Executive Assistant

About Our Client

Our client is revolutionizing access to quality care by empowering health and wellness clinicians with comprehensive tools for thriving private practices. Over 250,000 providers rely on their innovative software suite to simplify practice management, from administrative tasks to clinical care. These solutions work synergistically to alleviate administrative burdens, enabling solo and small group practitioners to flourish alongside their clients.

Recognized as the Best Practice Management Solution Provider in 2024 by MedTech Breakthrough and receiving a Digital Health Award in 2023, the organization is a leader in shaping the future of health tech.

About The Role

The Executive Assistant provides critical administrative, operational, and project management support to the Executives. This pivotal role significantly enhances executive effectiveness and cultivates a positive, productive employee experience across three executive teams. The ideal candidate is a meticulous planner, a proactive problem-solver, and a strong advocate for positive team culture.

Responsibilities

Executive Administrative Support:

• Manage diverse administrative duties for Executives, including active calendar management with internal and external stakeholders.
• Coordinate intricate travel arrangements and meticulously process expense reports.
• Draft and prepare internal correspondence, ensuring precise and timely communication.
• Proactively keep Executives informed of upcoming commitments and responsibilities, facilitating timely follow-ups.
• Oversee shared calendars for each Executive’s team to optimize meeting coordination.

Operational & Project Management:

• Independently manage and execute special projects and initiatives as directed by Executives.
• Develop and own agendas for Executive Leadership and All-Hands meetings, aligning topics with company news, upcoming launches, and leadership priorities, while tracking and following up on action items.
• Monitor and manage OKR (Objectives and Key Results) / goal alignment processes for each Executive’s team.
• Track and manage the cadence and channels of internal communications within each Executive’s team for effective information cascade.
• Create and prepare presentation decks and other essential internal documentation.

Team Culture & Engagement:

• Act as a primary ambassador for fostering and maintaining a positive team culture.
• Plan and execute thoughtful virtual and in-person events for each Executive’s team to promote bonding, learning, and connection.
• Partner with the Sr. Workplace Manager to develop and implement strategies for enhancing the remote work experience for each Executive’s team.
• Brainstorm and implement solutions to improve team synergy and workflow efficiency.
• Collaborate with other Executive Assistants to share successful programs and create opportunities for cross-team engagement through joint events.
• Partner with the Sr Dir, L&D to integrate learning and development into team events, promoting engagement and growth.

Desired Skills & Experience

• A minimum of 7 years of experience in executive administration, project management, or a similar capacity.
• Proven ability to be a collaborative team player who builds and maintains strong working relationships across the organization.
• Demonstrated experience in handling sensitive and confidential company information with utmost discretion.
• Exceptional calendar management skills, particularly with complex executive meetings.
• Extensive event planning experience.
• Strong proficiency with Google Suite, Microsoft Office, and various online tools, including spreadsheets and presentation software.
• Demonstrated experience in leveraging Artificial Intelligence to boost daily work efficiency.
• A resourceful, proactive, and intellectually curious individual who thrives in dynamic, fast-paced environments.
• Exhibits sound judgment with the capacity to prioritize effectively and make informed decisions.
• A strong culture facilitator capable of championing and cultivating a positive work environment and team culture.
• Experience in successfully implementing new ideas and initiatives.

Key skills/competency

• Executive Administration
• Project Management
• Calendar Management
• Event Planning
• Internal Communications
• Google Suite proficiency
• AI Tools Integration
• Confidentiality
• Problem Solving
• Culture Facilitation