Executive Assistant

Executive Assistant to the CEOH2H Emergency Services / Hospital to Home LLCReports To: Chief Executive OfficerEmployment Type: Full-TimeSalary Range: $65,000–$90,000 annually, commensurate with experience and qualificationsPosition OverviewH2H Emergency Services is seeking a highly organized, motivated, resourceful, and trustworthy Executive Assistant to the CEO to work directly with the Chief Executive Officer.This is not a traditional administrative assistant position. The Executive Assistant will serve as an extension of the CEO and will be involved in executive-level projects, strategic initiatives, research, communications, social media production, scheduling, business development, and confidential company matters.H2H is a rapidly growing EMS and medical transportation organization specializing in interfacility transportation (IFT), EMS, critical care transportation, and non-emergency medical transportation.The successful candidate will have exposure to many areas of the organization and will regularly interact with company leadership, healthcare executives, business partners, vendors, consultants, attorneys, and other outside professionals.We are looking for someone who can be given a project or problem, take ownership of it, determine the next steps, and see it through to completion.Key ResponsibilitiesExecutive SupportWork directly with the CEO to manage daily priorities and long-term initiatives.Manage the CEO's calendar, meetings, appointments, and commitments.Prioritize incoming requests and help ensure the CEO's time remains focused on the highest-value priorities.Coordinate meetings with company leadership, healthcare executives, business partners, advisors, vendors, and outside organizations.Prepare the CEO for meetings by gathering background information, documents, reports, and other relevant materials.Draft emails, correspondence, presentations, reports, and executive communications.Track commitments, deadlines, and action items.Follow up with internal and external parties on behalf of the CEO.Maintain organized records of important projects, meetings, contacts, and priorities.Assist with occasional personal scheduling and logistical matters when necessary.Special Projects & Strategic InitiativesA significant portion of this position will involve helping the CEO manage projects outside of traditional administrative responsibilities.Responsibilities may include:Manage and track CEO-led projects from beginning to completion.Coordinate projects involving multiple departments and members of the leadership team.Research new markets, healthcare organizations, companies, vendors, competitors, and potential business opportunities.Assist with company growth initiatives, new locations, partnerships, acquisitions, and other strategic projects.Gather and organize information needed for executive decision-making.Create project trackers and provide concise status updates.Identify outstanding items and follow up with responsible individuals.Help ensure important projects continue moving forward without requiring constant CEO involvement.Take ownership of special assignments as business needs and opportunities arise.Social Media, Marketing & CommunicationsThe Executive Assistant will take an active role in creating, producing, and managing H2H Emergency Services' social media presence.This is a hands-on responsibility. We are looking for someone who can identify stories and opportunities throughout the organization and turn them into professional, engaging content.Responsibilities include:Develop and maintain a consistent social media content calendar.Create, produce, and publish social media content across H2H's primary social media platforms.Actively identify content opportunities throughout H2H rather than waiting for content to be provided.Take and coordinate photographs and video at H2H locations, events, training programs, community activities, and other company functions.Create short-form videos, employee features, recruiting content, company updates, and other engaging material.Write professional captions, posts, announcements, and company updates.Highlight H2H employees, promotions, accomplishments, training programs, new equipment, new locations, company milestones, and community involvement.Develop content showcasing H2H's EMS, IFT, critical care, and medical transportation capabilities.Help communicate company growth, healthcare partnerships, and major organizational accomplishments when appropriate.Develop recruiting-focused content designed to attract EMTs, paramedics, communications personnel, and other healthcare professionals.Assist with the CEO's professional social media presence, including leadership content, company updates, industry topics, and community involvement.Maintain an organized library of company photographs, videos, logos, and other digital assets.Monitor social media comments, messages, reviews, and engagement and escalate important issues when appropriate.Track basic social media performance and identify content generating the strongest engagement.Coordinate with outside marketing, photography, video, or advertising resources when needed.Ensure social media activity complies with company policies, HIPAA, patient privacy requirements, and other applicable healthcare confidentiality standards.Obtain appropriate approvals and releases before publishing patient-related, employee-related, healthcare partner, or other sensitive content.We are not looking for someone simply to repost company announcements. We want someone who can identify a story, develop the idea, capture the content, write the message, and turn it into professional material that represents H2H well.Research & Executive BriefingsThe Executive Assistant should be comfortable independently researching a topic and turning a large amount of information into something the CEO can quickly understand and act upon.Responsibilities include:Research companies, executives, healthcare organizations, markets, vendors, and potential business opportunities.Gather information from multiple sources.Prepare executive summaries and briefing materials.Develop spreadsheets, presentations, and reports.Identify key issues, opportunities, risks, and unanswered questions.Present findings in a clear and concise manner.Assist the CEO with gathering information needed to evaluate business opportunities and make decisions.Meetings & Follow-ThroughThe Executive Assistant will help ensure meetings result in action.Responsibilities include:Prepare meeting agendas and background materials.Attend selected meetings with the CEO when appropriate.Take notes and document key decisions.Identify action items and responsible parties.Track deadlines and deliverables.Follow up with leadership and outside parties.Provide the CEO with concise updates on outstanding items.A major goal of this position is to reduce the amount of time the CEO spends chasing information, tracking down answers, and following up on assignments.Confidential & Sensitive InformationThis position will have access to highly confidential company and executive information, potentially including:Company financial informationStrategic plans and growth initiativesContracts and negotiationsPotential acquisitions and transactionsBusiness development opportunitiesEmployee and executive mattersCompensation informationLegal mattersHealthcare system relationshipsExecutive communicationsOther proprietary or sensitive business informationThe Executive Assistant must demonstrate exceptional judgment, discretion, professionalism, and confidentiality at all times.Maintaining confidentiality is an essential requirement of this position.Travel & EventsCoordinate business travel, accommodations, meetings, and itineraries.Assist with conferences, company events, community activities, and executive meetings.Ensure the CEO has necessary information and materials before meetings and travel.Assist with planning and coordinating special company events.Travel to H2H locations or events periodically to support executive projects and gather social media content.Education & ExperienceBachelor's degree in Business Administration, Management, Finance, Healthcare Administration, Communications, Marketing, or a related field preferred.EMS, healthcare, hospital, medical transportation, or other medical industry experience strongly preferred.Previous experience as an Executive Assistant, Executive Coordinator, Project Manager, Business Analyst, Marketing Coordinator, or similar professional role preferred.Experience working directly with senior executives or business owners is a plus.Experience creating and managing professional social media content is strongly preferred.Experience with photography, video, short-form content, or basic digital design is preferred.Skills & QualificationsExceptional organizational and time-management skills.Excellent written and verbal communication skills.Strong business acumen.Strong research, analytical, and problem-solving abilities.Ability to understand financial information, operational reports, contracts, business proposals, and executive-level materials.Ability to take a loosely defined project, determine the necessary steps, and independently move it toward completion.Demonstrated ability to handle highly confidential and sensitive information.Strong professional judgment and attention to detail.Ability to manage multiple priorities and deadlines simultaneously.Comfortable interacting with healthcare executives, physicians, company leadership, attorneys, consultants, vendors, and other outside professionals.Strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.Familiarity with Canva or similar design tools preferred.Familiarity with LinkedIn, Facebook, Instagram, short-form video, and social media management tools preferred.Familiarity with EMS, IFT, NEMT, healthcare operations, reimbursement, or healthcare contracting is a significant plus.The Person We're Looking ForWe are looking for someone who is organized, intelligent, resourceful, responsive, trustworthy, professional, and proactive.The right candidate should be comfortable receiving a broad assignment such as:"Look into this, figure out what our options are, and get back to me."From there, we expect this person to determine the next steps, conduct the research, contact the appropriate people, organize the information, follow up, and bring the CEO a clear answer or recommendation.This person should also be comfortable picking up a camera or phone, attending a company event or visiting an H2H location, identifying a good story, and turning it into professional social media content.This position requires someone who can move quickly between very different responsibilities.One day may involve preparing for an executive meeting or working on a major strategic project. The next may involve researching a business opportunity, creating a presentation, producing social media content, coordinating an event, or solving an unexpected problem.What Success Looks LikeA successful Executive Assistant will:Keep the CEO organized and focused on the company's highest priorities.Anticipate needs rather than always waiting for direction.Take ownership of assignments and follow them through to completion.Keep strategic projects organized and moving forward.Reduce the amount of time the CEO spends tracking down information and following up.Provide clear and accurate information that supports quick decision-making.Build strong relationships with H2H's leadership team.Represent the CEO and H2H professionally.Develop a consistent, professional, and engaging social media presence for H2H.Help tell the story of H2H's employees, operations, growth, and impact.Maintain absolute confidentiality regarding sensitive company matters.Become someone the CEO can trust with both significant projects and everyday responsibilities.CompensationSalary Range: $65,000–$90,000 annuallyFinal compensation will be based on experience, education, qualifications, healthcare/EMS background, and the candidate's ability to independently manage executive-level responsibilities.Above all, this position requires trust, initiative, discretion, creativity, responsiveness, organization, and follow-through. #J-18808-Ljbffr