Senior Executive Administrative Specialist / CEO Chief of Staff (Hybrid in Columbus, OH)

MedVet•Worthington, OH

10d•Hybrid

About The Position

Reporting to the Chief Executive Officer, the Senior Executive Administrative Specialist serves as a trusted operational partner to the CEO and supports the effectiveness of the MedVet Leadership Team (C-Level Leaders). The role blends high-level executive support, meeting and project coordination, information management, and technology-enabled workflow improvement. Working across the leadership team, this role manages priorities, prepares the CEO and executive stakeholders for key meetings, drives follow-through on commitments, organizes critical information, coordinates complex travel and supports Board and leadership operating cadence. This highly collaborative role requires discretion, sound judgment, critical thinking skills, and the ability to anticipate needs in a fast-moving environment. And yes, you are welcome to bring your well-behaved pet to work on your in-person office days, which typically will be Tuesday & Thursday but will vary based on executive schedules.

Requirements

Bachelor's degree
Minimum of 5 years of experience supporting a senior business leader in an executive assistant, executive administrative, business partner, or similar role.
Exceptional discretion, judgment, and professionalism in handling sensitive and confidential matters.
Strong calendar management, prioritization, and follow-through skills in a fast-paced environment.
Excellent written and verbal communication skills, including the ability to prepare polished executive materials, leveraging AI appropriately.
Demonstrated ability to anticipate needs, solve problems independently, and exercise sound judgment with limited direction.
Strong organizational skills and the ability to manage multiple priorities simultaneously with accuracy and urgency.
Proven ability to build productive relationships across the organization.
Comfort working across both strategic and administrative work, shifting easily between detailed execution and big-picture support.
High proficiency with Microsoft Office, virtual meeting platforms, and collaboration/project management tools.
Confidence using spreadsheets, presentation tools, dashboards, and AI-enabled productivity tools to synthesize information and improve workflows.
Comfortable working autonomously in a highly collaborative environment.
Moderate flexibility outside standard hours.

Nice To Haves

MBA Preferred but not required.

Responsibilities

Manage the CEO's calendar, scheduling requests, travel logistics, and priority flow with a focus on protecting time for the highest-impact work.
Prepare the CEO for meetings through agendas, briefing notes, background research, talking points, and organized materials.
Anticipate scheduling conflicts, missing inputs, and follow-up needs; proactively resolve issues before they become distractions.
Draft and edit correspondence, presentations, updates, and other executive communications, often of a confidential nature.
Coordinate logistics for executive meetings, offsites, and high-priority external engagements.
Serve as a trusted gatekeeper and point of coordination for internal and external stakeholders seeking time or decisions from the CEO.
Coordinate the operating rhythm of the MedVet Leadership Team, including leadership meetings, planning sessions, and recurring review cadences.
Capture action items, decisions, and commitments from key meetings, leveraging technology as appropriate; maintain trackers and ensure timely follow-through.
Partner with senior leaders to gather inputs, monitor deadlines, and keep strategic priorities moving without requiring constant CEO intervention.
Support the CEO and CFO in preparation for Board of Directors including agendas, draft materials, logistics, and post-meeting follow-up.
Help maintain a professional, responsive experience for Board members, external partners, and senior stakeholders interacting with the CEO.
Provide support as needed to MedVet Leadership Team members on complex calendar requests, including external events.
Maintain organized files, contact records, briefing materials, and reference information for the CEO and Leadership team
Create concise summaries of updates, issues, and risks so the CEO can quickly understand what requires attention.
Coordinate special projects on behalf of the CEO or other Leadership Team members, including research, benchmarking, event support, and sensitive internal initiatives.
Manage cross-functional communication related to CEO-sponsored priorities, ensuring the right people have the right information at the right time. Work closely with the Leadership Team and VP of Communications as needed.
Support expense reporting, travel documentation, approvals, and related administrative workflows as needed.
Use tools such as Microsoft Office, presentation platforms, spreadsheets, collaboration tools, and AI-enabled productivity tools to improve efficiency and output quality.
Build and maintain simple dashboards, trackers, templates, and document systems that strengthen visibility, follow-through, and knowledge retention. This should be done in alignment with the COO and the CIO, leveraging current workflow and technology systems.
Ensure accuracy, version control, and confidentiality across executive materials, reports, and shared information.
Identify opportunities to streamline executive workflows and recommend process improvements that increase responsiveness and reduce friction.