Executive Assistant (Contract Role)

ParetoHealth•Philadelphia, PA

4h•Onsite

About The Position

ParetoHealth is seeking a highly organized, proactive, and service-oriented contract Executive Assistant to provide administrative support to executives. The role requires anticipating needs, handling changing priorities with discretion, and collaborating with the Executive Assistant team to provide consistent support. The onsite schedule will align with the executives supported and the team’s coverage needs. The position requires working onsite 2–4 days per week in Philadelphia, including when the supported executives are onsite, and coordinating coverage so at least one Executive Assistant is onsite each business day. ParetoHealth describes itself as the largest and fastest-growing benefits captive in the United States. It helps small and midsize employers manage healthcare costs through data-driven insights, risk management, and collective purchasing power. The company is headquartered in Philadelphia and is guided by its values of Fire in the Belly, For the Greater Good, See the Field, and Get It Done Right. Employment visa sponsorship is not provided; candidates must be authorized to work in the United States without sponsorship now or in the future.

Requirements

At least 3 years of experience providing executive or senior-level administrative support.
Experience managing complex calendars, meeting logistics, and travel arrangements.
Strong organizational and time-management skills, with the ability to manage competing priorities.
Excellent written and verbal communication skills.
Sound judgment and discretion when handling confidential information.
A proactive, resourceful, and detail-oriented approach.
Ability to work onsite 2–4 days per week in Philadelphia, including when the supported executives are onsite.
Ability to coordinate onsite coverage with the Executive Assistant team.
Proficiency in Microsoft Office and/or Google Workspace.
Must be authorized to work in the United States without employment visa sponsorship, both now and in the future.

Responsibilities

Manage executive calendars, schedule meetings, and resolve scheduling conflicts.
Coordinate internal and external meetings, including invitations, agendas, materials, and follow-up.
Arrange domestic and international travel, including itineraries and related logistics.
Prepare and submit expense reports and help track executive expenses.
Draft, proofread, and manage correspondence and other materials as needed.
Handle confidential information with professionalism and discretion.
Track action items and follow up with stakeholders to help keep priorities moving.
Coordinate meals and other logistics for executive meetings and events.
Serve as a point of contact for executives and their internal and external stakeholders.
Coordinate with the Executive Assistant team to ensure at least one Executive Assistant is onsite each business day.
Plan onsite days around the schedules of supported executives and the team’s coverage needs.