Senior Executive Assistant, C-Suite at AdaptHealth, LLC

Conshohocken, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Jun, 26

Salary

0.0

Posted On

05 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Discretion, Professionalism, Attention To Detail, Microsoft Office Suite, Communication, Time Management, Problem-Solving, Multitasking, Travel Coordination, Expense Reporting, HIPAA Compliance, Project Coordination, Board Meeting Support, Liaison

Industry

Hospitals and Health Care

Description

Description Position Summary: The Senior Executive Assistant (EA) provides high-level administrative and organizational support to C-Suite executives at AdaptHealth. This role ensures seamless day-to-day operations, proactively manages executive priorities, and maintains the highest level of professionalism, confidentiality, and attention to detail. The EA works closely with the broader Executive Assistant team to ensure aligned support across the organization and will assist with office management needs when required. This position is fully in-person in the NYC Executive Office and reports to the Senior Executive Assistant, CEO Office. Essential Functions and Job Responsibilities: Executive Support Manage complex executive calendars, including scheduling meetings, appointments, and prioritizing time-sensitive requests. Serve as the primary point of contact for internal and external inquiries, demonstrating sound judgment, discretion, and professionalism. Coordinate and prepare briefing materials, executive summaries, presentations, and maintain organized executive files. Anticipate executive needs, resolve scheduling conflicts, and ensure executives are fully prepared for meetings, travel, and deadlines. Collaboration & Communication Partner closely with the Senior Executive Assistant and the other EAs to ensure seamless support, workload alignment, and consistent communication across the C Suite. Act as liaison between executives, internal teams, board members, and external partners. Draft correspondence, route communications, manage follow-ups, and ensure timely flow of information. Handle sensitive and confidential information in accordance with company policies. Meeting & Event Support Coordinate leadership and cross-functional meetings, including agendas, materials, minutes, and action item tracking. Assist with onsite executive sessions, visiting executive logistics, and NYC-based events. Support preparation, logistics, and material development for board meetings and executive presentations. Travel & Expense Management Arrange domestic and international travel, including detailed itineraries and all accommodations. Prepare and reconcile expense reports in alignment with company travel and compliance policies Project Support Support special projects through research, coordination, information gathering, and report preparation. Monitor deadlines, track milestones, and maintain accuracy in project documentation. Ensure compliance with regulatory and privacy requirements, including HIPAA. Office Management Support (as needed) Collaborate with NYC office operations when extra support is required. Assist with vendor coordination, supply needs, onsite logistics, and visitor experience as needed to maintain a professional and efficient executive workspace. Maintains patient confidentiality and functions within the guidelines of HIPAA. Completes assigned compliance training and other education programs as required. Maintains compliance with AdaptHealth's Compliance Program. Performs other related duties as assigned. Competency, Skills and Abilities: Exceptional organizational and time management skills Strong written/verbal communication; proficiency in Microsoft Office Suite High discretion, multitasking under pressure, analytical problem-solving Proactive, adaptable in fast-paced settings Leadership-oriented, resourceful and capable of navigating ambiguity Results-driven, committed to continuous improvement Requirements Education and Experience Requirements: Bachelor's degree in Business Administration, Communications, or related field preferred Minimum 5 years executive assistant experience, preferably healthcare/corporate Physical Demands and Work Environment: Work environment may be stressful at times, as overall office activities and work levels fluctuate Must be able to bend, stoop, stretch, stand, and sit for extended periods of time Subject to long periods of sitting and exposure to computer screen Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use Must be able to lift 30 pounds as needed Excellent ability to communicate both verbally and in writing May be exposed to angry or irate customers or patients

Responsibilities

This role provides high-level administrative and organizational support to C-Suite executives, ensuring seamless day-to-day operations by managing complex calendars, serving as a primary point of contact, and preparing executive materials. Key duties also involve coordinating leadership meetings, arranging domestic and international travel, managing expenses, and supporting special projects while maintaining strict confidentiality.