Executive Assistant
Harbor Health
full-time
Posted on:
Location Type: Hybrid
Location: Austin • Texas • 🇺🇸 United States
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Manage complex calendars for three executives, proactively anticipating scheduling conflicts and prioritizing time allocation to support strategic initiatives
- Coordinate executive meetings, including agenda preparation, materials distribution, note-taking, and action item tracking
- Serve as primary point of contact between executives and internal/external stakeholders, screening and prioritizing communications
- Arrange comprehensive travel logistics, including flights, accommodations, ground transportation, and detailed itineraries
- Prepare expense reports, track budgets, and manage purchase requisitions for executive activities
- Draft, edit, and proofread correspondence, presentations, and other materials on behalf of executives
- Coordinate and manage special projects as assigned, conducting research and synthesizing information to support executive decision-making
- Organize and maintain confidential files, records, and documentation systems
- Plan and execute leadership team meetings and offsites, including venue selection, logistics coordination, and materials preparation
- Anticipate needs and proactively address issues before they arise, demonstrating strong problem-solving capabilities
- Build effective relationships across the organization to facilitate collaboration and information flow
- Support HR-related tasks such as coordinating interviews, onboarding logistics, and team events
Requirements
- Bachelor's degree preferred or equivalent professional experience
- Minimum 5+ years of executive assistant experience, preferably supporting C-suite executives
- Experience in healthcare, payvider, or startup environments strongly preferred
- Expert proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace
- Exceptional organizational and time management skills with ability to prioritize competing demands
- Outstanding written and verbal communication skills
- Proven ability to handle confidential information with discretion and maintain professional boundaries
- Demonstrated resourcefulness and ability to work independently with minimal supervision
- Strong attention to detail with ability to produce error-free work under tight deadlines
- Proactive mindset with ability to anticipate needs and take initiative
- Flexibility and adaptability in a dynamic, rapidly changing startup environment
- Professional demeanor with ability to interact effectively with all organizational levels
- Experience managing multiple executives' needs simultaneously
Benefits
- Opportunity to directly impact the success of Harbor Health's leadership team and shape the future of our transformative healthcare organization
- Collaborative and dynamic work environment
- An organization made of people who are passionate about changing the healthcare landscape
- Professional development and growth opportunities
- A transparent and unique culture
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
calendar managementtravel logisticsexpense reportingbudget trackingcorrespondence draftingproject managementresearch synthesisconfidential file managementmeeting planningproblem-solving
Soft skills
organizational skillstime managementwritten communicationverbal communicationdiscretionresourcefulnessattention to detailproactive mindsetflexibilityprofessional demeanor