Executive Administrative Assistant

Job Description Summary

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Position Summary

The Executive Assistant to the Chief Information Officer (CIO) serves as a strategic partner, providing comprehensive executive support while helping drive operational excellence across the Information Technology organization. This role requires exceptional judgment, discretion, executive presence, and the ability to anticipate needs, manage competing priorities, and coordinate complex initiatives in a fast-paced environment.

Working with minimal supervision, the Executive Assistant manages the daily operations of the CIO's office, facilitates communication with executive leadership, coordinates key governance activities, and supports enterprise-wide initiatives. The position requires strong business acumen, excellent organizational skills, and the ability to build trusted relationships across all levels of the organization.

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How will you make an impact & Requirements

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Key Responsibilities

Executive Partnership

• Manage the CIO's highly complex calendar, ensuring alignment with strategic priorities and organizational objectives.
• Anticipate executive needs by proactively identifying conflicts, preparing materials, and ensuring readiness for meetings and events.
• Serve as a trusted advisor on scheduling, prioritization, and executive workflow management.
• Coordinate domestic and international travel, itineraries, and executive expense reporting.

Strategic Operations

• Coordinate IT leadership team meetings, executive governance committees, board-related activities, and strategic planning sessions.
• Develop agendas, prepare presentations, compile briefing materials, record key decisions, and monitor follow-up actions.
• Track organizational priorities and ensure timely completion of commitments across leadership teams.
• Support annual operating plans, budgeting cycles, leadership off-sites, and organizational planning activities.

Communications & Stakeholder Management

• Act as a primary point of contact for internal and external stakeholders on behalf of the CIO.
• Draft, edit, and coordinate executive communications, presentations, talking points, and organizational announcements.
• Build collaborative relationships across executive leadership, business units, and external partners.
• Exercise sound judgment in managing sensitive communications and confidential information.

Project Coordination

• Coordinate cross-functional projects and executive initiatives involving multiple departments.
• Monitor project timelines, deliverables, and executive action items.
• Maintain dashboards, leadership reports, and operational metrics.
• Identify opportunities to improve administrative processes and organizational efficiency.

Business Administration

• Support procurement requests, contract documentation, invoice processing, and budget tracking.
• Coordinate onboarding activities for senior IT leaders.
• Maintain executive records and departmental documentation.
• Assist with planning and execution of leadership events, town halls, and employee engagement activities.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Typically 7+ years of progressively responsible executive support experience, including support of C-level executives.
• Demonstrated experience supporting senior leaders in large, complex organizations.
• Advanced proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Exceptional written and verbal communication skills.
• Strong organizational, planning, and project coordination abilities.
• Proven ability to manage highly confidential information with discretion.

Preferred Qualifications

• Experience supporting Information Technology or Digital executive leadership.
• Healthcare, health insurance, or other highly regulated industry experience.
• Experience coordinating executive governance or board-level activities.
• Familiarity with project management and collaboration platforms such as Smartsheet, Jira, or Microsoft Planner.

Competencies

• Strategic thinking and business acumen
• Executive presence
• Sound judgment and discretion
• Planning and organizational excellence
• Relationship management
• Adaptability and resilience
• Initiative and proactive problem-solving
• Attention to detail
• Written and verbal communication
• Collaboration and influence without authority

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Compensation:

$30.60

to

$45.90