Executive Assistant

Wellvana is seeking a highly organized, proactive, and professional Executive Assistant to provide high-level administrative and operational support to executive leadership.

The Executive Assistant will manage complex calendars, coordinate meetings and travel, prepare executive materials, organize communications, track priorities, and support special projects. This position requires exceptional judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare organization.

The ideal candidate is a strategic and dependable partner who anticipates needs, communicates effectively, handles confidential information appropriately, and can work independently while maintaining strong relationships across the organization.

Essential Responsibilities

• Provide comprehensive administrative support to assigned executive leader(s).
• Manage complex calendars, appointments, meetings, and scheduling conflicts.
• Coordinate internal and external meetings with executives, healthcare partners, physicians, vendors, and other stakeholders.
• Prepare meeting agendas, presentations, briefing materials, reports, and other executive documents.
• Monitor executive email and correspondence as appropriate and help prioritize requests.
• Draft, proofread, and edit correspondence, presentations, reports, and other communications.
• Coordinate domestic and international travel arrangements when applicable.
• Prepare detailed travel itineraries and supporting documentation.
• Coordinate transportation, accommodations, meetings, and other travel logistics.
• Prepare and track expense reports and supporting documentation.
• Organize executive meetings, leadership meetings, board-related activities, and company events.
• Prepare meeting materials and ensure appropriate information is available in advance.
• Take meeting notes and maintain action-item lists when requested.
• Follow up with internal teams regarding outstanding assignments and deadlines.
• Track executive priorities, projects, commitments, and deliverables.
• Assist with special projects and strategic initiatives as assigned.
• Conduct research and prepare summaries or briefing documents for executive leadership.
• Coordinate communications between executives and internal departments.
• Maintain executive contact lists, files, records, and confidential documentation.
• Serve as a professional liaison between executive leadership and employees, healthcare providers, business partners, and other external stakeholders.
• Handle sensitive and confidential information with discretion.
• Identify potential scheduling, administrative, or operational issues and proactively recommend solutions.
• Anticipate executive needs and take appropriate action before issues arise.
• Assist with presentations, leadership reports, and executive communications.
• Support other administrative and operational initiatives as needed.

Executive Calendar Management

The Executive Assistant will be responsible for maintaining an accurate and efficient executive calendar.

Responsibilities include:

• Scheduling meetings and appointments.
• Prioritizing competing calendar requests.
• Resolving scheduling conflicts.
• Protecting time for high-priority work.
• Coordinating across multiple time zones.
• Providing meeting reminders and relevant materials.
• Ensuring executives have adequate preparation time.
• Coordinating last-minute schedule changes.
• Maintaining awareness of important deadlines, events, and commitments.

Meeting and Leadership Support

• Coordinate executive and leadership meetings.
• Prepare agendas and supporting materials.
• Ensure participants receive appropriate information before meetings.
• Attend meetings when requested.
• Record decisions, action items, and follow-up responsibilities.
• Track outstanding action items.
• Coordinate follow-up with responsible parties.
• Assist with leadership presentations and reports.
• Maintain organized meeting records.

Travel and Expense Management

• Arrange flights, hotels, ground transportation, and other travel logistics.
• Prepare travel itineraries.
• Coordinate changes and cancellations.
• Ensure executives have necessary travel information and documentation.
• Assist with expense reporting.
• Organize receipts and supporting documentation.
• Monitor travel-related deadlines and requirements.
• Coordinate travel schedules around executive meetings and business priorities.

Communication Responsibilities

The Executive Assistant may serve as a key communication point between executive leadership and internal or external stakeholders.

Responsibilities include:

• Managing or organizing executive correspondence.
• Drafting professional emails and communications.
• Routing inquiries to appropriate departments.
• Following up on executive requests.
• Communicating schedule changes.
• Coordinating information between departments.
• Maintaining professional relationships with internal and external stakeholders.

Healthcare and Business Environment

Wellvana operates in the healthcare and value-based-care environment. The Executive Assistant may interact with physicians, healthcare organizations, health systems, business partners, employees, and other stakeholders.

The Executive Assistant should understand the importance of:

• Professional and respectful communication.
• Timely follow-through.
• Accuracy and attention to detail.
• Confidentiality.
• Appropriate handling of healthcare and business information.
• Coordinating across multiple teams and organizational priorities.

The position does not provide clinical care or medical advice unless the employee separately holds the appropriate qualifications and authorization.

Confidentiality

The Executive Assistant may have access to highly confidential information, including executive communications, strategic plans, financial information, employee information, business agreements, partner information, and potentially protected health information.

The employee must:

• Maintain strict confidentiality.
• Exercise sound professional judgment.
• Access sensitive information only when authorized.
• Follow company privacy and information-security policies.
• Use appropriate discretion when communicating with internal and external parties.
• Secure confidential documents and electronic information.
• Avoid discussing sensitive matters with unauthorized individuals.
• Report potential privacy or security concerns according to company procedures.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Several years of administrative, executive-support, office-management, or related experience.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• Demonstrated ability to manage complex schedules and competing priorities.
• Strong interpersonal and relationship-management skills.
• Excellent judgment and discretion.
• Ability to handle confidential information.
• Proficiency with Microsoft Office or Google Workspace.
• Ability to work independently with limited supervision.
• Ability to anticipate needs and proactively solve problems.
• Professional demeanor and strong follow-through.

Preferred Qualifications

• Bachelor's degree in Business Administration, Communications, Healthcare Administration, or a related field.
• Previous experience supporting C-suite executives or senior leadership.
• Experience in healthcare, technology, consulting, financial services, or another fast-paced professional environment.
• Experience supporting executives in a remote or hybrid organization.
• Experience coordinating board meetings or executive leadership meetings.
• Experience with project management tools.
• Experience working with healthcare organizations, physicians, or health systems.

Technology Skills

The Executive Assistant should be proficient with:

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Google Workspace
• Calendar-management systems
• Video-conferencing platforms
• Project-management tools
• Expense-management systems
• Electronic document-management systems
• Internal communication platforms

Core Competencies

• Executive presence
• Organization
• Discretion
• Confidentiality
• Communication
• Time management
• Prioritization
• Problem-solving
• Attention to detail
• Anticipation and initiative
• Professionalism
• Relationship management
• Adaptability
• Accountability
• Project coordination

Performance Expectations

Performance may be evaluated based on:

• Accuracy and organization of executive calendars.
• Timeliness of administrative support.
• Successful coordination of meetings and travel.
• Quality of executive materials and communications.
• Ability to anticipate executive needs.
• Follow-through on action items and assignments.
• Responsiveness to internal and external stakeholders.
• Confidentiality and appropriate handling of sensitive information.
• Ability to manage competing priorities.
• Professionalism and communication.
• Contribution to executive and organizational efficiency.

Working Environment

This position may be performed in an office, hybrid, or remote environment depending on business requirements.

The Executive Assistant may:

• Work closely with senior leadership.
• Communicate frequently with internal and external stakeholders.
• Participate in confidential meetings.
• Manage multiple priorities simultaneously.
• Work outside standard business hours occasionally when executive schedules or business needs require it.
• Handle time-sensitive requests and last-minute changes.

Physical Requirements

• Ability to work at a computer for extended periods.
• Ability to use standard office equipment.
• Ability to communicate effectively by telephone, email, video conference, and in person.
• Ability to occasionally travel if required by the position.
• Reasonable accommodations will be provided to qualified individuals with disabilities in accordance with applicable law.

Compensation and Benefits

Benefits may include healthcare coverage, paid time off, retirement benefits, professional-development opportunities, and other benefits offered by Wellvana, subject to eligibility and applicable company policies.

Equal Employment Opportunity

Wellvana is committed to providing equal employment opportunities to qualified individuals and maintaining a professional, respectful, and inclusive workplace.