Executive Assistant

About the Role

Executive Assistant to the CEO and Founder of a multi-site healthcare operator specializing in skilled nursing, rehabilitation, and post-acute care. This is a full-time, in-person role at the corporate office.

Key Responsibilities

• Maintain a comprehensive list of all requests, commitments, and delegated tasks, driving each to completion.
• Ensure follow-through with employees, vendors, lenders, attorneys, and external contacts until all items are finalized.
• Document meetings, including the weekly leadership meeting, by capturing decisions, owners, deadlines, and open items for the next meeting, utilizing Fathom and AI tools.
• Proactively identify and flag discrepancies between notes, emails, and reports to prevent potential issues.
• Directly manage the CEO's calendar, including:
• Protecting ~30-minute buffers between meetings.
• Avoiding back-to-back scheduling.
• Aiming to keep Friday afternoons light.
• Schedule internal meetings, facility visits, interviews, and external calls, ensuring each includes a calendar invite, agenda, and correct attendees.
• Coordinate travel arrangements, conferences, hotels, and event logistics.
• Screen the CEO's inbox, identifying critical items for the CEO's attention, handling appropriate tasks, and drafting replies in the CEO's style.
• Prepare concise briefing notes and materials for meetings, incorporating current data, outstanding issues, and talking points.
• Serve as a professional point of contact for the leadership team, facility administrators, candidates, vendors, and external partners.
• Support leadership hiring processes, including candidate pipelines, interview scheduling, assessments, and confidential candidate communications.
• Assist with HR and administrative projects such as evaluations, onboarding paperwork, and record management.
• Handle sensitive business, financial, legal, and personnel information with utmost discretion.
• Provide assistance with personal logistics as needed, including reminders, gifts, donations, and vehicle-related tasks.

Requirements & Tech Stack

• Strong intuition and judgment for understanding context and acting on incomplete information.
• Relentless follow-through to manage and close multiple open items independently.
• Excellent writing skills for drafting clear, professional emails in another's voice.
• Confidence when interacting with senior executives, lenders, attorneys, and external partners, including politely seeking necessary information.
• Advanced Microsoft 365 skills, specifically Outlook, Teams, Excel, and Word.
• Aptitude for quickly learning new tools, including AI note-takers and assistants.
• Complete discretion with confidential financial, legal, and personnel matters.
• Ability to work full-time onsite at the corporate office.
• Experience in healthcare, skilled nursing, real estate, or another multi-site operating business is preferred.
• Experience coordinating recruiting and interviews is preferred.
• Experience with Fathom, Claude, Copilot, or similar AI tools is preferred.

Qualifications

• Ability to read between the lines and act on incomplete direction.
• Ability to track numerous open items and close them without reminders.
• Ability to draft clear, professional email in someone else's voice.
• Comfort interacting politely with senior executives, lenders, attorneys, and outside partners to obtain answers.
• Ability to pick up new tools quickly.
• Ability to work onsite at the corporate office full-time.

Compensation

• $60,000 – $75,000 per year