Executive and Team Administrative Assistant

About Wilburn Medical Supply Wilburn Medical Supply is a second generation, women owned medical supply company based in Kernersville, North Carolina. Since 1997, we have helped healthcare organizations save money, operate efficiently, and better serve their patients. We are a growing, values driven company that operates with the mind of a business and the heart of a ministry. We care deeply about our customers, our community, and one another. Position Summary Wilburn Medical Supply is seeking an exceptionally organized, trustworthy, and proactive Executive and Team Administrative Assistant. This person will provide direct support to our CEO and Founder while also helping the broader Wilburn team stay organized, prepared, and connected. This is an ideal position for someone who enjoys helping others, notices what needs to be done, and takes ownership without requiring constant direction. The right person will be able to move comfortably between executive support, technology assistance, event planning, customer correspondence, office coordination, and everyday team needs. No responsibility is too small when it helps our team serve customers well. We are looking for someone who brings excellent judgment, strong follow through, a positive attitude, and a genuine desire to make life easier for the people around them. Key Responsibilities Executive Support Manage calendars and send accurate, timely meeting invitations Coordinate appointments, internal meetings, customer meetings, and company events Help protect the CEO’s and Founder’s time by anticipating scheduling needs and potential conflicts Prepare meeting materials, agendas, notes, and follow up items as needed Track commitments, deadlines, and action items to ensure nothing falls through the cracks Assist with travel arrangements, itineraries, reservations, and related details Draft, proofread, and organize correspondence, letters, and other communications Handle sensitive personal and business information with complete confidentiality and discretion Founder Support Provide patient, dependable support with day\-to\-day technology needs Assist with email, calendar, documents, virtual meetings, mobile devices, applications, and other systems Help organize priorities, appointments, documents, and follow up items Look ahead and proactively address needs before they become urgent Team and Office Support Serve as a trusted source of administrative support for the Wilburn team Help coordinate office activities, visitors, meetings, and special projects Place the weekly team breakfast order and maintain office snack and refreshment supplies Assist with document organization, data entry, printing, mailing, filing, and other administrative needs Support employee celebrations, birthdays, milestones, recognition, and company traditions Help with onboarding preparation for new team members Communicate with vendors and service providers when needed Maintain recurring schedules and checklists so important responsibilities are completed consistently Customer and Business Support Coordinate and prepare monthly customer letters and mailings Assist with customer follow up, thank you notes, gifts, and special touches Support supply savings analyses by gathering documents, organizing information, preparing spreadsheets, and tracking follow up items Help prepare materials for customer meetings, presentations, and events Assist with occasional research, reporting, and data organization Support special projects that help the company grow and better serve its customers Events and Wilburn Cares Help plan company meetings, celebrations, retreats, customer events, and community activities Coordinate invitations, venues, catering, supplies, gifts, schedules, and event details Support Wilburn Cares initiatives, charitable giving, volunteer activities, and community partnerships Think ahead about upcoming holidays, milestones, events, and recognition opportunities Ensure events are thoughtful, organized, and reflective of the Wilburn culture What Success Looks Like The successful person in this role: Thinks several steps ahead and anticipates what others will need Takes ownership and follows responsibilities through to completion Keeps track of details without losing sight of the larger goal Is comfortable changing priorities when something urgent arises Communicates clearly and professionally Handles confidential information with excellent judgment Is patient and helpful when providing technology support Finds solutions instead of waiting for someone else to solve the problem Is willing to help with both important projects and everyday tasks Creates order, reduces stress, and helps the entire team operate more effectively Builds a relationship of complete trust with the CEO, Founder, and team Brings warmth, positivity, and a sense of fun to the workplace Qualifications Previous experience in administrative support, executive assistance, office coordination, or a similar role Exceptional organization, time management, and attention to detail Strong written and verbal communication skills Demonstrated ability to prioritize multiple responsibilities and meet deadlines Confidence using Microsoft Outlook, Word, Excel, Teams, and other common business technology Ability and willingness to learn new software and troubleshoot routine technology issues Strong judgment, professionalism, and discretion A proactive mindset with excellent follow through Ability to work independently while also collaborating closely with a team Valid driver’s license and reliable transportation for occasional errands or local events Willingness to use ai to work most efficiently Our Values We Get It Done We deliver, make things happen, and take responsibility for following through. We Do the Right Thing We act with honesty and integrity, even when doing so is difficult or requires more from us. We Work Together We support one another, communicate openly, and recognize that our greatest work is accomplished as a team. We Care We care about our coworkers, customers, and community. We listen, treat people with kindness, and look for opportunities to make a meaningful difference. The Person We Are Looking For This role requires more than completing a list of assigned tasks. We are looking for someone who notices, remembers, anticipates, and follows through. You should enjoy serving others, creating organization, solving problems, and helping a busy leadership team operate at its best. Trust is essential. We want someone who can become a dependable partner to our CEO and Founder, a helpful resource for our team, and a positive reflection of Wilburn Medical Supply. Job Type: Part\-time Pay: $18\.00 \- $22\.00 per hour Work Location: In person