Health Initiative Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Collaborate on proactive and strategic calendar management as well as logistical support for the co-CEOs (and future Chief Campaign Officer) alongside another Executive Assistant.

• Work in partnership with the Chief of Staff, Senior Directors, and Project Managers to strategically align the co-CEO's calendar and time management with organizational priorities and timelines, coordinating complex and frequently changing schedules and priorities.

• Take charge of travel arrangements, including booking transportation and accommodations, and creating itineraries for C-Suite executives.

• Oversee the preparation of C-Suite expense reports.

• Manage incoming communications, ensuring timely distribution to internal stakeholders, and act as the primary point of contact for external relationships for scheduling important meetings.

• Handle confidential information with utmost discretion and professionalism.

• Prepare meeting agendas and slide presentations for internal meetings as required.

• Identify and implement administrative and operational systems that improve the efficiency and reliability of C-Suite support.

• Develop and document best practices for managing and supporting the C-Team.

• Recommend and maintain tools and processes for executive prioritization, internal communications, and task tracking.

• Keep organized records and monitor deadlines to ensure full compliance with organizational policies.

• Plan and execute logistics for three annual Board meetings and periodic All Staff gatherings.

• Coordinate with both on-site and remote staff to ensure inclusive and efficient participation.

• Act as the point of contact for vendors and venues.

⛳️ Requirements

• Proven experience in effectively managing changing schedules, last-minute adjustments, and competing demands across senior leadership while maintaining strong organization, professionalism, and responsiveness.

• Consistent ability to balance immediate needs with long-term planning to ensure continuity and execution despite ongoing changes.

• Experience in simultaneously supporting multiple senior executives or leadership teams in a fast-paced environment.

• Exceptional organizational and time-management skills, with the ability to respond promptly to a high volume of requests.

• Demonstrated capability to work independently and prioritize among competing tasks.

• Proven ability to communicate effectively across different organizational levels and with both internal and external stakeholders.

• Strong verbal and written communication skills.

• Proven ability to problem-solve in high-pressure situations.

• Proactive with a keen attention to detail and comfort with complex operational systems.

• Advanced technical proficiency (Outlook / MS Office products; experience with Asana or project management software is highly beneficial).

• High level of discretion and judgment in managing confidential and sensitive information.

🏝️ Benefits

• 100% employer-paid premiums for medical, dental, and vision insurance for the employee and their dependents.

• Generous 401K matching.

• 12 weeks of paid parental leave.

• Unlimited sustainable vacation and sick time.