Job Description

Key Responsibilities:

Multi‑executive Calendar & Meeting Operations

• Own complex, high‑volume calendar management for multiple leaders; resolve conflicts, sequence priorities, and maintain buffers and preparation time.
• Schedule and coordinate meetings and appointments across time zones; manage holds, materials, and attendee communications.
• Prepare agendas, meeting materials, minutes, and resolutions; track decisions, action items, and due dates to closure.

Executive Support & Communications

• Draft, edit, and coordinate clear, concise written and verbal communications on behalf of executives; produce briefing notes, talking points, and summaries.
• Populate PowerPoint presentations and data‑informed reports suitable for senior leadership audiences.
• Serve as a primary point of contact to triage requests, route issues, and ensure timely follow‑through across stakeholders.

Event, Travel & Logistics

• Coordinate meeting logistics, including Teams meeting set-up and catering for onsite events as needed.
• Arrange travel (air, hotel, ground) and compile end‑to‑end itineraries and briefing packets.
• Support light financial operations: prepare invoices for payment, reconcile expenses, and coordinate with vendors in line with policy.

Project Coordination & Tooling

• Maintain trackers, timelines, and executive action logs; surface risks and propose mitigation options.
• Organize shared repositories (Teams/SharePoint) for version control and rapid findability.

Competencies, Qualifications and Skills:

Expected Competencies

• Demonstrate exceptional written and verbal communication skills, with the ability to draft clear, concise, and professional correspondence on behalf of leadership.
• Build strong relationships through active listening, diplomacy, and an understanding of diverse stakeholder needs.
• Demonstrate maturity and decision‑making skills in fast‑paced and high‑visibility situations.
• Proactively identify issues, anticipates executive needs, and independently resolves challenges before they escalate
• Excel in managing complex and competing priorities with strong planning, organization, and time‑management skills
• Display composure, reliability, and a high degree of responsibility when supporting senior leaders.
• Adapt quickly to shifting priorities and supports multiple leaders with varying needs in a dynamic environment
• Contribute positively to a culture of teamwork, continuous improvement, and shared problem‑solving

Minimum Qualifications

• 5+ years of progressive experience supporting senior leaders (Director level and above) as an Executive Assistant or similar role; experience supporting multiple executives simultaneously.
• Demonstrated mastery of calendar orchestration, meeting production, stakeholder coordination, and materials prep.
• Ability to create executive‑ready presentations and reports.
• Proficiency with Microsoft 365 (Outlook, Teams, PowerPoint, Excel, Word, SharePoint).
• Experience coordinating meetings, catering, and travel logistics.
• High integrity with confidential information; excellent judgment and service orientation.
• Availability to work CST, 8:00 a.m.–5:00 p.m.

Preferred Qualifications

• Prior contractor/consulting experience in large, matrixed organizations.
• Healthcare or clinical operations background.
• Advanced PowerPoint/Excel (visual storytelling; charts, tables, pivots).
• Familiarity with expense tools, vendor invoicing, and basic procurement workflows.