Executive Assistant

Provides high-level, multi-faceted administrative and strategic support to the organization’s executive leadership team. This role ensures efficient use of the C-suite’s time, facilitates productive interactions across the company and with external stakeholders, and manages key administrative, operational, and communications activities. The Senior Executive Assistant plays a pivotal role in ensuring the leadership team is prepared, connected, and aligned on priorities. This position requires exceptional judgment, discretion, relationship-building skills, and the ability to navigate complex organizational dynamics while maintaining confidentiality and professionalism. 

Responsibilities: 
 

• Serve as a trusted partner and thought partner to the C-suite, helping to prioritize issues and ensure strategic alignment across executives. 

• Facilitate communication and collaboration among executive leaders and their teams, serving as a “gatekeeper” and “gateway” to streamline workflows, meetings, and priorities. 

• Manage executive calendars, schedule complex meetings across departments, prioritize inquiries, and resolve scheduling conflicts with sound judgment and efficiency. 

• Prepare executives for meetings by anticipating needs, compiling briefing materials, tracking follow-ups, and ensuring timely information flow. 

• Organize and coordinate executive offsites, retreats, and leadership meetings, including agenda creation, material preparation, and logistics. 

• Support strategic initiatives by tracking action items, managing timelines, and collaborating with key stakeholders to drive progress. 

• Coordinate executive-level correspondence and communication, triaging and drafting responses as appropriate. 

• Provide logistical and administrative support to the Board of Directors as needed, including meeting coordination, material preparation, and communications. 

• Manage and protect sensitive, confidential, and time-critical information with discretion and professionalism. 

• Proactively identify process improvements to enhance the effectiveness and efficiency of executive operations. 

• Partner with internal teams (e.g., HR, IT) to support cross-functional initiatives led by the C-suite. 

• Serve as an extension of the executive team in meetings, capturing outcomes, decisions, and next steps. 

• May advise and act on behalf of C-suite members as appropriate, ensuring seamless follow-up and communication. 

• Flex to take on special projects, research, and ad hoc responsibilities as needed to support evolving business needs. 

• Other duties as assigned. 

Requirements

• Bachelor’s degree in Business Administration, Management, Communications, or a related field preferred 

• Minimum of 10 years of experience supporting C-suite or executive leadership in a corporate, healthcare, or technology environment. 

• Expert-level proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity tools. 

• Strong organizational skills with attention to detail and ability to manage multiple priorities simultaneously. 

• High degree of professionalism and confidence in working with board members, senior leaders, and external stakeholders. 

• Excellent judgment, discretion, and decision-making ability. 

• Ability to adapt quickly, manage ambiguity, and work with a sense of urgency. 

• Strong interpersonal skills with a proactive, collaborative mindset. 

• Ability to think critically, anticipate needs, and resolve issues independently. 

• Ability to maintain composure under pressure and switch priorities as needed. 

Competencies: 

Action Oriented 

• Readily takes action on challenges. Identifies and seizes new opportunities. Seeks information rather than waiting to be told. 

• Makes timely decisions based on the best available information. Takes it upon themselves to research a problem and propose steps to fix it. 

 Balances Stakeholders & Manages Conflict 

•  Anticipates and balances the needs of multiple stakeholders and multiple projects.  

• Highly prepared and knowledgeable about expectations.  

• Delivers fair and flexible responses to stakeholder needs.  

• Handles conflict situations to resolution effectively and professionally. 

•  Applies fair decision-making to balance competing interests, mediating any points of abrasion. 

Collaborates 

• Identifying and building partnerships to meet shared goals. Readily partners with others to meet objectives and shares credit for contributions. Demonstrates cooperation across the org that gains support of others. 

• Actively partners with others outside their area to get work done. Values goals and perspectives of others. Uses collaboration as an opportunity to strengthen professional relationships.   

 Communicates Effectively 

•  Exchanges ideas, knowledge, and data so that the message is received and understood with clarity and purpose.  

• Leverages emotional intelligence to adapt to the emotions and intentions of others. 

Instills Trust 

• Builds trust by following through on commitments and leading with integrity and authenticity. 

 Demonstrates Self-awareness & Interpersonal Savvy 

• Leverages self-awareness to seek feedback from others and reacts positively to constructive criticism.  

• Understands and responds to the emotions and behaviors of others.  

• Leverages emotional intelligence to influence positive results. 

 Situational Adaptability & Flexibility 

• Adapts approach in real-time to respond to different situations.  

• Thinks quickly and readily adapts behavior in the moment.  

• High level of versatility. 

Benefits

WORKING AT VATICA HEALTH ADVANTAGES

Prosperity

• Competitive salary based on your experience and skills – we believe the top talent deserves the top dollar
• Bonus Potential (based on role and is discretionary) – if you go above and beyond, you should be rewarded
• 401k plans– we want to empower you to prepare for your future
• Room for growth and advancement- we love our employees and want to develop within

Good Health

• Comprehensive Medical, Dental, and Vision insurance plans
• Tax-free Dependent Care Account
• Life insurance, short-term, and long-term disability

Happiness

• Excellent PTO policy (everyone deserves a vacation now and then)
• Great work-life balance environment- We believe family comes first!
• Strong supportive teams- There is always a helping hand when you need it

The salary for a position is typically determined by multiple factors such as the individual's qualifications, experience, skills, and location. The projected compensation range for the position may vary based on these factors and could range from $104,000 to $120,000(annualized USD). However, this estimate represents just one aspect of our total compensation package offered.