Executive Assistant to the CEO

Position Details

Job Title: Executive Assistant to the CEO

Department: Administration

Reports To: Chief Executive Officer

Position Type: Full-Time

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Position Summary

The Executive Assistant to the CEO serves as a trusted strategic partner to the Chief Executive Officer, providing high-level executive, administrative, and project support across both business and select personal priorities.

This role is responsible for managing calendars, coordinating meetings, supporting communications, tracking organizational initiatives, facilitating follow-up on key priorities, and assisting with commercial real estate projects and business ventures. The Executive Assistant acts as a central point of coordination between the CEO, leadership team, providers, vendors, contractors, business partners, and external stakeholders.

The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced, entrepreneurial, and evolving healthcare environment.

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Essential Functions & Responsibilities

Executive Support

• Manage the CEO's calendar, scheduling, and meeting coordination.
• Coordinate internal and external meetings, including preparation of agendas and supporting materials.
• Manage email communications and assist with prioritization of correspondence.
• Track action items and follow-up commitments from meetings and leadership discussions.
• Assist with travel planning, reservations, and itinerary management.
• Prepare reports, presentations, and executive communications.
• Maintain confidential information with the highest level of discretion.

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Commercial Real Estate & Business Projects

• Provide administrative support for commercial real estate acquisitions, developments, and property-related initiatives.
• Coordinate meetings, documentation, timelines, and communications with brokers, attorneys, contractors, architects, lenders, and vendors.
• Track project milestones, inspections, permits, lease activities, deadlines, and key deliverables.
• Organize and maintain files related to real estate transactions, contracts, and project documentation.
• Conduct research and gather information to support business development, investment opportunities, and strategic initiatives.
• Assist with additional entrepreneurial and business ventures as assigned by the CEO.

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Project Coordination

• Assist with tracking organizational initiatives and special projects.
• Coordinate communication between departments, leadership, and external partners.
• Monitor deadlines and ensure timely completion of assigned action items.
• Support implementation of operational and strategic initiatives.
• Coordinate cross-functional projects involving multiple stakeholders.
• Assist with due diligence, document organization, and research for business and real estate initiatives.

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Relationship Management

• Serve as a professional point of contact for vendors, consultants, contractors, brokers, attorneys, lenders, business partners, and community stakeholders.
• Coordinate communications and follow-up activities across healthcare operations and commercial real estate projects.
• Facilitate communication between the CEO and internal leadership team.
• Assist with maintaining positive relationships across the organization.

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Administrative Operations

• Organize and maintain executive files, records, and confidential documentation.
• Assist with document preparation, contracts, and administrative workflows.
• Coordinate leadership meetings, events, and special functions.
• Support administrative projects as assigned.
• Identify opportunities to improve efficiency and streamline processes.

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Personal Administrative Support

• Assist with select personal administrative matters as assigned by the CEO.
• Coordinate appointments, scheduling, and related logistics.
• Support miscellaneous administrative needs that allow the CEO to focus on strategic priorities.

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Qualifications

Required Qualifications

• Minimum of five (5) years of executive administrative support experience.
• Experience supporting senior executives, business owners, or organizational leaders.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and sound judgment.
• Advanced proficiency with Microsoft Office Suite and business technology platforms.
• Ability to manage multiple priorities with minimal supervision.

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Preferred Qualifications

• Experience supporting healthcare executives, physician leaders, or business owners.
• Experience with project coordination or operations support.
• Experience supporting commercial real estate, construction, development, property management, lease administration, or related business operations.
• Experience coordinating projects involving multiple vendors and external business partners.
• Basic understanding of contracts, financial documents, or business transactions preferred.
• Experience working in a fast-paced, multi-site organization.

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Work Environment & Physical Requirements

• Primarily office-based work environment.
• Frequent computer use and communication activities.
• Occasional travel between practice locations and project sites.
• Ability to manage multiple priorities and deadlines in a dynamic environment.

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Benefits

• Competitive salary based on experience.
• Group Health, Dental, and Vision Insurance.
• HFSA & DCFSA options.
• 401(k) participation with employer matching.
• Paid Holidays and PTO.
• Wellness Benefits.
• Life Insurance and additional voluntary benefits.

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Core Competencies

Organization & Planning

Maintains exceptional organization while effectively managing multiple priorities, projects, and competing deadlines.

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Communication

Communicates professionally, clearly, and effectively with executives, providers, staff, vendors, contractors, business partners, and external stakeholders.

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Initiative

Anticipates needs, identifies solutions, and takes action with minimal direction.

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Confidentiality

Exercises sound judgment and maintains discretion with sensitive business, financial, real estate, and personal information.

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Adaptability

Successfully navigates changing priorities and evolving organizational needs while supporting multiple concurrent initiatives.

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Position Impact

This position serves as a trusted extension of the Chief Executive Officer by coordinating executive priorities, supporting strategic initiatives, and managing complex administrative and project-related responsibilities. By providing exceptional organizational support across healthcare operations, business development, and commercial real estate initiatives, the Executive Assistant enables the CEO to remain focused on organizational growth, physician leadership, patient care, and long-term strategic objectives.