- This is a remote position. Ideal candidate located nearby Phoenix, California.
Summary:
The Administrative Assistant to the CEO provides high-level administrative support and coordination to the Chief Executive Officer. This role requires exceptional organization, professionalism, and discretion while managing multiple priorities in a fast-paced environment. The ideal candidate is proactive, resourceful, detail-oriented, and eager to learn and apply innovative tools, including AI solutions, to enhance efficiency and productivity.
Duties and Responsibilities - Essential Functions:
- Provide direct administrative and operational support to the CEO, managing confidential and time-sensitive matters with professionalism and discretion.
- Manage complex executive calendars, including meeting coordination, travel arrangements, and event planning.
- Prepare, edit, and review presentations, reports, and correspondence for internal and external stakeholders, ensuring clarity, accuracy, and professionalism.
- Coordinate executive communications and serve as liaison between the CEO and internal/external stakeholders to ensure timely, accurate, and professional correspondence.
- Apply AI tools and digital solutions to streamline administrative processes and improve workflow efficiency.
- Maintain and organize confidential files, documents, and records with the utmost integrity.
- Track deadlines, monitor key initiatives, and ensure timely follow-up on action items and priorities.
- Provide research and background materials to prepare the CEO for meetings, client discussions, and presentations.
- Coordinate materials and logistics for executive, client, and board meetings.
- Build strong relationships across all levels of the organization, fostering trust, collaboration, and alignment.
- Demonstrates professionalism, integrity, and a commitment to the company’s mission to Help Save Lives.
Minimum Qualifications for Consideration:
- Employees in Healthcare are required to be fully vaccinated against COVID-19 as a term and condition of employment at Xanitos, absent a legally required Medical or Religious exception, and are required to report their vaccination status and upload proof of vaccination via a secure online portal.
- Minimum of 3–5 years of executive-level administrative experience, preferably supporting C-suite leaders in healthcare.
- High School Diploma required.
- Bachelor’s degree in Business Administration, Communications, or related field preferred.
Knowledge, Skills, and Abilities Required:
- Exceptional organizational skills with the ability to prioritize and manage multiple projects simultaneously.
- Strong written and verbal communication skills with a high level of attention to detail.
- Ability to handle confidential and sensitive information with discretion.
- Familiarity with and practical application of AI tools (e.g., ChatGPT, Copilot, automation tools) to enhance productivity and workflow efficiency.
- Analytical and problem-solving skills; ability to anticipate needs and think critically.
- High degree of professionalism, reliability, and adaptability in a dynamic environment.
- High level of competency in the use of Windows based office software including but not limited to Microsoft Office, Word, Excel, PowerPoint and Outlook.
- Sense of urgency and ability to meet deadlines; self-directed.
Travel Requirements:
- Occasional travel may be required to support executive meetings and company events.
Xanitos understands the importance of you and your family’s health and wellbeing, as well as your financial future. With that in mind, we take pride in the variety of benefit plans that are available for our employees. Please note, plans vary by location and are subject to eligibility and work hour requirements in accordance with company policy and state laws. Plans may include:
- Medical
- Dental
- Vision
- Life, Accident, and Disability Insurance
- 401k Retirement Plans
- Employee Assistance Program (EAP)
- Employee Wellness Program
- Commuter Benefits
- Shoes for Crews Reimbursement
- Paid Time off including Vacation, Sick, Personal, Holidays, Bereavement, Parental Bonding, Volunteer Day and Jury Duty.
- Employee Discounts to Theme Parks, Theaters, Sporting Events, and more.
Required
- High School Diploma, GED or equivalent or better
Preferred
- Bachelors or better in Business Administration
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
