Executive Assistant to the Chief Medical Officer (CMO)
Pay Range: $26–$31/hour
Location: Remote
Schedule: 40 hours/week (eligible for full benefits)
Position Overview
We are looking for a highly skilled Executive Assistant to support our Chief Executive Officer (CEO) and our Director of Operations. This individual will handle a wide range of complex administrative tasks, managing priorities, and ensuring seamless day-to-day operations within the office. The ideal candidate will exercise excellent judgment, maintain confidentiality, and bring strong organizational and communication skills.
Key Responsibilities
- Administrative Support:
- Handle a variety of high-level administrative duties for the CEO and DOO. Use discretion to assess and escalate matters as needed.
- Primary Contact: CEO, Ryan Cole
Act as the first point of communication for the CEO's office—managing questions, concerns, and updates with urgency and professionalism.
- Calendar & Travel Management:
Maintain and prioritize the CEO schedule, coordinate internal/external meetings, and arrange travel.Assist in managing CEO-led projects and initiatives. Track action items, project timelines, and deliverables; ensure deadlines are met. Prepare agendas, take and distribute meeting notes, issue reminders, and follow up on action items from weekly meetings with leadership. Monitor emails, messages, and other communications. Identify items requiring urgent attention and respond on behalf of the CEO when appropriate. Help coordinate team tasks and workloads. Adapt work schedules to meet shifting priorities and multiple deadlines. Gather data and prepare reports or presentation materials for review by the CEO. Respond to internal procedural and administrative inquiries using deep organizational knowledge. Answer calls, screen inquiries, and respond to diverse stakeholders including employees, patients, and external partners. Draft letters, emails, and other communication materials. Handle confidential and sensitive information with care. Collaborate with other departments and external agencies to exchange information, resolve issues, and ensure proper follow-up. Receive and document feedback or complaints directed to the CEO's office. Refer issues to the appropriate channels. Support additional projects involving the DOO's office as assigned.
Qualifications
- Project Coordination:
- Meeting Support:
- Information Management:
- Team Collaboration:
- Reports & Presentations:
- Policy & Procedure Guidance:
- Communication Handling:
- Correspondence:
- Cross-Department Liaison:
- Complaint Resolution:
- Special Projects:
- Education: Bachelor’s degree or equivalent experience.
- Experience: at least 3 years of executive administrative experience.
- Typing: 60–75 WPM with 90% accuracy.
- Technology: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), Acrobat Pro, Canva; SharePoint experience is a plus.
Skills & Competencies
- High emotional intelligence and sound judgment
- Strong written and verbal communication
- Discretion and professionalism in dealing with sensitive information
- Ability to multitask and adapt in fast-paced, high-stakes environments
- Positive attitude and collaborative spirit
- Exceptional organizational skills and problem-solving abilities
- Strong interpersonal skills, especially in interactions with senior leadership and diverse stakeholders
Benefits (for employees working 30+ hours/week)
- Medical, Dental, and Vision Insurance
- Paid Time Off (PTO)
- 401(k) with 4% company match
Job Type: Full-time
Pay: $26.00 - $30.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Executive administrative support: 3 years (Required)
Work Location: Remote
