Executive Assistant

"Serve as an extension of leadership"!!! I don't hear that much and LOVE IT!

Our client is seeking a Senior Executive Assistant (Sr. EA) to serve as a trusted right hand to their Executive Director of Finance & Operations. This is a role that combines the precision and reliability of a seasoned EA with the initiative, accountability, and leadership presence of a junior Chief of Staff. This individual will play a critical role in ensuring smooth operations across the organization, from managing executive priorities and driving accountability among managers to coordinating logistics, streamlining processes, and even rolling up their sleeves to handle practical day-to-day tasks. The right candidate will “live and breathe” the practice’s mission, demonstrating both strategic thinking and a willingness to pitch in wherever needed.

Top skills for the right candidate include:

✅ Can juggle high-level projects and jump in on the small stuff without hesitation.

✅ Brings strong organizational skills, reliability, and a “no-excuses, bias-to-action” mindset.

✅ Loves data, vendor management, and partnering on cost savings.

✅ Builds trust as the approachable go-to person for staff, while serving as a true right hand to leadership.

What you’ll do

• Manage complex calendars, schedules, and priorities with accuracy and discretion.
• Support finance and operations by assisting with vendor management, cost reviews, and basic data analysis.
• Coordinate travel, events, board meetings, and practice-wide activities.
• Ensure projects and deliverables move forward with a bias to action.
• Serve as an extension of leadership by ensuring managers and staff follow through on commitments (e.g., timely submission of timecards).
• Help drive accountability across teams while maintaining a positive, approachable presence.
• Act as a central point of contact for staff, ensuring they feel supported without having to route everything through the Executive Director.
• Execute daily tasks reliably — whether that’s handling packages, meeting a plumber onsite, or ensuring meeting rooms are properly set.
• Support culture initiatives by participating in the “fun committee” and contributing to staff engagement activities.
• Uphold high standards for the practice environment, noticing and addressing details that impact staff and patient experience.

Who You Are

• 7 years of experience in an Executive Assistant, Senior EA, or Chief of Staff support role with 5 years working in a medical office or similar.
• Proven track record of reliability, follow-through, and handling both small tasks and high-level projects.
• Strong organizational and time-management skills, with the ability to anticipate needs and resolve issues proactively.
• Excellent written and verbal communication skills; approachable and professional demeanor.
• Comfort with vendor management, cost analysis, and data-driven decision-making.
• Tech savvy (Google Workspace, Excel, project management tools, etc.).
• High emotional intelligence, discretion, and a “can-do” attitude, always willing to step in and help.

Job Type: Full-time, in person 5 days a week, 8-5, 30 mins for lunch.