Executive Assistant

Mindoula Health Inc. is a population health management company supporting complex behavioral, medical, and social needs using tech-enabled care teams. The Executive Assistant provides high-level administrative and operational support to executive leadership, primarily the President & COO, with additional support to the CEO and CFO as needed. The role ensures executive priorities are proactively managed through calendar ownership, communication support, and cross-functional coordination.

• Manage complex calendars and shifting priorities for the President & COO; provide scheduling support to the CEO and CFO as needed.
• Monitor and triage incoming requests and communications, prioritizing time-sensitive needs and minimizing calendar conflicts.
• Provide in-person support as needed for day-to-day priorities, meetings, and events.
• Serve as a liaison between executives, internal teams, and external partners; draft, review, and edit executive correspondence, reports, and presentations.
• Maintain strict confidentiality and adhere to security, privacy, and compliance requirements.
• Act as Board of Directors liaison: manage annual Board calendar, coordinate communications, and support quarterly Board meetings and materials.
• Plan in-person Board meeting logistics including accommodations, meeting space, technology, and food and beverage.
• Coordinate executive meetings: compile materials, create agendas, track attendees, and ensure participant readiness.
• Schedule and support EOS sessions (including dashboard management and executive readiness) and partner with People Operations on EOS consistency and town halls.
• Support planning and execution of internal/external meetings, offsites, leadership sessions, and company events (virtual and in-person).
• Create, edit, and format executive-level presentations and materials for internal and external engagements.
• Manage digital storage and filing systems, ensuring compliant organization and alignment with other Executive Assistants.
• Document and optimize administrative workflows to improve operational efficiency.
• Handle administrative processes such as reimbursements via TripLog, business card ordering, gifts/recognition coordination, and milestone tracking.
• Coordinate with Sales to prepare executives for contracts, market launches, and implementations; support Account Management with materials, tracking, and coordination.
• Arrange executive travel including transportation, lodging, and itineraries.
• Provide ad hoc research, administrative, and project support as business needs evolve.

• Bachelor's degree required.

• 5+ years of experience providing high-level executive or administrative support, including 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, and follow-through with a proactive approach.

• 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 (including EOS support).

• Hybrid or remote environment with high responsiveness and accountability.

• May require in-person support for meetings, events, and office-based activities as needed.

• Responsibilities include coordinating travel and logistics for executive leadership.