Executive Assistant

Position Summary

The Executive Assistant (EA) serves as a strategic partner and trusted extension of the CEO, providing high-level administrative, strategic, operational, and project support.  This role serves as a key liaison between the CEO, Board of Directors, leadership team, community partners, and internal and external stakeholders. This role requires exceptional judgment, discretion, and organizational skills to manage priorities, protect the CEO’s time, and ensure seamless execution of critical initiatives. The EA anticipates needs, plans ahead, and drives outcomes that advance the CEO’s agenda and Heart City Health’s mission.

Key Responsibilities

• Executive Support & Calendar Management
  1. Manage and prioritize the CEO’s calendar, appointments and travel.
  2. Prepare and organize materials for meetings, presentations and strategic planning sessions.
  3. Draft correspondence, reports, memoranda, and communications on behalf of the CEO.
  4. Conduct research and compile data to support executive decision making.
  5. Ensure the CEO is prepared for all meetings, including providing briefings, agendas and talking points.
• Board of Directors Support
  1. Coordinate board and committee meeting schedules, logistics, notices, and materials
  2. Prepare board packets and track action items to ensure timely follow up.
  3. Maintain board records and support governance compliance requirements, including HRSA guidelines.
  4. Assist with onboarding of new Board members in accordance with FQHC governance standards.
• Communication and Stakeholder Engagement
  1. Draft and edit communications, including executive messages, announcements, and presentations.
  2. Coordinate relationships with community partners, funders, government agencies and healthcare networks.
  3. Support CEO’s involvement in community events, advocacy activities, and public relations.
• Operational and Administrative Management
  1. Serve as a liaison between the CEO and internal departments, ensuring clear communication and follow-through.
  2. Support organizational projects, initiatives, and priority programs assigned by the CEO.
  3. Help maintain compliance with HRSA, HIPAA, and other federal/state regulations in administrative processes.
  4. Support strategic planning, performance monitoring, and organizational reporting.
  5. Manage highly confidential and sensitive information with professionalism and discretion.
• Events and Meeting Coordination
  1. Plan and execute internal meetings, retreats, leadership team sessions, and community events involving the CEO
  2. Record minutes for key leadership and Board meetings as required.
  3. Ensure follow up on action items across departments.

Required Skills & Competencies

• CEO-Level Thinking: Acts as an extension of the CEO; understands priorities, optics, and timing.
• Extreme Ownership: Anticipates issues, proposes solutions, and executes without waiting for direction.
• Strategic time blocking and calendar mastery: Protects CEO’s time and ensures meeting hygiene.
• Judgment & Discretion: Handles sensitive information with impeccable confidentiality.
• Communication Mastery: Exceptional writing, synthesis, and persuasion skills.
• Calendar & Meeting Orchestration: Manages all meeting scheduling; buffers and prep consistently applied.
• Relationship stewardship: Builds trust and maintains stakeholder grids for frictionless scheduling.
• Operational excellence: Ensures document control, versioning, and zero lost files.
• Resilience & pace: Maintains calm under pressure and protects CEO’s mental bandwidth.
• Tech Savvy: Proficient in Microsoft Office, Teams/Zoom, shared drives, CRM tools, and project boards. 
• Cultural Competence: Embodies Heart City Health’s mission and values; maintains professionalism and kindness under pressure.

Education & Experience

• Associate’s degree in business administration or related field required; bachelor’s preferred.
• Minimum 3–5 years of experience supporting senior executives; healthcare or nonprofit experience a plus.
• Advanced proficiency in Microsoft Office Suite and virtual collaboration tools.
• Demonstrated ability to manage complex calendars, high-stakes meetings, and confidential information.

Performance Standards

• 100% of high-stakes meetings delivered with one-pagers and same-day action recaps.
• High level compliance for responsiveness and meeting prep.
• Calendar hygiene: buffers applied; strategic blocks maintained.
• Stakeholder satisfaction measured quarterly.

Physical Demands & Working Conditions

Professional, fast-paced office environment; occasional evening or weekend meetings. Ability to sit/stand for extended periods and operate standard office equipment.