About the Role
The Executive Assistant acts as an extension of the President & COO managing priorities, serving as a proxy in key meetings, creating structure around decision-making, and ensuring follow-through across a complex operational organization.
This role requires judgment, independence, assertiveness, and comfort operating with vague direction.
This is a fit for someone who is:
- Highly organized and assertive
- Agile and not rattled by having to make quick pivots
- Able to manage up and take initiative
- Strong at interpreting data and identifying risks
- Comfortable joining or leading meetings on behalf of an executive
- Naturally proactive and anticipatory
Key Responsibilities:
Executive Proxy & Meeting Partnership
- Attend meetings on behalf of the President & COO when needed
- Capture decisions, risks, action items, and follow-ups
- Ensure accountability across Directors and cross-functional teams
- Escalate appropriately without over-escalating
Operational Cadence, Planning & Briefings
- Build and manage weekly agendas for Directors of Operations
- Prepare structured read-aheads, daily briefings, and priority summaries
- Identify opportunities for the President to have focused, uninterrupted work time
Project & Initiative Tracking
- Track cross-functional initiatives, deadlines, and milestones
- Monitor key metrics and dashboards; flag trends or operational risks
- Provide concise synthesis for decision-making
Calendar & Email Management
- Own complex calendar and prioritization workflows
- Protect executive focus time and navigate competing internal demands
- Triaging inbox communications; prepare summaries and recommended responses
Communication & Relationship Management
- Liaise between the President and senior leaders
- Maintain consistent communication tone and professionalism on the executive’s behalf
- Build trust and rapport across a fast-paced operations environment
Other Responsibilities
- Limited travel (approximately every other month) for onsite operational sessions
- Support special assignments, meetings, expenses, and coordination tasks
- Occasional early morning/early evening availability when required
Required Experience
Must-Haves
- 5-10+ years supporting senior executives (C-suite strongly preferred)
- Proven experience acting as a proxy or representing an executive in meetings
- Experience supporting multiple senior leaders simultaneously
- Exposure to metrics, dashboards, or operational reporting
- Project management experience or strong project coordination background
- Demonstrated ability to operate with limited direction
- Experience in one or more of the following industries:
- Health & Human Services
- Medicaid / Public Health
- Financial Services/Financial Management Services
- Medical practices
- Nonprofit sector
- Government / Federal / State agencies
Nice-to-Haves
- Experience interpreting operational data or KPIs
- Familiarity with travel management tools (Navan, Concur, etc.)
Behavioral & Work Style Expectations
We are seeking someone who:
- Maintains composure and sound judgement in high pressure or time sensitive situations
- Demonstrates receptiveness to constructive feedback and incorporate it into ongoing performance
- Operates with a strong service orientation while exercising initiative and ownership of responsibilities
- Make timely, well-reasoned decisions when operating with incomplete or evolving information
- Effectively manages priorities and communication in support of a fast-paced executive environment
- Anticipates needs and takes appropriate action to maintain operational effectiveness
- Demonstrates adaptability and persistence in a dynamic work environment
Work Model
- Primarily in-office in Silver Spring, MD (required)
- Standard schedule aligns with the executive (generally 8–5), with flexibility based on needs
- Occasional extended hours depending on travel, meetings, or key priorities
- Hybrid flexibility only when the executive is traveling
