Executive Assistant - CEO & Executive Leadership Team

Executive Assistant

This is more than a traditional administrative support role. The Executive Assistant will work at the center of a growing healthcare organization, helping the CEO and executive leadership team stay focused on the priorities that matter most. You will manage complex schedules, coordinate high-level meetings and events, prepare executives for important conversations, organize information, and help ensure priorities continue moving forward in a dynamic environment. Success in this role requires excellent judgment, discretion, adaptability, and the confidence to work with leaders across all levels of the organization. Additional responsibilities:

• Provide comprehensive administrative support to the executive team
• Provide administrative and logistical support for key executive and leadership off-site and on-site meetings, including strategic planning, national meetings, and other meetings requiring significant coordination across the organization
• Oversee executives' calendars, ensuring efficient scheduling and time management, including meeting management, changes to schedules, document preparation, and logistics coordination
• Exceptional proactive planning and problem-solving skills, including preparing executives for future high-priority events by researching details and compiling information needed
• Manage priorities daily, troubleshooting as needed; Provide current agendas and keep leaders informed of time/date/location changes of meetings
• Manage expense reports and budget reconciliations
• Serve as a communication link between executives and staff
• Arrange travel itineraries and manage logistics for teams
• Maintain organized digital filing systems and records, supporting efficient document management, compliance, and information accessibility
• Coordinate logistics for meetings, including preparing agendas, reserving and preparing facilities, catering, etc
• Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations
• Promote a positive organizational image through professional communication, exceptional service, and effective collaboration with internal teams and external partners

Location: Roseville, Minnesota

Hours: Monday-Friday, generally 8:00 am.-5:00 pm, primarily in-office in Roseville. Some hybrid flexibility may be available depending on executive schedules, team presence, and business needs. Flexibility outside of standard business hours may occasionally be required to support executive priorities, meetings, or travel

Qualifications:

• Eight (8) years of Executive Assistant or senior-level Administrative Assistant experience, preferably supporting C-suite or senior/executive leaders
• Strong organizational and time-management skills with experience managing complex calendars, competing priorities, travel, meetings, and deadlines
• Excellent written and verbal communication skills with the confidence to interact professionally across all levels of the organization
• Demonstrated critical thinking and sound judgment, with the ability to independently resolve issues, make informed decisions, and appropriately escalate when needed
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Comfortable working in a fast-paced environment where priorities can shift quickly

Preferred Qualifications:

• Bachelor's degree in Business, Communications, Healthcare Administration, or a related field
• Proven experience partnering with C-suite executives, including CEOs and CFOs, to support strategic priorities, business objectives, and enterprise-wide initiatives
• Experience within healthcare and/or multi-location organizations, with demonstrated ability to navigate complex operational environments and diverse stakeholder groups
• Track record of supporting executive leadership through organizational growth, transformation, acquisitions, integrations, or significant change-management efforts
• Experience coordinating Board of Directors, executive leadership, and strategic planning activities, ensuring effective governance, informed decision-making, and execution of organizational priorities

Key Attributes:

• Initiative: Proactively anticipates needs, thinks ahead, and takes action without waiting to be asked
• Integrity & Discretion: Handles confidential and sensitive information with exceptional judgment and professionalism
• Dependability: Reliable, accountable, and committed to strong follow-through
• Adaptability: Consistent, organized, and solutions-focused when priorities or schedules change
• Collaboration: Builds strong relationships and works effectively with executives, leaders, employees, and external partners
• Emotional Intelligence: Understands different working styles and approaches interactions with professionalism, awareness, and respect

Salary Range:

At PHS, we are committed to providing specialized care for medically complex children. Every role, from direct patient care to customer support, plays a vital part in improving the lives of kids and families. The impact you make is invaluable. We are dedicated to offering fair and transparent compensation to our team members. The anticipated starting salary for this role begins at $75,000 annually, with the opportunity for higher compensation based on experience, qualifications, skills, and demonstrated expertise.

The Company:

Pediatric Home Service is a pediatric home health agency that has provided high quality DME and nursing services to children that are medically fragile since 1990. Our services allow our clients to remain and thrive in their homes, schools, and communities. The majority of the clients we serve are age's birth through 21 years old and have a variety of technologies that might include a trach, ventilator or g-tube.

Benefits:

• Generous Paid Time Off (PTO) for full time employees to ensure a healthy work-life balance
• 401(k) Matching to help secure your future
• Tuition Reimbursement to support your educational and professional growth
• Professional Development & Learning Opportunities to expand your skills and knowledge in pediatric care
• A supportive and fulfilling work environment where your contributions directly impact children's health and well-being

Pediatric Home Service is an equal opportunity employer; we are committed to affirmative action and equal employment opportunities for all, regardless of protected veteran status, race, color, creed, religion, national origin, sex, sexual orientation or identity, disability, age, marital status, familial status, membership or activity in a local human rights commission, or status with regard to public assistance. #DME123