Executive Assistant to the CEO

Executive Assistant to the CEO

Healthcare Organization

Position Overview

We seek an exceptionally organized and strategic Executive Assistant to serve as the CEO's primary operational partner and right hand. This role transcends traditional administrative duties, requiring a sophisticated professional who will manage complex calendars, high-level correspondence, stakeholder relations, and strategic office operations. The ideal candidate will demonstrate exceptional interpersonal skills, discretion, and the ability to represent the organization with physicians, healthcare professionals, board members, and shareholders.

Key Responsibilities

· CEO Calendar & Scheduling: Manage the CEO's complex calendar, coordinate meetings with physicians, healthcare professionals, board members, and external stakeholders; ensure optimal time allocation and conflict resolution.

· Executive Correspondence: Draft and manage professional communications on behalf of the CEO to shareholders, healthcare partners, and industry contacts; maintain highest standards of confidentiality and discretion.

· Stakeholder Relations: Serve as a key liaison with physicians, medical staff, board members, and shareholders; prepare briefings and materials for high-level meetings; handle sensitive communications with diplomacy and professionalism.

· Office Operations: Oversee office supply procurement, inventory management, and vendor relationships; ensure workspace efficiency and proper resource allocation across departments.

· Employee Onboarding: Welcome and orient new employees; conduct office tours; coordinate workspace setup; facilitate introductions; ensure a positive first impression and smooth integration into the organization.

· Meeting & Event Coordination: Organize and coordinate CEO meetings, board presentations, shareholder events, and healthcare conferences; handle logistics, materials preparation, and follow-up communications.

· Information Management: Maintain organized filing systems (digital and physical); manage documents; ensure confidential information is properly secured and accessible when needed.

· Administrative Excellence: Manage travel arrangements, expense reports, reports, scheduling, and other executive-level administrative functions with precision and attention to detail.

· Cross-functional Collaboration: Work seamlessly with department heads, medical directors, and board members; serve as a bridge between executive leadership and organizational teams.

Required Qualifications

· Minimum 5+ years of experience as an executive assistant, preferably in a healthcare, medical, or hospital setting

· Proven experience managing executive-level calendars and coordinating high-stakes meetings with senior leadership, board members, and external executives

· Demonstrated proficiency in professional written and verbal communication; ability to draft executive-level correspondence

· Experience interacting professionally with physicians, healthcare professionals, and medical stakeholders

· Excellent organizational skills with ability to manage multiple priorities and deadlines simultaneously

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling software

· Strong discretion and commitment to maintaining confidentiality of sensitive information

· Professional presence and ability to represent the organization with poise in front of diverse audiences

· Ability to work independently, exercise judgment, and handle ambiguous situations with maturity

Preferred Qualifications

· 7+ years of executive assistant experience

· Bachelor's degree in Business Administration, Healthcare Administration, or related field

· Experience with healthcare compliance and regulatory requirements

· Knowledge of shareholder relations and investor communications

· Project management certification or experience

Core Competencies

· Strategic Thinking: Anticipates CEO needs and proactively solves problems

· Executive Presence: Professional demeanor and ability to interact with C-suite and external partners

· Discretion & Confidentiality: Handles sensitive information with utmost professionalism and integrity

· Communication: Articulate, diplomatic, and skilled in managing complex correspondence

· Organization: Exceptional attention to detail with ability to manage complex scheduling and operations

· Relationship Building: Establishes strong working relationships with diverse stakeholders

· Adaptability: Thrives in fast-paced healthcare environment with changing priorities

· Healthcare Acumen: Understands healthcare industry dynamics, terminology, and stakeholder relationships

Compensation & Benefits

Salary Range: $90,000 - $100,000 annually (commensurate with experience and qualifications)

Comprehensive benefits package including:

· Health insurance (medical, dental, vision)

· 401(k) retirement plan with employer match

· Paid time off and holidays

Work Environment & Expectations

· Primary office location

· Professional dress code appropriate for executive office environment and external meetings

· Ability to occasionally work outside standard hours for executive-level events or emergencies

· Must maintain a supportive, collaborative attitude and contribute to a positive workplace culture

· Subject to background check and healthcare industry compliance requirements

Pay: $90,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• C-Level Assistant: 5 years (Required)
• Stakeholder management: 4 years (Required)
• Project management: 3 years (Preferred)
• Investor Communication: 3 years (Required)
• Executive Assistant in Healthcare: 2 years (Preferred)

Work Location: In person