Executive Assistant

Job Description

Job Description

Summary:

The Executive Assistant is a highly skilled professional responsible for providing executive-level administrative support to senior leadership while also leading or coordinating strategic projects across a dynamic healthcare organization. This dual role position blends traditional executive assistant duties with project management responsibilities, requiring a high degree of discretion, initiative, and organizational skill. The successful candidate will thrive in a fast-paced environment, demonstrate sound judgment, and be able to manage multiple priorities across various stakeholders.

Key Responsibilities:

Executive Administrative Support

• Manage complex calendars for executives, including scheduling meetings, appointments, and travel arrangements.
• Prepare high-quality correspondence, reports, presentations, and internal communications.
• Coordinate and prepare materials for executive meetings, board meetings, and leadership retreats.
• Manage expense reports, credit card reconciliations, and invoice tracking.
• Serve as a gatekeeper and liaison, managing communication between executives and internal/external stakeholders.

Project Management

• Support and/or lead special projects, cross-departmental initiatives, and operational rollouts (e.g., software implementations, process improvements, clinic initiatives).
• Develop and maintain project timelines, action plans, and deliverables; track progress and escalate issues as needed.
• Organize and facilitate project meetings, record decisions, assign tasks, and follow up on status and completion.
• Coordinate with stakeholders across clinical operations, HR, finance, IT, and compliance to ensure project alignment and execution.

Process Improvement and Support

• Identify inefficiencies in executive support and administrative workflows; recommend and implement solutions.
• Help standardize documentation, create SOPs, and improve executive office tools and systems.
• Act as a resource for internal communications, policy distribution, and documentation management.

Confidentiality and Discretion

• Handle sensitive information with the utmost confidentiality and professionalism.
• Manage communications and documents relating to strategic planning, HR matters, legal agreements, and financial performance.

Qualifications:

Education

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

Experience

• 5+ years of experience supporting executive-level leadership.
• 2+ years of experience with project coordination or project management required; PMP certification or formal PM training a plus.
• Prior experience in healthcare, multi-site operations, or a clinical support environment preferred.

Skills and Competencies

• Exceptional organizational skills with ability to manage competing priorities and meet deadlines.
• Strong written and verbal communication skills.
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management tools (e.g., Asana, Smartsheet, Trello, Monday.com) is a plus.
• Ability to work independently, maintain composure under pressure, and exercise sound judgment.

Personal Attributes

• Professional, proactive, and resourceful with a strong sense of ownership.
• Trustworthy and discreet with high emotional intelligence.
• Team-oriented and adaptable in a growing, fast-moving organization.

Benefits:  

At MBI, our commitment to providing accessible and convenient care to individuals injured at work is a team effort. Every employee and role are essential and valued. Rewarding the dedication and commitment of our employees extends beyond a paycheck. In addition to competitive salaries, we offer to full-time employees:

• Group Medical, Dental, and Vision Insurance
• Life, Short-Term, and Long-Term Disability Insurance
• 401(K) with company match
• Generous Paid Time Off
• Colleague Referral Bonus Program

Equal Opportunity Employer