Executive Assistant
Job PURPOSE
The Executive Assistant will provide high-level administrative support to the CEO, CMO, and the broader Executive Team, ensuring seamless operations and alignment with the organization’s mission and strategic goals. Acting as a strategic partner, this individual will excel at anticipating needs, managing complex schedules, and enabling the Executive Team to focus on driving organizational success.
Duties and Responsibilities
People – Every decision should be filtered through the lens of our people.
- Serve as the primary point of contact for office inquiries, warmly greeting visitors and making a positive first impression.
- Develop and maintain positive relationships with staff, external vendors, and guests, ensuring smooth office operations and a welcoming atmosphere.
- Serve as a trusted liaison between executives, teams, and external partners, ensuring timely communication and follow-ups.
- Coordinate and support cross-functional projects, ensuring alignment with organizational goals and fostering collaboration across teams.
- Support team-building activities, executive off-sites, and events that strengthen relationships across the organization.
Innovation – Always asking: What’s next?
- Proactively identify and implement tools, processes, and workflows to enhance efficiency for the Executive Team.
- Assist executives with the preparation of presentations, reports, and materials for meetings or special projects.
- Stay informed about emerging trends in executive support, proposing new ideas to streamline operations and improve effectiveness.
- Partner with the CEO and CMO to manage special projects, researching innovative solutions to meet organizational goals.
Quality – Only producing strong work.
- Manage and prioritize the Executive Team’s calendar, ensuring key priorities are protected and time is allocated effectively, with a primary focus on the CEO and CMO.
- Prepare executives’ travel itineraries, manage logistics, and ensure seamless travel experiences for the CEO, CMO, and Executive Team.
- Prepare accurate, high-quality meeting materials, including agendas, briefing notes, reports, and follow-up documentation.
- Ensure executive schedules are meticulously organized to accommodate all commitments, including meetings, travel, and special events.
Value – Be good stewards of our finances.
- Track and manage departmental budgets for administrative expenses, ensuring responsible spending and adherence to financial policies.
- Oversee expense reporting for the CEO, CMO, and Executive Team, ensuring accuracy and timely submissions.
- Negotiate with vendors and service providers to achieve the best value while maintaining quality standards.
- Manage general corporate office administrative duties, including phone handling, mail management, and support for internal communications.
Excellence – Always being a step ahead of our stakeholders and holding our organization to the highest standards.
- Anticipate the needs of the CEO, CMO, and Executive Team, staying several steps ahead to prevent issues and seize opportunities.
- Maintain the highest level of discretion and confidentiality in handling sensitive information.
- Represent the Executive Team with professionalism and polish in all internal and external interactions.
- Attend high-level events alongside executives as needed, supporting logistics and acting as a representative of the Executive Team.
- Ensure seamless execution of high-profile events and engagements, acting as a logistical lead for corporate functions.
Qualifications
Experience
7+ years supporting senior executives, with demonstrated success in managing calendars and projects for multiple leaders in a fast-paced environment.
Education
Bachelor’s degree in Business Administration, Communications, or a related field preferred.
Skills
- Advanced proficiency in calendar management tools (e.g., Outlook, Google Calendar).
- Exceptional organizational skills, with an acute ability to prioritize competing demands.
- Strong written and verbal communication skills.
- Mastery of Microsoft Office Suite and collaboration tools (e.g., Outlook, Word, PowerPoint, Teams, Slack, Asana).
Attributes
- High emotional intelligence, with the ability to navigate complex relationships and situations.
- Solution-oriented mindset, with the ability to anticipate challenges and resolve them proactively.
- Commitment to continuous learning and innovation.).
Discretion and Confidentiality
Maintains the highest level of professionalism, ensuring that sensitive information seen, heard, or handled remains strictly confidential. Understands the critical nature of privacy in supporting the CEO, CMO and Executive Team and operates with complete trustworthiness.
Work Locations
The Administrative Assistant will work from the Relias Healthcare Headquarters in Tupelo, MS.
Reports To
Director of Strategy, Brand, and Office of the CEO
Direct Reports
N/A
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