Executive Assistant

Executive Assistant (Director Support) Location: Cranston, RI 02920 (Onsite) Duration: 12 Months Contract Hours: 35 hours per week Potential to Extend: Yes Description: Provides executive‑level administrative, operational, and implementation support to the Director of the Rural Health Transformation Program (RHTP). The role is responsible for ensuring the effective coordination, scheduling, and execution of RHTP priorities across multiple initiatives, partners, and interagency workstreams. Supports day‑to‑day operational needs of the program, including onboarding coordination, procurement of supplies and equipment, and administrative logistics necessary to maintain program operations. Functions as a central coordination point to support the timely implementation of program activities, facilitate internal and external communications, and ensure alignment of deliverables with program timelines, federal requirements, and state processes. Works independently with discretion and judgment to enhance program execution and operational efficiency. Responsibilities Rural Health Transformation Program Coordination Provide high‑level executive support to the RHTP Director, including calendar management, scheduling of internal and external meetings, and coordination across multiple agencies and partners. Track and manage key RHTP deliverables, timelines, and action items across initiatives and ensure timely follow‑up and federal compliance requirements. Coordinate cross‑functional meetings with state agencies, vendors, federal partners, and community stakeholders; prepare briefing materials, meeting summaries, talking points, and decision memos for leadership use. Support coordination of workflows, including tracking RFP timelines, approvals, and posting status in collaboration with procurement and communications teams. Maintain centralized tracking systems for RHTP initiatives files, deliverables, contracts, invoices, and implementation milestones. Support coordination of communications between RHTP leadership, CMS, and internal state partners to ensure timely responses and documentation compliance. Operational and Administrative Support Coordinate day‑to‑day administrative execution of RHTP priorities across workstreams. Track approvals, document routing, and signature workflows to ensure timely completion. Support preparation of materials for federal reporting, compliance submissions, and internal meetings. Maintain organized records of contracts, program documentation, and meeting materials. Coordinate procurement of supplies, equipment, and operational materials for program needs. Support onboarding of new staff, including workspace setup, system access, and orientation logistics. Liaise with administrative and operations teams to ensure program operational needs are met. Monitor and flag operational issues, delays, or coordination gaps and elevate as appropriate. Cross‑Office Administrative Coordination Work collaboratively with other executive assistants within the Executive Office of Health and Human Services to align administrative processes and share workload support as needed. Support coordination of shared services such as scheduling, procurement processes, onboarding systems, and document routing. Assist in ensuring consistency of administrative procedures across offices and programs. Stakeholder Engagement and Meeting Coordination Coordinate logistics for stakeholder engagements, including scheduling, agendas, materials, and follow‑up actions. Ensure continuity of communication across internal teams, advisory bodies, and external partners. Support planning and execution of public‑facing meetings, listening sessions, and implementation convenings. Maintain contact lists and communication pathways for key RHTP partners and stakeholders. Assist in preparing materials for public meetings, briefings, and leadership updates. Program Implementation Support and Strategic Alignment Support alignment of RHTP implementation activities with broader state health system transformation efforts. Assist in maintaining organized records of contracts, agreements, documentation, and programs. Support preparation of leadership updates and high‑level summaries of program progress. Provide administrative and coordination support to ensure continuity across leadership transitions and evolving program structures. Required Qualifications: Knowledge, Skills, and Capacity Strong organizational and executive support skills, with demonstrated ability to manage complex schedules, priorities, and deadlines. Excellent written and verbal communication skills, including the ability to prepare clear summaries and briefing materials. Strong attention to detail and ability to manage multiple concurrent workstreams. Ability to operate effectively in a fast‑paced, high‑accountability policy and implementation environment. Familiarity with public sector operations, healthcare systems, or federally funded programs preferred. Strong interpersonal skills with the ability to coordinate across executive leadership, technical teams, and external stakeholders. Ability to exercise discretion and maintain confidentiality in executive‑level work. Education and Experience Bachelor’s degree from an accredited institution in public administration, health administration, business administration, or a related field preferred. Experience: 3–7 years of progressively responsible experience providing executive‑level administrative, operational, or program coordination support, preferably in government, healthcare, or large‑scale program environments. Preferred Skills and Experience Experience supporting executive leadership within government, healthcare, or large‑scale federally funded initiatives. Strong organizational and communication skills. Proficiency in Microsoft Office and scheduling systems. Experience coordinating administrative or operational workflows across multiple teams or agencies. Experience in healthcare, public health, or state government preferred. Supervision Work under the direction of the RHTP Director, with general oversight from designated executive leadership within the Executive Office of Health and Human Services. The incumbent is expected to exercise initiative in prioritizing tasks, managing competing deadlines, and ensuring follow‑through on complex administrative and operational activities. Supervision Exercised May provide coordination support to administrative staff, interns, or project‑based support personnel as assigned to ensure timely completion of tasks and alignment with RHTP operational needs. #J-18808-Ljbffr