Executive Assistant & Project Manager

RVNAhealth•Ridgefield, CT

About The Position

RVNAhealth is seeking a highly organized, proactive, and detail-oriented Executive Assistant & Project Manager to support our Executive Leadership Team and drive key organizational initiatives. This dynamic role serves as a trusted partner to senior leadership, providing executive-level administrative support while coordinating strategic projects, contract management, governance activities, compliance efforts, and agency-wide communications. The Executive Assistant & Project Manager will manage executive calendars, support Board of Directors operations, oversee contract administration, coordinate organizational projects and annual planning activities, and assist with regulatory, accreditation, and credentialing requirements. This individual plays a critical role in ensuring the smooth operation of executive functions while advancing organizational priorities and strategic goals. The ideal candidate is a skilled communicator with exceptional organizational and project management abilities who thrives in a fast-paced healthcare environment. Success in this role requires professionalism, discretion, sound judgment, and the ability to build strong relationships with leaders, staff, Board members, vendors, and external partners.

Requirements

Minimum 5 years of experience in a senior administrative or executive assistant role; Healthcare, nonprofit, or regulated industry experience highly preferred.
Demonstrated project management experience with the ability to manage multiple priorities simultaneously.
Experience with contract administration, as well as credentialing, licensure filings, accreditation activities, and regulatory compliance in a healthcare setting, is highly desirable.
Familiarity with CHAP accreditation standards, Medicare Conditions of Participation (CoPs), and Connecticut Department of Public Health (DPH) regulations.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Strong organizational, planning, and time management skills with exceptional attention to detail.
Excellent written, verbal, and interpersonal communication skills.
High level of professionalism, discretion, confidentiality, and sound judgment.
Experience supporting Boards of Directors or governance functions preferred.

Responsibilities

Provide executive-level administrative support to the President & CEO and Executive Leadership Team.
Manages the CEO's complex and dynamic calendar, coordinating internal meetings, board functions, donor engagements, finance reviews, and external commitments.
Prepare correspondence, reports, presentations, agendas, meeting materials, and executive communications. Drafts, proofreads, and manages communications, presentations, and reports.
Ensure leadership is well prepared for meetings, presentations, and organizational initiatives.
Coordinate executive meetings, leadership retreats, Town Halls, and agency-wide events.
Manages administrative files related to contracts, licenses, certifications, and credentialing for leadership.
Coordinate all administrative functions for the Board of Directors and Board Committees.
Prepare agendas, meeting materials, minutes, and Board communications.
Maintain Board records, governance documents, and the Board SharePoint portal.
Coordinate meeting logistics, annual calendars, and governance-related activities.
Manage the agency's contract administration process, including tracking, organizing, renewing, and maintaining vendor, consultant, and service agreements.
Maintain centralized contract documentation and ensure appropriate approvals and record retention.
Coordinate with internal departments and external partners regarding contract status and compliance.
Oversees the preparation and completion of the RVNAhealth Annual Business Plan (PIR).
Manages strategic initiatives and special projects, including annual goals tracking, internal campaigns, accreditation preparation, and quality improvement programs.
Supports CHAP accreditation efforts, licensing renewals, audits, and other regulatory requirements.
Maintains updated policy manuals and administrative documentation.
Completes and submits recredentialing applications for insurance providers and regulatory bodies, including CHAP, PECOS, CT DPH, DSS, and Medicare.
Ensures agency filings are current and submitted to the Department of Consumer Protection, Department of Labor, Secretary of State, Department of Public Health, and other regulatory entities.
Supports compliance with HIPAA, CT DPH licensure, CHAP standards, and Medicare Conditions of Participation.
Coordinate internal communications and leadership announcements.
Develop and edit executive correspondence, presentations, and organizational communications.
Foster collaboration across departments while serving as a key administrative resource for leadership.
Build positive working relationships with employees, Board members, vendors, and community partners.
Assist with annual planning activities, organizational reporting, and executive projects.
Coordinate special initiatives assigned by executive leadership.
Track action items, deadlines, and deliverables to ensure timely completion.
Identify opportunities to improve administrative processes and organizational efficiency.