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Senior Executive Assistant to the CEO
hace 2 semanas
About Us
We are a mission-driven healthcare organization committed to transforming lives through access to high-quality, compassionate, and innovative care. Our work centers around a simple but powerful goal: to help our patients move freely, live fully, and thrive—regardless of their background or financial status. We believe healthcare should be ethical, accessible, and human-centered. As we grow and evolve, we are looking for team members who share our passion for reimagining what's possible in patient care.About the PositionWe are seeking a Senior Executive Assistant (EA) to provide high-level, proactive administrative support to our CEO and select executive leadership. This is a critical role for an exceptionally organized, trustworthy, and resourceful professional who thrives in a fast-paced, high-responsibility environment. The ideal candidate will be experienced in supporting C-level executives, managing complex calendars and priorities, and handling sensitive information with discretion.You will serve as a key liaison for internal and external stakeholders, support strategic projects, and anticipate the needs of leadership to optimize their time and impact.Key ResponsibilitiesExecutive Support (90%)
- Calendar & Time Management: Manage complex executive calendars, including appointments, strategic meetings, travel, and personal scheduling. Coordinate with external partners, clients, and internal teams to ensure alignment.
- Call Schedule Management: Oversee monthly on-call schedules for surgeons, ensuring coordination with hospital partners and internal availability.
- Communications Management: Serve as a point of contact for incoming communications; prioritize, screen, and draft responses on behalf of leadership.
- Meeting Preparation & Documentation: Organize and prepare materials, agendas, and follow-up documentation for leadership meetings. Attend meetings, take minutes, and ensure timely completion of action items.
- Travel Coordination: Book and manage detailed travel itineraries for executives and guests, including flights, lodging, and ground transportation.
- Project & Event Support: Assist in managing projects and initiatives, track deliverables and timelines, and provide general project management support.
- Document & Records Management: Maintain accurate and confidential records, prepare reports and presentations, and support with data entry and reporting needs.
- Confidentiality: Uphold the highest standards of discretion in handling sensitive or confidential matters.
- Relationship Management: Represent the leadership team with professionalism in all interactions; build strong internal and external relationships.
- Feedback & Insight: Surface potential organizational inefficiencies and work with stakeholders to propose or support solutions.
Operations & Support (10%)
- Order and coordinate company materials (e.g., business cards, uniforms, marketing materials).
- Support staff access and logistics (e.g., office keys, vendor coordination).
- Participate in team meetings, training sessions, and professional development.
- Perform other duties as needed in support of the leadership team and organizational goals.
About You
- Education: Bachelor's degree required.
- Experience: Minimum 5+ years in executive support, preferably supporting C-suite or senior leadership in healthcare or mission-driven environments. Experience managing complex projects with multiple stakeholders is a plus.
- Technology: Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Notion, Adobe Acrobat, and other productivity tools. Experience with project management software is a plus.
- Communication: Excellent verbal and written communication skills with a professional, diplomatic, and responsive approach.
- Organization: Strong time management and multitasking abilities. You are highly detail-oriented and capable of managing shifting priorities in a dynamic environment.
- Integrity & Confidentiality: Proven ability to manage confidential information with discretion and sound judgment.
- Compassion: In healthcare, empathy matters. You approach communication with respect, patience, and care.
- Initiative & Independence: Self-starter with the ability to work independently while collaborating effectively with others.
- Flexibility: Comfortable adjusting to evolving responsibilities and working occasional evenings or weekends as needed.
