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Executive Assistant

Executive Assistant

MBI Acquisition CorpPhoenix, AZ, US
30+ days ago
Job type
  • Full-time
Job description

Job Description

Job Description

Summary :

The Executive Assistant is a highly skilled professional responsible for providing executive-level administrative support to senior leadership while also leading or coordinating strategic projects across a dynamic healthcare organization. This dual role position blends traditional executive assistant duties with project management responsibilities, requiring a high degree of discretion, initiative, and organizational skill. The successful candidate will thrive in a fast-paced environment, demonstrate sound judgment, and be able to manage multiple priorities across various stakeholders.

Key Responsibilities :

Executive Administrative Support

  • Manage complex calendars for executives, including scheduling meetings, appointments, and travel arrangements.
  • Prepare high-quality correspondence, reports, presentations, and internal communications.
  • Coordinate and prepare materials for executive meetings, board meetings, and leadership retreats.
  • Manage expense reports, credit card reconciliations, and invoice tracking.
  • Serve as a gatekeeper and liaison, managing communication between executives and internal / external stakeholders.

Project Management

  • Support and / or lead special projects, cross-departmental initiatives, and operational rollouts (e.g., software implementations, process improvements, clinic initiatives).
  • Develop and maintain project timelines, action plans, and deliverables; track progress and escalate issues as needed.
  • Organize and facilitate project meetings, record decisions, assign tasks, and follow up on status and completion.
  • Coordinate with stakeholders across clinical operations, HR, finance, IT, and compliance to ensure project alignment and execution.

    • Process Improvement and Support

  • Identify inefficiencies in executive support and administrative workflows; recommend and implement solutions.
  • Help standardize documentation, create SOPs, and improve executive office tools and systems.
  • Act as a resource for internal communications, policy distribution, and documentation management.

    • Confidentiality and Discretion

  • Handle sensitive information with the utmost confidentiality and professionalism.
  • Manage communications and documents relating to strategic planning, HR matters, legal agreements, and financial performance.

    • Qualifications : Education

  • Bachelor’s degree in Business Administration, Healthcare Administration, Communications, or a related field preferred.

    • Experience

  • 5+ years of experience supporting executive-level leadership.
  • 2+ years of experience with project coordination or project management required; PMP certification or formal PM training a plus.
  • Prior experience in healthcare, multi-site operations, or a clinical support environment preferred.

    • Skills and Competencies

  • Exceptional organizational skills with ability to manage competing priorities and meet deadlines.
  • Strong written and verbal communication skills.
  • High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management tools (e.g., Asana, Smartsheet, Trello, Monday.com) is a plus.
  • Ability to work independently, maintain composure under pressure, and exercise sound judgment.

    • Personal Attributes

  • Professional, proactive, and resourceful with a strong sense of ownership.
  • Trustworthy and discreet with high emotional intelligence.
  • Team-oriented and adaptable in a growing, fast-moving organization.

    • Benefits :

    At MBI, our commitment to providing accessible and convenient care to individuals injured at work is a team effort. Every employee and role are essential and valued. Rewarding the dedication and commitment of our employees extends beyond a paycheck. In addition to competitive salaries, we offer to full-time employees :

  • Group Medical, Dental, and Vision Insurance
  • Life, Short-Term, and Long-Term Disability Insurance
  • 401(K) with company match
  • Generous Paid Time Off
  • Colleague Referral Bonus Program

    • Equal Opportunity Employer

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