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, and also supports the Founder & CEO and CFO as needed. The role ensures executive priorities, communications, board activities, and key meetings are coordinated effectively to support organizational strategy and growth.

• Manage complex executive calendars and priorities for the President & COO, including scheduling internal/external meetings, minimizing conflicts, and adapting to shifting priorities.
• Monitor incoming requests and communications, respond with urgency, and triage time-sensitive items.
• Provide scheduling and meeting support for the Founder & CEO and CFO as needed, and coordinate across executive calendars.
• Provide calendar support for department heads and team members as needed to enable cross-team coordination.
• Serve as an executive liaison to internal teams and external partners; prepare, review, and edit executive correspondence, reports, and presentations.
• Maintain strict confidentiality and adhere to security, privacy, and compliance requirements.
• Act as primary liaison to the Board of Directors by managing the annual board calendar, coordinating communications, and supporting quarterly board meetings.
• Plan in-person board meetings including travel/hotel, meeting space, technology, food and beverage, and group dinners.
• Coordinate preparation for executive meetings by compiling materials, creating agendas as needed, tracking attendees, and ensuring readiness.
• Schedule and support EOS sessions (Program Delivery & Operations and executive leadership), including dashboard management and readiness.
• Partner with People Operations to support EOS implementation and company-wide town halls.
• Assist with 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 meeting materials.
• Manage digital storage and filing systems for executive leadership and the Program Delivery & Operations team, ensuring compliant structures and security protocols.
• Develop, document, and optimize administrative workflows to improve operational efficiency.
• Handle administrative tasks including reimbursements via TripLog, business card ordering, holiday/recognition gifts, and tracking employee milestones.
• Coordinate with Sales to ensure executives are prepared for contracts, launches, and implementation needs.
• Support Account Management initiatives via presentation support, comment tracking, meeting coordination, and document storage.
• Provide ad hoc administrative, research, and project support as business needs evolve.
• Coordinate executive travel logistics including transportation, lodging, and itineraries.
• Maintain strong working relationships across departments and collaborate with other Executive Assistants to ensure consistent executive support.

• Bachelor’s degree required.

• 5+ years of experience 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.

• Exceptional organizational, time-management, and follow-through skills 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 of the organization.

• Experience coordinating meetings, agendas, and executive readiness in a fast-paced environment.

• Comfortable working in a hybrid or remote environment with high responsiveness and accountability.

• Work environment: hybrid or remote (as stated).

• Requires high responsiveness and accountability.

• In-person support may be needed for day-to-day priorities, meetings, and events.

• Travel coordination responsibilities for executive leadership.