Executive Assistant, Fully Remote

About the Role

• Provide administrative and executive support to the Vice President of Facilities and Support Services and department managers across the division.
• Maintain efficient daily operations by coordinating communications, managing records, tracking projects, supporting financial processes, and preparing documentation for regulatory and accreditation requirements.
• Serve as a central point of contact for leadership, employees, vendors, contractors, and external stakeholders.
• The position reports to the Vice President of Facilities Management & Support Services.

Key Responsibilities

• Provide executive-level administrative support to the Vice President of Facilities and Support Services and assist department managers as assigned.
• Coordinate calendars, meetings, conferences, training sessions, and special events.
• Prepare professional correspondence, reports, presentations, spreadsheets, and other business documents.
• Maintain organized electronic and hard-copy records, including regulatory, accreditation, and compliance documentation.
• Track project timelines, deadlines, deliverables, and administrative activities.
• Support quality improvement initiatives, audits, inspections, surveys, and operational reporting.
• Process and track purchase orders, invoices, and related financial documentation.
• Maintain departmental information systems and assist with work order tracking and reporting.
• Coordinate travel arrangements, registrations, itineraries, approvals, and expense documentation.
• Review administrative processes and identify opportunities to improve workflow efficiency and operational effectiveness.
• Manage incoming and outgoing correspondence and departmental communications.
• Provide customer service to employees, patients, vendors, contractors, and community members.

Requirements & Tech Stack

• Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Office administration, records management, customer service principles, and professional business communications.
• Ability to learn and effectively use department-specific software systems.

Qualifications

• High school diploma or GED.
• Strong organizational skills, including the ability to prioritize multiple assignments and meet deadlines.
• Excellent written, verbal, and virtual communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated problem-solving skills.
• Ability to work independently.

Preferred Qualifications

• Associate degree in Business Administration, Healthcare Administration, Office Administration, or a related field.
• Two years of progressively responsible administrative support experience.
• Experience supporting executive leadership or management staff.
• Previous experience with project coordination, compliance tracking, or records management.
• Experience training, mentoring, onboarding, or providing work direction to others.

Working Conditions

• Professional office environment with frequent interruptions and competing priorities.
• Ability to work independently, manage multiple assignments simultaneously, and adapt to changing operational needs.
• Occasional travel to remote village communities and other locations may be required.