Assistant to Executive Team - Executive Support & Project Management

Role Overview

The Assistant to the Executive Team operates as a trusted, detail-focused professional providing high-level administrative support while facilitating cross-functional collaboration and light project management tasks. Serving as an extension of senior leadership, this role ensures the prioritization of tasks, advances initiatives, and maintains smooth executive operations.

Key Responsibilities

• Deliver direct support to Executive Team members including calendar oversight, scheduling, travel arrangements, and managing meeting logistics.
• Compile agendas, briefing documents, meeting minutes, and action follow-ups.
• Oversee executive communications by drafting professional emails, coordinating internal updates, and aiding client-facing interactions.
• Handle sensitive information with utmost confidentiality and professionalism.
• Manage daily executive office operations such as onboarding/offboarding processes, monthly timesheet preparation and submission, and access credential management to ensure seamless priority execution.
• Assist in planning and executing strategic initiatives by managing timelines, deliverables, and stakeholder interactions.
• Monitor action items from executive sessions, client meetings, and internal workflows to guarantee accountability and completion.
• Develop and maintain project documentation like plans, status trackers, and reporting dashboards using tools such as Excel, Smartsheet, Monday.com, or Asana.
• Promote cross-team collaboration among Clinical, Sales, and Operations departments as needed.
• Contribute to creating project-related documents including RACI charts, implementation plans, and process workflows.
• Coordinate executive and client meetings across multiple time zones, including hybrid and onsite logistics.
• Record meeting outcomes and subsequent steps, ensuring prompt distribution and follow-up action.
• Support standardization of recurring processes, templates, and operational rhythms across leadership projects.
• Collaborate with leadership on special projects, perform ad hoc analyses, and support internal strategic planning efforts.
• Manage onboarding logistics for new hires, partners, and important client stakeholders.
• Participate in internal process enhancement efforts aiming to improve efficiency and communication.

Qualifications

• Minimum of 3 years in roles such as Executive Assistant, Administrative Business Partner, or Project Coordinator.
• Proven experience supporting senior leaders within dynamic or rapidly growing environments.
• Strong project coordination aptitude managing concurrent workstreams.
• Exceptional organizational capabilities and keen attention to detail.
• Excellent communication, both written and verbal.
• Proficiency in Microsoft Office and Google Workspace suites including Excel, PowerPoint, Docs, Sheets, and Calendar.

• Preferred backgrounds include healthcare, consulting, or regulated sectors.
• Familiarity with project management platforms such as Jira, Smartsheet, or Monday.com is advantageous.
• Ability to produce structured deliverables like project plans, executive summaries, and professional documentation.
• Experience supporting client-oriented initiatives or implementation programs is beneficial.

Core Competencies

• Exhibits executive presence and professionalism.
• Strong commitment to follow-through and responsibility.
• Maintains high levels of discretion and trustworthiness.
• Demonstrates proactive responsiveness to anticipate needs.
• Comfort in managing both administrative tasks and project-related responsibilities.
• Adept at balancing priorities across diverse stakeholders.

Why This Role Matters

This position is pivotal in allowing the Executive Team to concentrate on strategic leadership duties while ensuring that operational details, communications, and initiatives are consistently aligned, organized, and advancing. The Assistant to the Executive Team plays a central function in driving execution and fostering organizational growth.

Role Details

• Location: Southern California
• Employment Type: 1099 Independent Contractor, Full-time (40 hours per week)
• Industry: Consulting/Professional Services