Administrative and Executive Support

Job Description

Job Description

Executive Assistant

Administrative and Executive Support

Department: Administration

Employment Status: Full Time

Reports To: Chief Executive Officer or Designee

Work Location: Alium Health Clinic and Administrative Locations

Position Summary

The Executive Assistant provides organized, confidential, and technology-enabled administrative support to executive leadership. This entry-level position is ideal for a dependable professional who communicates well, learns new systems quickly, and uses tools such as Microsoft Excel, Outlook, Word, Teams, and shared file platforms to keep priorities, meetings, documents, and follow-up activities on track.

Essential Duties and Responsibilities

• Manage calendars, schedule meetings, coordinate appointments, and help resolve scheduling conflicts.
• Monitor executive email and Outlook calendars as directed; organize messages, flag time-sensitive items, and support timely follow-up.
• Prepare agendas, meeting materials, notes, action-item lists, and professional correspondence.
• Create and maintain Excel spreadsheets, trackers, reports, contact lists, and basic data summaries using formulas, sorting, filtering, and formatting.
• Draft, edit, format, and proofread documents, presentations, emails, and internal communications.
• Organize electronic files and maintain accurate records using Microsoft 365, Teams, SharePoint, and OneDrive.
• Coordinate internal and external meetings, including invitations, conference rooms, virtual meeting links, technology, and materials.
• Track deadlines, assignments, approvals, and recurring leadership responsibilities; provide reminders and status updates.
• Assist with special projects, research, data entry, document preparation, and administrative process improvements.
• Maintain confidentiality when handling executive, employee, patient, financial, legal, and organizational information.
• Provide professional communication and service to employees, patients, vendors, community partners, and other stakeholders.
• Learn and use organizational systems, including the electronic health record and other business applications, as required.
• Support office organization, supply coordination, mail, scanning, copying, and other administrative needs.
• Perform additional duties and projects assigned by executive leadership.

Required Qualifications

• High school diploma or equivalent required; associate degree, college coursework, or administrative training preferred.
• Zero to two years of administrative, office, customer service, internship, or related experience.
• Strong working knowledge of Microsoft Outlook and Word.
• Proficiency in Microsoft Excel, including data entry, formatting, sorting, filtering, and basic formulas.
• Comfort learning new software, troubleshooting routine technology issues, and adapting to changing systems.
• Strong written communication, grammar, proofreading, organization, and time-management skills.
• Ability to protect confidential information and exercise sound judgment.
• Ability to manage multiple assignments, meet deadlines, and ask appropriate questions when priorities are unclear.

Preferred Qualifications

• Experience with Microsoft Teams, SharePoint, OneDrive, PowerPoint, or electronic records systems.
• Experience supporting a manager, leadership team, healthcare organization, or professional office.
• Experience creating reports, meeting minutes, trackers, or process documentation.

Core Competencies

• Technology aptitude and willingness to learn
• Organization, accuracy, and attention to detail
• Professional communication and customer service
• Confidentiality, discretion, and good judgment
• Initiative, follow-through, and accountability
• Adaptability and collaborative problem-solving

Work Environment and Physical Requirements

This position works primarily in a professional healthcare and office environment and requires regular use of computers, phones, and standard office equipment. The employee must be able to communicate effectively, remain seated or standing for routine periods, and occasionally move or lift office materials weighing up to 20 pounds. Reasonable accommodations may be provided to qualified individuals with disabilities.

Equal Employment Opportunity

Alium Health is an equal opportunity employer. Employment decisions are based on organizational needs, job requirements, and individual qualifications without unlawful discrimination based on any status protected by applicable federal, state, or local law.

This job description summarizes the primary responsibilities of the position and may be revised based on organizational needs.