Executive Assistant

Executive Assistant

The Executive Assistant will provide comprehensive administrative support to the CEO, CFO, General Counsel, and the Executive Leadership Team (ELT) at AdaptHealth. This role requires a highly organized, proactive, and detail-oriented professional who can manage multiple priorities with discretion and efficiency. The Executive Assistant will be a key facilitator in ensuring the smooth operation of the executive offices.

Essential Functions and Job Responsibilities

Executive Support

• Manage complex calendars for C-Suite executives, scheduling and coordinating meetings, appointments, and travel arrangements.
• Serve as the primary point of contact for the executives, handling calls, emails, and correspondence with professionalism and discretion.
• Prepare detailed agendas, briefing materials, and presentations for meetings, ensuring executives are well-prepared.
• Draft, edit, and review correspondence, reports, and documents on behalf of the executives.
• Anticipate and address the needs of executives by providing timely support, including research and data analysis.
• Maintain and organize executive files, both electronic and paper, ensuring easy access and retrieval of information.
• Handle sensitive and confidential information with discretion.

Communication & Liaison

• Act as a liaison between the CFO, external stakeholders, and internal teams, ensuring clear and efficient communication of priorities and objectives.
• Build and maintain strong relationships with board members, senior leaders, and external stakeholders.
• Coordinate communication across departments, ensuring alignment with company goals.

Meeting & Event Coordination

• Organize and execute leadership meetings, including setting agendas, recording minutes, and tracking follow-ups.
• Plan and manage logistics for executive off-sites, conferences, and team events.
• Facilitate the preparation and distribution of materials for board meetings and executive presentations.

Administrative Excellence

• Oversee expense management for executives, including budgeting, invoicing, and expense reporting.
• Maintain and organize confidential files, contracts, and records.
• Implement and refine processes to enhance the efficiency of the C-Suite office.
• Manage office tools and software to ensure streamlined workflows.

Travel Management:

• Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries.
• Prepare travel expense reports and ensure timely reimbursement processing.

Project Support:

• Assist with special projects and initiatives directed by the CFO, SVP Investor Relations, and the rest of the Finance & Accounting leadership team.
• Conduct research, compile data, and prepare reports to support executive decision-making.
• Track project milestones and deliverables, ensuring timely completion of tasks.
• Maintain patient confidentiality and function within the guidelines of HIPAA.
• Completes assigned compliance training and other educational programs as required.
• Maintains compliant with AdaptHealth's Compliance Program and applicable company policies, procedures, and patient protocols.
• Perform other related duties as assigned and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.

Competency, Skills, and Abilities:

• Exceptional organizational and time management skills.
• Strong written and verbal communication skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to integrate AI tools (ie, Microsoft CoPilot, ChatGPT) into daily workflows.
• Project management skills, to include facilitating/coordinating presentation materials from different leaders, and driving timelines for delivery.
• Ability to handle multiple tasks simultaneously and work under pressure.
• High level of discretion and professionalism in handling confidential information.
• Ability to adapt and be flexible in a rapidly changing environment, be patient, accountable, proactive, take initiative and work effectively on a team.
• Analytical and problem-solving skills with attention to detail.
• Decision Making
• Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction.

Requirements

Education and Experience Requirements:

• Bachelor's degree preferred.
• Minimum of 5 years of experience as an executive assistant or in a similar administrative role, preferably in the healthcare or corporate sector

Physical Demands and Work Environment:

• Work environment will be stressful at times, as overall office activities and work levels fluctuate.
• Must be able to bend, stoop, stretch, stand, and sit for extended periods of time.
• Subject to long periods of sitting and exposure to computer screen.
• Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use.
• Metal ability to work in a fast-paced work environment.
• Must be able to lift 30 pounds as needed.
• May be exposed to angry or irate customers or patients.
• Excellent ability to effectively communicate both verbally and written with internal and external customers with the ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
• Physical and mental ability to analyze data, problem solving and critical thinking.
• Mental ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
• Ability to work after non-business hours as needed and travel as needed.