Executive Assistant & Office Manager

Health Data Innovations (HDI) is seeking an experienced Executive Assistant & Office Manager to serve as the central point of contact for our office operations and provide high-level support to the CEO and senior leadership team. This full-time, exempt role is essential to our daily efficiency, requiring someone who can balance the strategic needs of leadership with the day-to-day requirements of a thriving, in-office team.

Position Purpose

This role provides proactive, confidential, and complex support to HDI’s leadership team while ensuring our office runs smoothly, professionally, and efficiently. As the "go-to" person, you will keep leaders organized, manage key operational logistics, and act as a reliable partner in driving business outcomes.

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling, and meeting priorities for the CEO and senior leadership.
• Serve as a trusted liaison between leadership, employees, clients, vendors, and partners.
• Prepare for leadership meetings by creating agendas, taking notes, tracking decisions, and following up on action items.
• Manage information flow, correspondence, and presentations with high discretion and professional judgment.
• Track deadlines and critical dates to ensure the leadership team stays ahead of their commitments.

Office Management

• Interface with the landlord, manage facilities/security needs, and ensure a professional, functional office environment.
• Oversee office supplies, equipment, and procurement, maintaining inventory and managing vendor relationships.
• Coordinate conference room setups, catering for team meetings, and technology requirements for on-site or off-site events.
• Assist Marketing with logistics, including shipping conference materials (booths, flyers, collateral) to and from industry events.
• Handle special project support as needed, such as ad-hoc client engagement tasks (e.g., AMA provider matching).
• Improve and maintain operational processes and procedures to support company growth.

Qualifications

• 3 to 5 years of experience in executive administration, office management, or a hybrid support role.
• Demonstrated success managing complex calendars, office facilities, and vendor relationships.
• High level of professionalism, discretion, and diplomatic communication skills.
• Proven ability to manage multiple priorities, projects, and ad-hoc operational tasks simultaneously.
• Proficient in Microsoft Office and comfortable learning new software or tools.
• Associate’s degree or equivalent work experience preferred.

Work Environment

This is a full-time, exempt position based primarily in the office in Ohio, with some remote flexibility. We are looking for a proactive partner who enjoys being at the heart of our operations, working directly with leadership, and contributing to a team that values accountability, organization, and growth.

What Success Looks Like

Success in this role means becoming a trusted partner to the CEO and senior leadership team while keeping the office running smoothly and professionally. The right person will bring order, discretion, and follow-through to calendars, meetings, communications, office operations, and special projects, while also anticipating needs before they become issues. Over time, this individual will help strengthen processes, improve efficiency, and serve as a dependable extension of leadership in a growing, in-office environment.

Why Join HDI

Join HDI for the opportunity to make a visible impact in a growing company where your work truly matters. This role offers direct exposure to senior leadership, the chance to shape how the office operates, and the ability to contribute to a culture that values accountability, collaboration, and continuous improvement. For the right person, this is more than an administrative role; it is a chance to grow with the company and help support its next phase of success.