Executive Assistant

• Manage complex executive calendars across multiple time zones, including prioritization of meetings, scheduling conflicts, and shifting business priorities
• Coordinate internal and external meetings, leadership reviews, team events, and other business activities
• Arrange domestic and international travel, including itineraries, accommodations, transportation, and expense coordination
• Prepare and organize meeting agendas, presentations, materials, and follow-up actions
• Support day-to-day operational needs of assigned executive leaders to ensure efficient workflow and execution
• Track action items, deadlines, and key deliverables to help maintain alignment and accountability across stakeholders
• Maintain organized records, documentation, and filing systems as needed
• Handle confidential and sensitive information with a high degree of discretion and professionalism
• Serve as a point of contact between executive leaders and internal or external stakeholders
• Draft, proofread, and edit correspondence, presentations, reports, and other business communications
• Build strong working relationships across teams and functions to support collaboration and execution
• Exercise sound judgment in prioritizing requests, resolving scheduling challenges, and escalating issues when appropriate
• Support planning and coordination of executive meetings, offsites, and cross-functional events
• Leverage productivity and AI-enabled tools to improve organization, efficiency, communication, and administrative workflows

• Manage the Director's professional and personal calendars, ensuring alignment across business priorities and personal commitments.
• Triage incoming communications, identify items requiring the Director's attention, and respond directly to matters within scope.
• Prepare meeting materials, agendas, briefings, and follow-up summaries.
• Maintain the Director's task list and proactively surface priorities, deadlines, and dependencies.
• Draft, format, and finalize professional correspondence, internal memoranda, formal letters to state agencies, HR documentation, and policy materials.
• Maintain consistency of voice and presentation across all communications issued under the Director's name.
• Support document execution and records management through DocuSign, JotForm, Dropbox, and Blaze.
• Serve as a liaison among internal departments — Human Resources, Payroll and Billing, Client Supports, and Administration — to advance executive priorities.
• Coordinate with external stakeholders, including case managers, CDDPs, state agencies, vendors, and partner organizations.
• Monitor regulatory deadlines, credential renewals, training requirements, and other time-sensitive obligations.
• Arrange in-state travel, accommodations, and itineraries.
• Coordinate logistics for personal commitments that intersect with the Director's professional availability.
• Provide on-site support at meetings or events as required.
• Handle protected health information (PHI), personnel records, investigation files, and sensitive personal matters in strict accordance with HIPAA and agency policy.
• Maintain confidentiality across all professional and personal matters encountered in the course of this role.

Executive Assistant – HCBS In-Home Service Agency

• Serve as the primary administrative partner to the General Manager of Marketing and Strategy, supporting day-to-day operational and administrative needs
• Provide scheduling support for four additional Marketing Directors, ensuring efficient coordination across calendars and time zones
• Manage a complex and dynamic calendar, cross-functional meetings, vendor calls, and leadership forums
• Coordinate domestic and international travel, including itineraries, accommodations, agendas, and expense reports
• Prepare and organize meeting materials, including agendas, deck coordination, and briefing notes
• Act as a key point of contact between the Marketing Director(s) and internal partners
• Maintain discretion while handling confidential business information
• Anticipate scheduling conflicts around key projects and events, offering proactive solutions
• Assist with travel planning as requested, aligned with business priorities and company travel policies
• Support planning and coordination for leadership meetings, offsites, and events
• Help maintain organization and consistency across marketing leadership

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Executive Assistant

Executive Assistant – HCBS In-Home Service Agency

Executive Administrative Support III