HEALTH CARE PARTNERS

Compensation

Full Description

Executive Assistant Department: Administration Report To: CEO Position Summary: An executive assistant (EA) provides high-level administrative, organizational, and project management support to the CEO, helping them maximize productivity and focus on strategic priorities. The role requires significant discretion, professionalism, and the ability to work in a fast-paced, dynamic environment. Duties and Responsibilities: • Managing complex calendars, prioritizing inquiries and requests, and troubleshooting conflicts across multiple time zones. • Acting as the primary point of contact and "gatekeeper" between the executive and internal staff, clients, and external partners. This involves screening calls, emails, and visitors, and drafting correspondence on the executive's behalf. • Planning and arranging travel logistics, including flights, accommodations, transportation, and detailed itineraries. • Coordinating all aspects of meetings, from scheduling and preparing agendas/materials to taking minutes and tracking action items. This can also extend to planning offsite events or team-building activities. • Preparing, editing, and formatting documents, reports, spreadsheets, and presentations. EAs are responsible for organizing and maintaining confidential files and records. • Managing and submitting expense reports, handling invoices, tracking budgets, and overseeing general office supply management and vendor contracts. • Assisting with special projects, conducting research, and tracking deadlines to ensure accountability and completion • Will need to stay late on occasion and work after hours in order to attend Board meetings, and corporate events. • Take minutes and prepare all Board packets • Assist in writing press releases, newsletters and social media posts • All other Duties as Assigned Skills and Qualifications: • The ability to multitask, prioritize a large and diverse workload, and pay meticulous attention to detail is critical. • EAs handle extremely sensitive information and must maintain a high level of integrity and professional discretion. • Strong written and verbal communication skills are essential for interacting with people at all levels and representing the executive professionally. • Knowledge of office software (Microsoft Office Suite, Excel, MS Word, Outlook, etc.) and an aptitude for learning new systems and technology are required. • Be able to anticipate needs, solve problems independently, and adapt quickly to lastminute changes and emergencies. Education/Experience: • 3-5 years in an executive support role. • An associate or bachelor's degree is preferred • Public Relations experience is a plus