Executive Assistant

Title: Executive Assistant

Reports to: Chief Executive Officer, President and Founder

Supervises: N/A (individual contributor)

FLSA Status: Exempt

Work Location: Remote, with travel as needed

Pay Range: $52,000-$58,000/annuallly

Position Summary

The Executive Assistant provides high level administrative and operational support directly to the Executive and Directors at the School of EMS. This role manages the CEO’s calendar, communications, and priorities, exercises independent judgment on matters affecting the

CEO's time and the organization's operations, and serves as a trusted point of coordination between the CEO's and internal leaders, external partners, and stakeholders.

The Executive Assistant regularly handles confidential and sensitive information and is expected to make sound decisions on behalf of the CEO in his or her absence.

Essential Duties and Responsibilities

• Manages the CEO's calendar by independently resolving scheduling conflicts, determining meeting priority based on organizational impact, and coordinating with internal and external stakeholders.

• Screens and triages the CEO's communications, determining which matters require immediate attention, which can be handled directly, and which should be delegated or deferred.

• Serves as the primary point of contact between the CEO and the organization's private equity ownership group, managing communications, scheduling, and information requests with discretion.

• Plans and coordinates executive travel, off site meetings, and Board or leadership events, making independent decisions on logistics, vendors, and budget within delegated authority.

• Drafts, reviews, and finalizes correspondence, reports, and presentations on the CEO's behalf, exercising judgment on tone, content, and audience.

• Prepares agendas and materials for leadership and Board meetings, and attends as needed to record and follow up on decisions and action items.

• Manages highly confidential organizational, personnel, and financial information with independent judgment about appropriate handling and access.

• Tracks and follows up on commitments made by the CEO, resolving and escalating issues independently where possible.

• Coordinates across departments on behalf of the CEO to move initiatives forward, resolving competing priorities without requiring the CEO's direct involvement.

• Manages expense reporting, budget tracking, and vendor relationships for the Executive Office.

• Performs other duties and special projects assigned.

Competencies

To perform this job successfully, an individual should demonstrate the following:

• Interpersonal Skills - Maintains confidentiality; protects the integrity and reputation of the school; interacts with employees, leadership, and external contacts professionally and respectfully.

• Oral Communication - Speaks clearly and professionally; listens effectively; asks clarifying questions; represents the CEO accurately in verbal exchanges.

• Written Communication - Writes clearly and accurately; edits for grammar and spelling; prepares professional correspondence, reports, and presentations on the CEO's behalf.

• Organization and Follow Through - Manages multiple deadlines and competing priorities with minimal oversight; maintains accurate records; follows through on assigned tasks.

• Independent Judgment - Exercises sound, independent judgment on confidential and time sensitive matters; takes responsibility for decisions made on the CEO's behalf.

• Dependability - Follows instructions and leadership direction while exercising appropriate autonomy; meets deadlines; maintains consistent attendance.

• Professionalism - Approaches others tactfully; maintains discretion with highly sensitive information; represents the School of EMS professionally at all times.

• Accuracy and Attention to Detail - Ensures accuracy in communication, scheduling, and documentation; catches and corrects discrepancies proactively.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education:

• Bachelor's degree preferred, or equivalent combination of education and experience.

Experience:

• 5 or more years of experience supporting C suite or senior executive level leadership.

• Demonstrated ability to exercise sound, independent judgment on confidential and time sensitive matters.

• Prior experience managing an executive calendar, correspondence, and travel.

Preferred:

Previous healthcare or education industry experience preferred.

Skills and Abilities

• Communication - Ability to communicate professionally with the CEO, Board members, senior leadership, and external organizations.

• Computer Skills - High proficiency with Microsoft 365 programs, along with the ability to learn new platforms as required by SOE.

• Organizational Skills - Ability to manage multiple deadlines, competing priorities, and confidential matters across a multi-state organization.

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This position generally operates in a professional remote work environment. The employee must maintain a professional work environment with appropriate internet access to participate in virtual meetings and communicate with internal and external team members.

Physical Requirements

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee frequently uses hands to operate a computer keyboard, mouse, and standard office equipment, and is regularly required to sit, stand, talk, and hear. Specific vision abilities required include close vision and the ability to adjust focus for extended computer use. Occasional travel may be required.

Conditions of Employment

Employment is contingent on a satisfactory background check.

Employment is contingent on successful completion of a post-offer, pre-employment drug screen, in accordance with School policy.

Equal Employment Opportunity

The School of EMS is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by applicable law.

At-Will Employment

Employment with the School of EMS is at-will. This means that either the employee or the School may end the employment relationship at any time, with or without cause and with or without notice. This job description does not constitute a contract of employment and may be modified at the School's discretion.