Executive Assistant

Job Description Job Description Job Description The Executive Assistant provides high-level administrative support to executive leadership, ensuring efficient daily operations, effective communication, and seamless coordination of projects and events. This role includes executive calendar management, project tracking, board support, event planning, and acting as a liaison between leadership and key stakeholders. Responsibilities/ Job Duties: Provide high-level administrative support to executive leadership, including managing calendars, scheduling meetings, and coordinating communications. Draft, edit, and track internal and external correspondence, memos, and reports. Serve as liaison between executives, board members, staff, and external partners. Organize and attend meetings, prepare agendas, take minutes, and distribute follow-up materials. Prepare presentations, board packets, and supporting documents for leadership. Monitor and maintain executive files, contracts, reports, and other records. Manage phone calls, emails, mail, and social media inquiries, ensuring timely responses. Coordinate travel arrangements, lodging, and event logistics. Support project management by tracking timelines, deliverables, and stakeholder communication. Assist in planning and executing internal and external events, including retreats, staff functions, fundraising activities, and community events. Coordinate event logistics such as vendor scheduling, setup, breakdown, and client follow-up. Manage contracts, billing, and financial reporting related to projects and events. Build and maintain relationships with vendors, partners, and external service providers. Collaborate with finance, marketing, communications, and operations teams to support cross-functional initiatives. Provide excellent customer service and maintain professionalism in all interactions. Handle confidential information with discretion and sensitivity. Perform other projects and duties as assigned by executive leadership. Minimum Education and Experience Qualification Requirements: 3-5 years of experience in executive support, project coordination, or event planning. Strong organizational and time-management skills with the ability to manage multiple priorities. Excellent written and verbal communication skills. Proficiency in Microsoft Office, Google Workspace, and project/event management tools. Proven ability to handle sensitive information with discretion and professionalism. Experience supporting boards and/or managing events preferred. Schedule/ Shift: Monday - Friday 8am - 5pm / on call as needed * We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state, and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO), and the California Fair Chance Act (CFCA). * As a job position within our Insurance division, a successful completion of a background check may be required as a condition of employment. This requirement is directly related to essential job functions including but not limited to: accessing medical and confidential records, verifying financial information, and working within departments that care for vulnerable populations, such as, minors, elderly and those with physical or mental disabilities. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients For California Applicants: We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO) , and the California Fair Chance Act (CFCA). This position is subject to a background check based on its job duties, which may include patient care, working with vulnerable populations, access to financial and confidential information, driving, working with heavy machinery, or working in a warehouse or laboratory environment. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients. Company Description Here at Medix, we are dedicated to providing workforce solutions to clients throughout multiple industries. We have been named among the Best and Brightest Companies to Work For in the Nation for two consecutive years. Medix has also been ranked as one of the fastest growing companies by Inc. Magazine. Our commitment to our core purpose of positively impacting 20,000 lives affects not only the way we interact with our clients and talent, but also with our co-workers! The goal is lofty, but it is made attainable through the hard work and dedication of our teams and their willingness to lock arms together. Are you ready to lock arms with us? Company Description Here at Medix, we are dedicated to providing workforce solutions to clients throughout multiple industries. We have been named among the Best and Brightest Companies to Work For in the Nation for two consecutive years. Medix has also been ranked as one of the fastest growing companies by Inc. Magazine.\r\n\r\nOur commitment to our core purpose of positively impacting 20,000 lives affects not only the way we interact with our clients and talent, but also with our co-workers! The goal is lofty, but it is made attainable through the hard work and dedication of our teams and their willingness to lock arms together. Are you ready to lock arms with us?