Executive Assistant
We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide high–level administrative support to both the CEO and CTIO. The EA role is critical to ensuring efficient operations, strategic alignment, and seamless communication across executive leadership. The ideal candidate is a seasoned professional with exceptional organizational skills, discretion, and a strong understanding of healthcare and/or consulting environments.
Responsibilities:
- Facilitate cross-functional communication and serve as liaison between executive leadership and internal/external stakeholders
- Prepare executive level documents, reports, and correspondence
- Organize and prioritize incoming communications and requests; triage or respond as appropriate
- Manage complex calendars, scheduling internal/external meetings across multiple time zones
- Meeting planning and coordination (internal/external)
- Support meeting logistics including agenda preparation, minutes taking, and follow-up action tracking
- Maintain confidentiality and handle sensitive information with discretion
- Maintain C-Suite/Executive schedules including calendaring and monitoring email inboxes
- Urgent or noteworthy emails should be escalated as necessary
- Work closely with executives to keep them apprised of schedules and upcoming commitments
- Confirm objectives for the meeting invites, participants, materials for all calendar needs
- Monitor deadlines, deliverables, and key initiatives on behalf of the CEO and CTIO
- Researching, filing, scanning, and photocopying as needed
- Answer phone and handle inquiries via phone and email; route to appropriate team member/group
- Assist in research, planning, and execution of company events
- Assist VP, Finance (AP/AR) teams with invoicing, basic accounting, expense reports, and statement reconciliation as needed
- Travel arrangement coordination (accommodations/itineraries/etc.) on behalf of company executives
- Assist new hires as needed with travel arrangements/guidance
- Assist People Department with onboarding as needed
- Assist with Maintaining Facility Requests/Maintenance
- Oversee office supply purchasing and inventory, scheduling office equipment maintenance.
- Marketing functions: admin support to the marketing team as needed
- Assist with national conference preparation and documentation
- Ensure marketing materials for onsite education and conferences
- Track Inventory to ensure necessary materials on hand, and work with the marketing dept and printer vendor as needed
- Coordinate marketing material requests (internal/external)
- Manage special projects and strategic initiatives in alignment with organizational goals
• Moderate company webinars as needed by BG leadership
• Personal scheduling (meetings, travel, and task management for C-Suite as needed
• Performs other duties as assigned
Qualifications:
- High school diploma required. Bachelor’s degree preferred; additional administrative or project management certifications are a plus
- 5+ years of experience supporting C-level executives, preferably in healthcare, consulting or technology
- High level of professionalism, integrity, and discretion in handling confidential information
- Strong attention to detail and commitment to accuracy
- Significant subject matter expertise in managing client centric office operations
- In-depth knowledge of diverse functions and principles (e.g., supply chain, finance, customer service, etc.)
- Positive attitude, adaptability, and a proactive approach to problem solving
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We strive for excellence in upholding our core values of integrity, community, respect, accountability, professional courage, innovation, collaboration and excellence, and we recognize and reward team members who exceed expectations.
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