Executive Assistant

HealthWorks Medical•Paducah, KY

11d

About The Position

The Executive Assistant provides trusted administrative and organizational support to the CEO and HealthWorks leadership team. This hands-on role coordinates executive calendars, meetings, communications, general office activities, and routine finance administration, including accounts payable. The Executive Assistant also supports internal coordination and company culture initiatives, and provides administrative assistance with executive projects, deadlines, reports, and special initiatives. Priorities for supporting multiple leaders are established by the CEO.

Requirements

Excellent organization, written communication, discretion, accuracy, and follow-through.
Ability to balance changing priorities and work collaboratively with executive, finance, HR, and operations teams.
Strong skills with Outlook, Word, Excel, PowerPoint, and calendar systems.

Nice To Haves

Associate’s or bachelor’s degree in Business, Accounting, Finance, or a related field; equivalent experience is considered.
Prior executive assistant, administrative, office coordination, or similar experience.
Accounts payable, bookkeeping, or financial administrative experience.
Familiarity with accounting software.

Responsibilities

Coordinate executive calendars, appointments, meetings, travel, and related logistics.
Prepare agendas, presentations, meeting materials, notes, and action-item follow-up for recurring executive and management meetings.
Support executive correspondence, scheduling requests, confidential documents, and deadline tracking.
Keep leadership priorities, files, and commitments organized and accessible.
Support day-to-day administrative needs across the organization, including records, documentation, purchasing, and supplies.
Coordinate internal and external meetings, office activities, vendors, and general inquiries.
Assist with routine reporting, document preparation, and process improvements.
Provide responsive administrative support to multiple leaders, with priorities established by the CEO.
Receive, organize, code, and enter vendor invoices; route invoices for approval under established procedures.
Maintain vendor records, payment documentation, and accounts payable tracking; communicate with vendors about invoice questions.
Prepare payment batches for authorized review and release; support purchasing, receipts, expense reports, and company credit card documentation.
Assist Finance with basic reconciliations, reporting, and recordkeeping while observing confidentiality and separation of approval duties.
Coordinate internal announcements, leadership communications, company meetings, and organizational updates.
Partner with HR on logistics for employee recognition, team events, onboarding activities, and appreciation efforts.
Provide administrative assistance with executive projects, deadlines, reports, and special initiatives.