Executive Assistant

Job Title: Executive Assistant (Temporary 30 Days, LOA)

Location: Remote ( Los Angeles or Orange County)

Reports to: Chief Executive Officer

Employment Type: Temporary, Full-Time (possibility for long term opportunity)

Availability: Day and Evening Hours Required (As needed); Occasional Weekends

Job Description

As a Temporary Executive Assistant supporting the CEO, you will play a key role in ensuring the smooth and efficient operation of daily executive functions. This role requires a highly organized, proactive professional with the ability to manage competing priorities and support a fast-paced, mission-driven healthcare organization.

Key Responsibilities

Manage executive calendars by scheduling meetings, appointments, and conference calls

Prioritize conflicting schedules and ensure timely reminders

Arrange complex domestic travel itineraries, including flights, accommodations, and ground transportation

Ensure cost-effective and seamless travel experiences

Serve as the primary point of contact for internal and external stakeholders

Screen and direct phone calls, emails, and other correspondence appropriately

Prepare agendas, materials, and presentations for meetings

Coordinate meeting logistics including room setup, catering, and technology needs

Maintain organized electronic and physical files

Ensure accuracy, confidentiality, and easy retrieval of documents

Draft correspondence, manage expense reports, process invoices

Assist with various ad-hoc projects assigned by the executives

Conduct research, gather data, and compile reports to support strategic planning and decision-making

Build and maintain strong relationships with internal teams, vendors, and external partners

Handle sensitive and confidential information with discretion in accordance with company policies

Identify inefficiencies in administrative processes and suggest improvements

Perform additional tasks as assigned

Candidate Profile Additional Information

Highly professional, polished, and discreet

Exceptional organizational and time management skills

Confident in representing the CEO at both internal and external engagements

Strong written and verbal communication skills

Experienced in managing complex calendars and high-level meeting coordination

Skilled in booking national travel and overseeing logistics

Calm under pressure with a proactive, solutions-oriented mindset

Tech-savvy and proficient in tools like Zoom, Microsoft Teams, Outlook, etc.

Understands the fast-paced environment of a growing, mission-driven health organization

Flexible, dependable, and available for in-person work when required

Equipment Provided: A company laptop will be issued

?Schedule:

Regular hours: 8:00 AM â 5:00 PM PST

Must be available on-call outside of standard hours

Primary Objective During Coverage:

Book travel, hotels, and car rentals

Track and report expenses as needed