Executive Assistant to the CEO

Job Summary

The Executive Assistant (EA) to the CEO plays a critical role in ensuring the CEO remains organized, focused, and aligned with MedicoCX’s highest priorities in a fast\-paced, growth\-oriented environment. This position provides high\-level administrative and coordination support, serving as a trusted partner to the CEO and helping protect time, manage communications, and drive follow\-through on key initiatives.

The ideal candidate is proactive, detail\-oriented, highly organized, and comfortable operating with urgency. This individual must anticipate needs, manage shifting priorities, and ensure consistent execution across commitments and deadlines while maintaining strict confidentiality.

Duties

• Manage and strategically prioritize the CEO’s calendar to align with company goals and operational priorities.

Meeting \& Follow\-Through Management

• Coordinate internal and external meetings, including logistics and material preparation.
• Prepare agendas and assemble relevant documentation in advance.
• Take meeting notes when necessary and track action items.
• Follow up with leadership and team members to ensure deadlines and commitments are met.

Administrative \& Operational Support

• Coordinate travel arrangements and prepare detailed itineraries.
• Process expense reports and support invoice submissions.
• Organize and maintain digital files, contracts, and documentation.
• Support routing of documents for approvals and signatures.
• Assist with preparation of presentations, reports, and executive communications.

Accountability \& Organization

• Maintain tracking systems for CEO priorities, initiatives, and deadlines.
• Provide proactive reminders and status updates.
• Help establish and improve organizational systems to increase efficiency and reduce last\-minute issues.
• Support leadership meetings, events, and company initiatives as needed.

Work Environment

• High\-paced, growth\-oriented healthcare organization
• Lean team with high accountability expectations
• Requires adaptability and comfort managing shifting priorities
• Regular interaction with senior leaders and external stakeholders
• Occasional flexibility outside standard business hours may be required
• Proactively identify and resolve scheduling conflicts.
• Ensure meetings are purposeful, properly prepared, and time\-efficient.
• Serve as gatekeeper to protect the CEO’s time and focus.
• Email \& Communication Management
• Manage and triage the CEO’s inbox daily, prioritizing high\-impact and time\-sensitive communications.
• Draft, edit, and send responses on behalf of the CEO when appropriate.
• Organize emails into actionable categories and maintain follow\-up systems.
• Flag urgent matters and provide concise summaries to support quick decision\-making.
• Ensure timely responses to internal leadership, providers, partners, and external stakeholders.

Qualifications

• Proven experience as an executive assistant or in a similar administrative role supporting senior leadership.
• Strong organizational skills with the ability to multitask efficiently in a fast\-paced environment.
• Excellent computer literacy with proficiency in Microsoft Office (Word, Excel), Google Workspace (Gmail, Docs), and familiarity with Office management tools like DocuSign.
• Experience with calendar management tools such as Microsoft Outlook Calendar and Google Calendar.
• Skilled in event planning and project coordination to ensure seamless execution of meetings or organizational initiatives.
• Strong communication skills demonstrating professionalism in phone etiquette and customer service interactions.
• Attention to detail in proofreading documents and maintaining accurate records.
• Ability to handle sensitive information discreetly while maintaining confidentiality at all times. Join us if you’re ready to bring energy, precision, and enthusiasm to a vital role that keeps our executive operations running at peak performance!

Pay: $50,000\.00 \- $65,000\.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: Hybrid remote in Charlotte, NC 28278