Executive Assistant

Overview:

We are seeking a highly organized, proactive, and discreet Executive Assistant to the CEO to provide high-level administrative, operational, and strategic support to the CEO of a growing ABA Therapy / Healthcare organization. The ideal candidate is an exceptional communicator and problem-solver who can manage competing priorities, coordinate across multiple teams, stay ahead of deadlines, and ensure that important tasks and follow-ups do not fall through the cracks. This role requires a high degree of confidentiality, professionalism, attention to detail, and initiative, particularly when handling sensitive business, employee, client, and healthcare-related information.

Key Responsibilities:

Executive Support

• Manage the CEO’s calendar, appointments, meetings, and daily schedule.
• Coordinate internal and external meetings, including scheduling, agendas, and follow-ups.
• Prepare meeting notes, action items, and follow-up trackers.
• Monitor deadlines, commitments, and outstanding tasks on behalf of the CEO.
• Organize travel arrangements, itineraries, and other executive logistics as needed.
• Screen and prioritize emails, messages, and requests requiring the CEO’s attention.
• Serve as a professional point of contact between the CEO and internal teams, clients, vendors, and external partners.

Operations & Administrative Support

• Help coordinate day-to-day business operations across clinical, administrative, HR, and support teams.
• Maintain organized records, documents, reports, and executive files.
• Prepare presentations, reports, spreadsheets, and other business documents.
• Track projects, deliverables, and important operational initiatives.
• Follow up with department heads, managers, employees, and vendors to ensure commitments are completed.
• Identify potential issues or delays and proactively bring them to the CEO’s attention.
• Assist in improving administrative processes, workflows, and systems.

Healthcare / ABA Operations Support

• Assist the CEO with coordination involving clinical and administrative leadership.
• Help track operational priorities related to clients, staffing, scheduling, and service delivery.
• Coordinate communications between leadership and relevant departments.
• Assist with preparing reports and information needed for operational and management decisions.
• Maintain strict confidentiality when handling patient, employee, financial, and company information.
• Follow company policies and applicable privacy and confidentiality requirements when handling healthcare-related information.

Communication & Follow-Up

• Draft and proofread professional emails, correspondence, announcements, and other communications.
• Ensure important communications are followed up on promptly.
• Maintain action-item lists and provide status updates to the CEO.
• Communicate professionally with employees, clients, healthcare professionals, vendors, and business partners.
• Anticipate the CEO’s needs and proactively prepare information before meetings and decisions.

Qualifications:

• Bachelor’s degree in Business Administration, Healthcare Administration, Management, Communications, or a related field preferred.
• 3+ years of experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or similar role.
• Experience supporting a CEO, President, Founder, or senior executive is strongly preferred.
• Experience in healthcare, ABA therapy, behavioral health, medical, or other professional services environments is a strong advantage.
• Excellent written and verbal English communication skills.
• Exceptional organizational and time-management abilities.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities and work independently.
• Strong judgment and discretion when handling confidential information.
• Proficiency with Microsoft Office and/or Google Workspace.
• Comfortable using project management, communication, scheduling, and productivity tools.
• Strong research, documentation, and problem-solving skills.

Preferred Skills:

• Knowledge of healthcare or ABA therapy operations.
• Familiarity with healthcare privacy and confidentiality practices.
• Experience coordinating with clinical and non-clinical teams.
• Experience managing executive calendars and complex schedules.
• Strong understanding of business operations and administrative workflows.
• Ability to create reports, presentations, and executive summaries.
• Comfortable working in a fast-paced, growing organization.
• Ability to anticipate problems and take initiative without constant supervision

Ideal Candidate:

The ideal candidate is someone who:

• Thinks two steps ahead.
• Is highly organized and naturally keeps things moving.
• Does not need to be reminded repeatedly to complete tasks.
• Can confidently manage the CEO’s schedule and priorities.
• Is comfortable communicating with people at all levels of an organization.
• Knows how to distinguish between urgent and important matters.
• Handles sensitive information with maturity and discretion.
• Takes ownership and follows through from start to finish.
• Is resourceful, solutions-oriented, and comfortable working independently.
• Can operate as a trusted extension of the CEO.

Key Success Metrics:

Success in this role will be measured by the candidate’s ability to:

• Keep the CEO organized, prepared, and focused on high-value priorities.
• Ensure meetings, deadlines, and commitments are properly tracked and followed up.
• Reduce administrative workload for the CEO.
• Maintain accurate and organized documentation.
• Improve communication and coordination across teams.
• Proactively identify and resolve issues before they become problems.
• Maintain a high standard of professionalism and confidentiality.

Employment Type:

• Full-time
• Remote