Executive Assistant & Communication Specialist

Executive Assistant & Communications Specialist

We are seeking a highly organized, proactive, and personable Executive Assistant & Communications Specialist to join our team. This role serves as a trusted administrative and communications partner, supporting day-to-day office operations, executive needs, internal coordination, and light communications efforts.

The ideal candidate is detail-oriented, tech-savvy, a strong communicator, and comfortable wearing multiple hats in a fast-paced, mission-driven healthcare environment.

Responsibilities

• Greet and screen callers and visitors, directing them to the appropriate person or department
• Answer and manage general incoming calls on company phone lines; monitor voicemails and follow up as needed
• Manage company online faxing system
• Handle administrative and program-related mailing
• Organize, reserve, and oversee conference room scheduling
• Support office operations, including inventory tracking and coordination of office purchases (in collaboration with the Office Administrator)
• Receive, distribute, and track company equipment and supplies
• Create, read, analyze, file, retrieve, and organize organizational documents, invoices, and orders
• Facilitate employee email setup, laptop distribution, and system access
• Work closely with the Office Administrator and leadership team on assigned administrative tasks
• Provide administrative support to the HR function as needed
• Serve as back-up support for key HR activities, including:
  • Employee onboarding and offboarding
  • Coordination of employee documentation and access
  Maintain confidentiality and professionalism when handling sensitive employee information
• Support internal and external communications efforts in collaboration with leadership
• Assist with monitoring and posting content on social media platforms, as needed
• Support basic content coordination for announcements, events, and internal communications
• Help ensure consistent, professional messaging across platforms and materials
• Serve as project support for small-scale internal projects or events, including planning, coordination, and follow-up

Requirements

• Bachelor's degree in a relevant field (healthcare, communications, business administration, marketing, or related preferred)
• Proven experience as an Executive Assistant, Office Assistant, Administrator, or similar role
• Strong working knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Excellent verbal and written communication skills
• Strong interpersonal skills; must be a people-oriented professional
• Highly responsive with strong problem-solving abilities
• Knowledge of basic office equipment (copiers, fax machines, printers)
• Exceptional organizational skills with the ability to multitask and prioritize effectively
• Self-motivated, dependable, and able to exercise sound judgment and decision-making
• Reliable transportation required; position is 100% in-person, 5 days per week at our Silver Spring, MD office
• Highly desirable - Digital marketing and social media management, experience with Mailchimp or similar email marketing platforms, basic photography and visual content creation, working knowledge of HTML/CSS, experience managing WordPress websites, familiarity with SEO best practices and basic e-commerce functionality, Adobe Creative Suite (Photoshop, Illustrator, InDesign), Canva or similar design tools for internal and social media content