Executive Assistant

The EA acts as a trusted partner, anticipating needs, solving problems proactively, and enabling the executive to focus on organizational priorities.

Key Responsibilities

• Manage complex calendars, including scheduling, prioritizing, and coordinating internal and external meetings.
• Organize travel arrangements, itineraries, and logistics when required.
• Prepare, edit, and format correspondence, presentations, reports, and briefing materials.
• Maintain executive files and records, while maintaining confidential information with discretion on all matters.

• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Track and manage action items, deadlines, and follow‑ups to ensure timely completion.
• Support preparation for all meetings and coordinate cross‑functional communication and ensure alignment across teams.

• Assist with special projects, research, and data gathering to support executive decision‑making.
• Improve administrative processes to enhance efficiency and workflow.
• Manage small‑scale initiatives or events on behalf of the executive.

• Draft executive communications, including emails, memos, and announcements.
• Build strong relationships with internal leaders, clients, and partners.
• Represent the executive with professionalism, diplomacy, and sound judgment.

• Manage birthday and anniversary notifications month as well as any other gift card related actions
• Manage document library for creating, numbering per guidance, adding and archiving documents, formatting posting to SharePoint where applicable.
• Onboard and offboard all personnel
• Responsible for creating content/materials and administering training to customer service representatives.
• Maintain weekly staffing schedules and changes as they occur.

Requirements

Qualifications

• 10 years’ customer service or executive assistant experience
• Exceptional organizational and time‑management skills.
• Excellent written and verbal communication abilities.
• High level of professionalism, discretion, and confidentiality.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools.
• Ability to manage multiple priorities in a fast‑paced environment.

• Executive presence and strong interpersonal skills
• Proactive problem‑solving and anticipation of needs
• Adaptability and comfort with shifting priorities
• Attention to detail with a high standard of accuracy
• Sound judgment and decision‑making
• Confidentiality and trustworthiness

Benefits

Prohealth offers competitive benefits for both part time and full time personnel. Benefits include full access to clinic and lab services (at cost), healthcare, vision, dental, life insurance and 401K.

Employees will be required to perform other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). This should not be considered an employment contract or otherwise alter the “at will” status of employment.