Supports 3–4 senior executives by managing complex calendars, meetings, communications, travel, expenses, onboarding, access permissions, contracts, and operational workflows. Serves as an executive gatekeeper and liaison, coordinates high-stakes engagements, tracks action items, provides technology support, and uses AI tools to streamline administrative processes and improve productivity.
The Executive Assistant (EA) serves as a strategic executive business partner supporting 3-4 assigned senior leadership members (SVPs+). Moving beyond traditional administrative support, the EA leverages organizational insight to optimize executive efficacy, proactively mitigate operational risks, and streamline cross-functional workflows. Operating in a fast-paced environment, this role acts as a trusted gatekeeper and operational liaison, ensuring leadership focus remains strictly aligned with company priorities.
Primary Duties:
- Strategic Calendar & Time Architecture
- Own and strategically manage complex executive calendars, acting as the ultimate optimizer, gatekeeper, and time manager.
- Proactively identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings; educate internal parties on proper engagement protocols.
- Execute coordinated vetting processes for offsite events, internal retreats, and external gathering requests to ensure executive alignment with corporate priorities.
- Executive Meeting Management
- Serve as the expert for virtual (Google Meet/Zoom) and internal/external in-person executive meetings, owning end-to-end logistics, travel integration, and room coordination.
- Manage the full meeting lifecycle — developing agendas, distributing pre-reads, attending key staff meetings, capturing minutes, and driving action-item follow-ups along with the executives.
- Support high-stakes engagements, which may include board meetings, speaking engagements or team staff meetings by managing materials and execution.
- Communications & Inbox Triage
- Manage and triage large influxes of executive email and departmental Slack correspondence; independently filter, prioritize, flag time-sensitive matters, and draft strategic responses.
- Draft, edit, and consolidate executive communications, newsletters, presentations, and formal memos.
Act as a primary point of contact for internal departments and key external stakeholders, independently resolving inquiries or escalating appropriately. - Operational, Financial, & Travel Management
- Provide comprehensive travel management, leveraging third-party travel systems to book complex travel itineraries.
- Act as an expense delegate in Expensify; and serve as an approval proxy for direct reports.
- Own or assist with team-wide operations including onboarding/offboarding coordination, access permissions (Google, Slack, distribution lists), organizational charts, PTO approval proxy duties.
- Handle routine workflows and contract management, including organizing and tracking documents in tools like Ironclad to keep leadership operations running smoothly.
- Technology Partnership & AI Integration
- Tech Support Liaison: Act as the primary point of contact for the executive’s technical needs, including coordinating hardware/software requests, resolving basic access issues, and serving as the bridge to IT support to ensure smooth daily operations.
- Support the execution and communication of cross-functional updates while ensuring key strategic deadlines are achieved.
- Leverage AI-driven tools (e.g., Gemini, Claude) to streamline administrative workflows, automate routine deliverables, and scale team productivity.
Minimum Qualifications:
- 6+ years of relevant work experience, with 3+ years of direct experience as an executive administrative assistant or executive business partner.
- Available to work across various time zones and/or non-traditional working hours on occasion, as needed.
- Proven adaptability and a strong willingness to learn new technologies, including emerging AI tools and platforms.
Preferred Qualifications:
- In-depth understanding of executive team operations and corporate dynamics.
- Advanced ability to manage complex calendars and negotiate scheduling across multiple executives.
- Exceptional verbal and written communication skills with strong presentation formatting capabilities.
- Strong organizational, problem-solving, and time-management skills with meticulous attention to detail.
- Exercise strong discretion while handling highly confidential, sensitive information.
- Hands-on experience with Google Workspace, AI tools (preferably Claude), Navan, Expensify, and UKG.
- Experience utilizing AI-powered tools to streamline administrative tasks and improve team-wide productivity.
Physical Requirements:
- Sitting for prolonged periods of time. Extensive use of computers and keyboard. Occasional walking and lifting may be required.
- This is a non-exempt, full-time position structured around a standard 40-hour work week. Success in this role requires disciplined time management and prioritization to ensure all deliverables are consistently met within these core hours.
- Available to work across various time zones and/or non-traditional working hours on occasion, as needed
Who We Are:
Aledade PBC, a public benefit corporation, exists to empower the most transformational part of our health care landscape - independent primary care. We were founded in 2014, and since then, we've become the largest network of independent primary care in the country - helping practices, health centers and clinics deliver better care to their patients and thrive in value-based care. Additionally, by creating value-based contracts across a wide variety of health plans, we aim to flip the script on the traditional fee-for-service model. Our work strengthens continuity of care, aligns incentives and ensures primary care physicians are paid for what they do best - keeping patients healthy. If you want to help create a health care system that is good for patients, good for practices and good for society - and if you're eager to join a collaborative, inclusive and remote-first culture - you've come to the right place.
What Does This Mean for You?
At Aledade PBC, you will be part of a creative culture that is driven by a passion for tackling complex issues with respect, open-mindedness and a desire to learn. You will collaborate with team members who bring a wide range of experiences, interests, backgrounds, beliefs and achievements to their work - and who are all united by a shared passion for public health and a commitment to the Aledade mission.
In addition to time off to support work-life balance and enjoyment, we offer the following comprehensive benefits package designed for the overall well-being of our team members:
Flexible work schedules and the ability to work remotely are available for many roles
Health, dental and vision insurance paid up to 80% for employees, dependents and domestic partners
Robust time-off plan (21 days of PTO in your first year)
Two paid volunteer days and 11 paid holidays
12 weeks paid parental leave for all new parents
Six weeks paid sabbatical after six years of service
Educational Assistant Program and Clinical Employee Reimbursement Program
401(k) with up to 4% match
Stock options
And much more!
At Aledade PBC, we don’t just accept differences, we celebrate them! We strive to attract, develop and retain highly qualified individuals representing the diverse communities where we live and work. Aledade is committed to creating a diverse environment and is proud to be an equal opportunity employer. Employment policies and decisions at Aledade are based on merit, qualifications, performance and business needs. All qualified candidates will receive consideration for employment without regard to age, race, color, national origin, gender (including pregnancy, childbirth or medical conditions related to pregnancy or childbirth), gender identity or expression, religion, physical or mental disability, medical condition, legally protected genetic information, marital status, veteran status, or sexual orientation.
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