[Hiring] Executive Administrative Assistant @Unified Women's Healthcare

Role Description

The Executive Administrative Assistant provides high-level administrative, operational, and business support to designated C-suite executive leader(s) in a primarily remote capacity. This role supports management and general business operations by:

• Independently managing executive workflow.
• Prioritizing competing business needs.
• Coordinating confidential executive matters.
• Exercising discretion and sound judgment in determining appropriate action, escalation, and follow-through.

The position serves as a trusted administrative partner to assigned C-suite executive leader(s), applying independent judgment, organization, discretion, and executive presence to support leadership priorities and sensitive business needs.

Responsibilities

• Executive Administrative Support
  • Independently manage complex calendars for assigned C-suite executive leader(s).
  • Coordinate travel arrangements, including itineraries, logistics, lodging, and transportation.
  • Prepare and process expense reports while ensuring compliance with company policies.
  • Identify, prioritize, and coordinate executive follow-up items and routine deliverables.
  • Serve as a professional point of contact for internal and external stakeholders.
• Executive Communications
  • Draft, edit, format, and coordinate executive communications, presentations, and reports.
  • Prepare agendas, meeting materials, notes, and action item summaries.
  • Review materials for accuracy, professionalism, and alignment with executive priorities.
  • Manage communication flow between assigned C-suite executive leader(s) and stakeholders.
• Meeting Coordination & Administrative Follow-Up
  • Coordinate meetings, leadership forums, and business reviews.
  • Track action items, deadlines, and executive deliverables.
  • Maintain organized records, files, and other administrative resources.
  • Investigate and resolve non-routine administrative and executive support issues.
• Remote Executive Support & Occasional Onsite Meeting Support
  • Provide high-level executive administrative support in a primarily remote work environment.
  • Coordinate virtual and hybrid meetings.
  • Provide occasional onsite meeting support for C-suite executive meetings.
  • Partner with Facilities, IT, Security, HR, and other support teams as needed.
  • Anticipate executive and meeting needs and take appropriate action.
• Other duties as assigned.

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or a related field or equivalent experience required.
• 4-7 years of administrative, executive assistant, office coordination, or related experience required.
• Experience supporting C-suite executive leader(s) or equivalent senior executive leadership required.
• Demonstrated ability to independently manage executive workflow and prioritize competing business needs.
• Ability to handle highly confidential information with professionalism and discretion.
• Strong written and verbal communication skills.
• Highly organized with strong attention to detail and time management skills.
• Proficiency with Microsoft Office, Outlook, Teams, and other business systems.

Benefits

• Health Coverage: Medical, dental, and vision plans, fertility benefits, and supplemental insurance options.
• Paid Time Off: Vacation, personal days, and paid holidays.
• Financial & Retirement Planning: 401(k) with employer contribution, FSAs, and HSAs.
• Income Protection: Short- and long-term disability, paid parental leave, and life insurance.
• Wellbeing Support: Employee Assistance Program, commuter benefits, pet insurance, and identity theft protection.
• Professional Development: Opportunities and resources to support career growth.