Executive Assistant

This is an in-office position based in our Fort Myers, FL office.

About Us:


TeleSpecialists is transforming healthcare delivery as the nation's largest and fastest-growing digital healthcare leader. By providing expert neurological and psychiatric care directly to over 400 hospitals and health systems across the country, we don't just provide care; we pioneer solutions that make quality healthcare easily accessible.

Join a team where your passion meets our purpose. If you're inspired by innovation, thrive in a collaborative and entrepreneurial environment, and want to be a part of a team that's reshaping the future of patient care, we want you on our team. At TeleSpecialists, you'll discover more than just a job. You will be able to experience meaningful work, accelerated career growth, and the opportunity to redefine healthcare for the future.

Tele Specialists Offers:

• A great culture with a team environment
• A fun, diverse work environment
• A rapidly growing company with career advancement opportunities
• Medical, Dental and Vision benefits
• Tuition Reimbursement
• 401k match
• Paid Vacation
• Leadership Training Classes
• Mentorship Program

About the Role:

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer. This position serves as a trusted business partner by managing executive priorities, coordinating communications, organizing meetings and travel, tracking strategic initiatives, and ensuring the efficient operation of the Executive Office. The Executive Assistant exercises sound judgment maintains strict confidentiality and proactively anticipates the needs of the CEO while supporting organizational effectiveness.

Essential Duties and Responsibilities:

• Manage and maintain the CEO's complex calendar, ensuring appointments and priorities are accurately scheduled and optimized.
• Coordinate executive meetings, including scheduling, logistics, agendas, meeting materials, and follow-up actions.
• Prepare correspondence, reports, presentations, memoranda, and other executive communications.
• Arrange domestic and international travel, including itineraries, accommodations, transportation, and expense documentation.
• Prepare briefing materials, reports, and background information to support executive meetings and presentations.
• Communicate on behalf of the CEO with internal departments, executives, board members, physicians, vendors, and external business partners.
• Track action items resulting from executive meetings and ensure timely completion by responsible stakeholders.
• Monitor deadlines and proactively follow up on commitments, projects, and organizational priorities.
• Maintain confidential business records, executive files, and sensitive company information.
• Coordinate executive office operations, including ordering office supplies and maintaining administrative processes.
• Assist with executive expense reporting, invoice processing, and other administrative financial activities.
• Support special projects and strategic initiatives as assigned.
• Perform other duties as assigned to support executive leadership and organizational objectives.

Qualifications:

Required

• Bachelor's degree in Business Administration, Communications, or a related field, or an equivalent combination of education and experience.
• Minimum of two (2) years of executive administrative support experience supporting senior executives.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
• Experience managing complex executive calendars and travel arrangements.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential information with discretion and professionalism.

Preferred

• Experience supporting C-suite executives.
• Experience coordinating executive-level meetings and board materials.
• Project management experience.
• Healthcare or professional services industry experience.

Knowledge, Skills, and Abilities:

• Exceptional organizational and time management skills with the ability to prioritize multiple competing demands.
• Strong attention to detail and commitment to accuracy.
• Excellent interpersonal skills with the ability to build effective working relationships across all organizational levels.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Highly self-motivated, proactive, and resourceful.
• Strong analytical and problem-solving abilities.
• Ability to work independently with minimal supervision.
• Ability to thrive in a fast-paced, dynamic environment while maintaining composure under pressure.
• Strong written, verbal, and presentation communication skills.
• Ability to anticipate executive needs and proactively resolve issues before they arise.
• Demonstrated professionalism, discretion, and executive presence.
• Ability to collaborate effectively with interdisciplinary teams and external stakeholders.

Travel Requirements (if applicable): 5% - 10% (occasional travel may be required)

Other Duties:

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties, responsibilities, and activities may change or be assigned at any time based on business needs.

Physical Requirements:

• Must be able to remain in a stationary position (sitting or standing) for prolonged periods, often up to 75% of the workday.
• Needs to occasionally move about inside the office to access file cabinets, office machinery, or shared workspaces.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and printer.
• Must be able to exchange accurate information with clients and co-workers in person, over the phone, and via digital platforms.
• Occasionally moves or transports office supplies, files, or equipment weighing up to 25 pounds.
• Occasionally positions self to maintain files in cabinets or access equipment stored in low or high areas.
• Requires close visual acuity to perform activities such as preparing and analyzing data, transcribing, and viewing a computer monitor for extended periods.

Equal Employment Opportunity & ADA Statement

The Company is an equal opportunity employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law. The Company will provide reasonable accommodations for qualified individuals with disabilities in accordance with applicable laws.