Executive Assistant

Mindoula Health Inc. is a population health management company supporting complex behavioral health, medical, and social needs through tech-enabled care teams. The Executive Assistant provides high-level administrative and operational support primarily to the President & COO, with additional support to the Founder & CEO and CFO as needed, ensuring executive priorities, communications, and coordination run smoothly.

• Manage complex executive calendars (primarily President & COO), including scheduling, confirming meetings, minimizing conflicts, and adapting to shifting priorities.
• Monitor incoming requests/communications and respond with urgency to time-sensitive needs; maintain a prioritized queue of action and scheduling requests.
• Provide scheduling and meeting support for Founder & CEO, CFO, department heads, and team members as needed, coordinating across calendars.
• Serve as liaison between executives, direct reports, employees, and external partners; prepare, review, and edit executive-level correspondence, reports, and presentations.
• Maintain strict confidentiality and adhere to security, privacy, and compliance requirements.
• Act as primary liaison to the Board of Directors; manage the annual Board calendar, coordinate communications, and support quarterly Board meeting logistics and materials.
• Plan in-person Board meetings including accommodations, meeting space, technology, food & beverage, and group dinners.
• Coordinate executive meetings by compiling materials, creating agendas, tracking attendees, and ensuring participant readiness.
• Schedule and support EOS sessions (Program Delivery & Operations and executive leadership), including dashboard management and executive readiness.
• Partner with People Operations to support EOS implementation and consistency, including company-wide town halls.
• Assist with planning and executing internal/external meetings, offsites, leadership sessions, and company events (virtual and in-person), including room setup, technology, and on-site needs.
• Manage digital storage and filing systems for Program Delivery & Operations and executive leadership in compliance with policies and security protocols.
• Develop, document, and optimize administrative workflows; align practices with other Executive Assistants.
• Handle administrative tasks such as reimbursements via TripLog, business card ordering, holiday/recognition gifts, and tracking employee milestones.
• Coordinate with Sales to prepare leadership for contracts, market launches, and implementation needs; support Account Management with presentations, tracking, coordination, and document storage.
• Provide ad hoc administrative, research, and project support as needs evolve.
• Coordinate executive travel (transportation, lodging, itineraries).

• Education: Bachelor's degree required.
• Experience: 5+ years providing high-level executive or administrative support; experience supporting C-suite executives.
• Proven ability to manage complex calendars, shifting priorities, and time-sensitive requests.
• Strong written and verbal communication skills; ability to prepare executive-level documents and presentations with high accuracy.
• Exceptional organization, time management, follow-through, and proactive problem-solving.
• Demonstrated discretion handling confidential and sensitive information.
• Proficiency with Google Workspace and/or Microsoft Office.
• Experience managing digital filing systems and maintaining organized, compliant records.
• Ability to work independently, exercise sound judgment, and anticipate executive needs.
• Strong interpersonal skills and ability to collaborate across all levels in a fast-paced environment.
• Experience coordinating meetings, agendas, and executive readiness.
• Comfortable working in a hybrid or remote environment with high responsiveness and accountability.

• Work arrangement: Hybrid or remote environment; high responsiveness and accountability expected.
• Travel: Coordinate travel for executive leadership as needed.
• On-site: In-person support as needed for meetings, events, and day-to-day priorities.