Executive Assistant

BioTAB Healthcare•Maryland Heights, MO

15d

About The Position

The Executive Assistant provides high-level operational, administrative, and organizational support to BioTAB Healthcare’s Executive Leadership team, including the CEO and CTO. The role supports board governance and executive operations by coordinating schedules, meetings, projects, communications, and follow-up while maintaining rigorous confidentiality and access controls for sensitive corporate and patient-related information. The position includes board administration, such as tracking strategic action items and deadlines, coordinating resources and communications, documenting outcomes, preparing briefing materials, drafting minutes and corporate records, arranging meeting logistics, and ensuring decisions are recorded and communicated. Executive administration duties include managing complex calendars, arranging travel and executive sessions, serving as a point of contact for executive inquiries, handling sensitive correspondence, managing expense reporting, and assisting with executive and corporate events. The role requires strong communication, strategic thinking, analytical problem-solving, attention to detail, and organizational skills. Employees may be assigned other tasks, and duties may be modified for disability accommodation. The position requires reliable transportation, the ability to meet stated physical demands, passing an extensive background check, and strict adherence to HIPAA, Medicare Fraud, Waste, and Abuse, and privacy regulations in patient interactions. BioTAB Healthcare is an equal opportunity employer and drug-free workplace.

Requirements

3–5 years of administrative or operational experience in a corporate governance, legal, or executive support role.
Demonstrated success managing complex projects, tracking deliverables, and maintaining rigorous follow-through in fast-paced environments.
Proven ability to handle sensitive, non-public, or privileged information with discretion and integrity.
Direct experience supporting senior leadership or Boards of Directors, including minute-taking, agenda preparation, and meeting facilitation.
Advanced proficiency with professional office suites, including GSuite, and collaborative project management platforms such as Monday.
Experience with data management using Sheets and Excel.
Experience navigating highly regulated industries and an understanding of privacy standards.
Strong communication and interpersonal skills for collaboration with stakeholders, including non-executive teams.
Ability to understand complex business goals and help translate executive directives into organized operational tasks.
Strong analytical and problem-solving skills, including identifying root causes of operational issues and implementing corrective and preventive actions.
Strong attention to detail and accuracy in systems, records, documentation, and communications.
Ability to manage a high volume of work, coordinate multiple project streams, and process information in a timely manner.
Ability to lift 40 pounds from the floor to waist level.
Ability to kneel, stoop, climb stairs, and reach with hands and arms.
Reliable work transportation.
Must pass an extensive background check.
Strict adherence to HIPAA, Medicare Fraud, Waste, and Abuse, and privacy regulations in patient interactions.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Paralegal studies, Legal studies, or a related field (preferred).

Responsibilities

Support board-driven initiatives and track strategic action items, deadlines, and commitments.
Coordinate project resources, schedules, and communications, document outcomes, and help maintain consistent information flow.
Monitor action items and deadlines, issue reminders, and identify potential operational bottlenecks.
Synthesize discussions, extract action items, and draft formal minutes and corporate records.
Coordinate board meeting logistics, including scheduling, video links, and catering, and draft professional correspondence.
Prepare and distribute pre-meeting briefing materials.
Facilitate post-meeting follow-up, formally record board decisions, and communicate decisions to relevant stakeholders.
Support board schedules and manage logistics for executive sessions, travel, and meetings.
Manage complex calendars for assigned leaders, resolve conflicts, and optimize time for high-priority initiatives.
Serve as the primary point of contact for executive-level inquiries and provide timely, professional responses while maintaining appropriate boundaries.
Securely organize, compile, and distribute sensitive written communications while maintaining discretion regarding corporate strategy and patient-related data.
Manage expense reporting and assist with planning executive and corporate events as needed.
Implement and maintain access controls for digital and physical materials to prevent unauthorized disclosure.
Follow applicable HIPAA, Medicare Fraud, Waste, and Abuse, and privacy requirements in patient interactions.