. With services spanning home health, hospice, rehabilitation, wellness, and community health programs, we are committed to improving lives through compassionate care, innovation, and excellence.

Benefits:

RVNAhealth offers eligible full-time employees a comprehensive benefits package including medical, dental, vision, and prescription coverage; 403(b) retirement savings; paid time off and holidays; employer-paid life and disability insurance; wellness and employee assistance programs; tuition reimbursement; professional development opportunities; and additional voluntary benefits. Benefits are subject to eligibility requirements and plan terms.

Compensation:

The pay range listed represents RVNAhealth's commitment to pay transparency and is a reasonable estimate of possible compensation for this role at the time of posting. The final salary for this role will be determined based on careful consideration of a variety of factors, such as the candidate's exact location, experience, and expertise related to the qualifications.

RVNAhealth is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law.