Position Summary

Vital Healthcare Solutions is seeking a highly professional, organized, and proactive Executive Assistant to the CEO. This individual will play a critical role in supporting the CEO by managing administrative operations, coordinating high-level communications, and preparing board-level materials. The ideal candidate will be a trusted partner with strong interpersonal skills, sound judgment, and the ability to handle sensitive information with discretion.

Key Responsibilities

• Executive Support
  • Manage CEO’s calendar, including scheduling internal/external meetings, appointments, and travel arrangements
  • Screen and prioritize communications, including emails, phone calls, and requests for meetings
  • Serve as liaison between the CEO and internal/external stakeholders
  • Track action items and follow up on delegated tasks to ensure completion
• Board and Presentation Preparation
  • Develop and coordinate materials for board meetings, including creating and editing professional-quality PowerPoint slide decks
  • Maintain a calendar of board and leadership team deliverables, deadlines, and meeting logistics
  • Attend select meetings to take notes, prepare minutes, and track follow-up items
• Project Coordination
  • Support the execution of key CEO-led initiatives by tracking timelines, coordinating cross-functional collaboration, and supporting documentation needs
  • Assist with confidential HR, operational, and strategic initiatives as needed
• Administrative Operations
  • Organize and maintain electronic files and records
  • Prepare expense reports and manage reimbursements in a timely and accurate manner
  • Maintain confidentiality of proprietary and sensitive information
  • Draft professional correspondence, memos, and reports on behalf of the CEO

Required Qualifications

• Bachelor’s degree preferred or equivalent experience supporting C-level executives
• Minimum 5 years of experience in an executive assistant or senior administrative role, preferably in healthcare, behavioral health, or a fast-paced professional setting
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Outlook, and PowerPoint
• Excellent written and verbal communication skills
• Proven ability to work independently and manage multiple priorities in a dynamic environment
• Strong attention to detail, time management, and organizational skills
• Demonstrated ability to handle sensitive and confidential information with discretion
• Professional demeanor with a servant-leader mindset and positive attitude

Preferred Skills

• Familiarity with board governance and materials
• Experience supporting executives in a healthcare or mental health environment
• Understanding of HIPAA compliance and confidentiality practices
• Comfort with virtual platforms such as Zoom, Teams, and SharePoint

Core Competencies

• Organization & Execution: Able to manage complex calendars, competing priorities, and time-sensitive deliverables with precision.
• Interpersonal Skills: Builds strong relationships across all levels of the organization.
• Judgment & Discretion: Exercises sound judgment and maintains confidentiality in handling sensitive issues.
• Adaptability: Thrives in a fast-paced environment and adapts to changing priorities.