Executive Assistant

Summary:The Executive Assistant is a highly skilled professional responsible for providing executive-level administrative support to senior leadership while also leading or coordinating strategic projects across a dynamic healthcare organization. This dual role position blends traditional executive assistant duties with project management responsibilities, requiring a high degree of discretion, initiative, and organizational skill. The successful candidate will thrive in a fast-paced environment, demonstrate sound judgment, and be able to manage multiple priorities across various stakeholders.Key Responsibilities:Executive Administrative SupportManage complex calendars for executives, including scheduling meetings, appointments, and travel arrangements.Prepare high-quality correspondence, reports, presentations, and internal communications.Coordinate and prepare materials for executive meetings, board meetings, and leadership retreats.Manage expense reports, credit card reconciliations, and invoice tracking.Serve as a gatekeeper and liaison, managing communication between executives and internal/external stakeholders.Project ManagementSupport and/or lead special projects, cross-departmental initiatives, and operational rollouts (e.g., software implementations, process improvements, clinic initiatives).Develop and maintain project timelines, action plans, and deliverables; track progress and escalate issues as needed.Organize and facilitate project meetings, record decisions, assign tasks, and follow up on status and completion.Coordinate with stakeholders across clinical operations, HR, finance, IT, and compliance to ensure project alignment and execution.Process Improvement and SupportIdentify inefficiencies in executive support and administrative workflows; recommend and implement solutions.Help standardize documentation, create SOPs, and improve executive office tools and systems.Act as a resource for internal communications, policy distribution, and documentation management.Confidentiality and DiscretionHandle sensitive information with the utmost confidentiality and professionalism.Manage communications and documents relating to strategic planning, HR matters, legal agreements, and financial performance.Qualifications:EducationBachelor's degree in Business Administration, Healthcare Administration, Communications, or a related field preferred.Experience5+ years of experience supporting executive-level leadership.2+ years of experience with project coordination or project management required; PMP certification or formal PM training a plus.Prior experience in healthcare, multi-site operations, or a clinical support environment preferred.Skills and CompetenciesExceptional organizational skills with ability to manage competing priorities and meet deadlines.Strong written and verbal communication skills.High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management tools (e.g., Asana, Smartsheet, Trello, ) is a plus.Ability to work independently, maintain composure under pressure, and exercise sound judgment.Personal AttributesProfessional, proactive, and resourceful with a strong sense of ownership.Trustworthy and discreet with high emotional intelligence.Team-oriented and adaptable in a growing, fast-moving organization.Benefits: At MBI, our commitment to providing accessible and convenient care to individuals injured at work is a team effort. Every employee and role are essential and valued. Rewarding the dedication and commitment of our employees extends beyond a paycheck. In addition to competitive salaries, we offer to full-time employees:Group Medical, Dental, and Vision InsuranceLife, Short-Term, and Long-Term Disability Insurance401(K) with company matchGenerous Paid Time OffColleague Referral Bonus ProgramEqual Opportunity Employer

Created: 2025-06-09