Executive Assistant

Job Summary

The Executive Assistant (EA) to the Executive provides high-level administrative support and serves as a strategic extension of the Executive's office.  This role requires exceptional organizational, communication and interpersonal skills, along with the ability to manage multiple responsibilities in a fast-paced environment.  The EA ensures seamless coordination of the Executive's schedule, communications, and visibility --both internally and externally--while embodying professionalism, discretion and efficiency.

Key Responsibilities

1. Calendar Management & Meeting Coordination Maintain and optimize the Executive’s calendar, ensuring all meetings, calls, and commitments are efficiently scheduled. Liaise with internal departments, board members, doctors, clinic heads, and external partners to coordinate meetings. Prepare meeting agendas, gather relevant materials, and take minutes or action notes. Track and follow up on commitments or deliverables arising from meetings.

2. Task Management & Action Follow-up Maintain a rolling task list for the Executive and ensure accountability by tracking the status of key deliverables from leadership and support teams. Coordinate with relevant departments to follow up on timelines and responsibilities. Use project and task management tools (e.g. Monday.com, Trello, Google Workspace) to monitor progress and flag issues early.

3. Travel, Logistics & Executive Support.  Arrange flights, hotels, car services, and restaurant bookings based on preferences and itinerary needs. Manage domestic and international travel including visa support and concierge-level planning. Set up logistics for face-to-face and virtual meetings, including Zoom, Microsoft Teams, and related tools. Prepare meeting kits, background information, and briefing notes.

4.   Document Management & Filing Organize, file, and maintain access to all Executive-related documents (contracts, memos, project files, reports). Ensure systematic cloud-based filing using shared drives (Google Drive, OneDrive). Upload receipts, invoices, and reports for finance compliance and expense monitoring. Coordinate submission and reconciliation of EXECUTIVE Office expense reports with Finance.

5. Communications, Content, and Social Media Management Draft, edit, and circulate internal communications such as memos, announcements, and updates from the Executive. Support creation of internal content such as Executive “coffee chats,” employee engagement messages, or town hall briefings. Assist in preparing social media content for Executive’s social media, LinkedIn or professional platforms (e.g. leadership posts, industry commentary) - as it relates to BMG Activities. Write or edit articles, blogs, or talking points for Executive visibility in conferences, press releases, or media interviews.
 

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