Executive Assistant / Executive Ops Coordinat

Job Description

Job Description Executive Assistant to the CEO / Executive Operations CoordinatorPosition Summary

The Executive Assistant to the CEO / Executive Operations Coordinator provides high-level administrative, organizational, and operational support to the CEO and Executive Team. This position helps keep executive priorities, meetings, projects, communications, and follow-up activities organized and moving forward.

The role works closely with the CEO, Chief Clinical Officer (CCO), Vice President, Head of People, and Executive Clinical Team. The Executive Assistant serves as a central point of coordination across these leaders and helps ensure that information, decisions, assignments, and deadlines are communicated and followed through appropriately.

This is not a traditional administrative support position. The successful candidate must be comfortable working directly with senior leadership, managing competing priorities, coordinating cross-functional work, identifying issues before they become problems, and operating independently with limited day-to-day direction.

The position requires a high level of discretion because it involves access to confidential executive, employee, financial, clinical, legal, operational, and organizational information.

Primary ResponsibilitiesExecutive Support

• Manage the CEO's calendar, including scheduling, prioritizing meetings, resolving conflicts, and adjusting schedules as organizational priorities change.

• Keep the CEO informed of upcoming commitments, deadlines, meetings, decisions, and follow-up items.

• Prepare the CEO for meetings by gathering information, preparing briefing materials, coordinating presentations, and identifying outstanding items that require attention.

• Serve as a primary point of contact for matters involving the CEO and determine whether requests should be handled directly, referred to another leader, or elevated to the CEO.

• Prepare correspondence, reports, presentations, agendas, spreadsheets, talking points, and other executive-level materials.

• Coordinate business travel, itineraries, lodging, transportation, and related documentation.

• Prepare or coordinate expense and mileage reports.

• Maintain executive contact lists, records, files, and other information.

• Handle confidential and sensitive information with appropriate discretion.

Executive Operations and Cross-Functional Coordination

• Work closely with the CEO, CCO, VP, Head of People, Executive Clinical Team, and Leadership Team(s) to coordinate organizational priorities and executive-level initiatives.

• Support the CEO in tracking major organizational priorities, projects, deadlines, and commitments.

• Maintain project timelines, action-item lists, and follow-up trackers for initiatives assigned by executive leadership.

• Coordinate information and deliverables across Clinical, Operations, Finance, People/HR, Compliance, Training, and other departments as needed.

• Follow up with leaders and staff regarding assignments and deadlines established by the CEO or Executive Team.

• Identify delays, gaps, conflicting priorities, or other issues that could affect completion of an assignment and bring them to the appropriate leader's attention.

• Help move projects from planning through completion by coordinating people, information, deadlines, meetings, and deliverables.

• Prepare status updates, summaries, and reports for the CEO and Executive Team.

• Help ensure decisions made by executive leadership are communicated to the appropriate individuals and followed through.

• Maintain appropriate confidentiality when coordinating sensitive executive or organizational matters.

Executive Team Coordination

• Coordinate Executive Team meetings, leadership meetings, retreats, quarterly planning sessions, and other executive activities.

• Work directly with the CEO, CCO, VP, Head of People, Executive Clinical Team, and Leadership Team(s) to coordinate schedules and meeting requirements.

• Prepare meeting agendas and collect materials from executive leaders and department heads.

• Compile and distribute meeting materials in advance of meetings.

• Attend meetings as requested and prepare accurate meeting notes, decisions, and action items.

• Maintain follow-up tracking after Executive Team meetings.

• Communicate outstanding action items and deadlines to the appropriate individuals.

• Assist executive leadership with preparing presentations, organizational updates, planning documents, and leadership communications.

Organizational Planning

• Assist the CEO and Executive Team with quarterly and annual organizational planning.

• Coordinate the collection of information, reports, metrics, and updates needed for leadership planning.

• Maintain planning calendars and track key organizational deadlines.

• Assist with preparation for leadership planning meetings and organizational initiatives.

• Help coordinate follow-through on priorities established during executive planning sessions.

• Organize information from multiple departments into clear summaries and materials for executive review.

• Assist with implementation and coordination of organizational initiatives as assigned by executive leadership.

CEO Communication and Relationship Management

• Serve as a professional liaison between the CEO and employees, executives, leaders, vendors, community partners, and other external stakeholders.