Senior Executive Assistant, CEO Office

AdaptHealth•New York, NY

15h

About The Position

Position Summary: The Senior Executive Assistant (SEA) to the CEO is a highly skilled professional responsible for providing executive-level support to the Chief Executive Officer and overseeing the operations of the CEO’s office. In addition to handling day-to-day administrative functions, the SEA will manage a small team, lead cross-functional projects, and ensure seamless coordination across departments. This role requires strategic thinking, exceptional organizational abilities, and the ability to manage multiple priorities in a dynamic environment. Essential Functions and Job Responsibilities: Executive Support Act as the primary point of contact for the CEO, managing all communications, including email correspondence, phone calls, and meeting requests. Maintain the CEO’s complex calendar, scheduling meetings, appointments, and travel while balancing priorities and ensuring alignment with organizational goals. Prepare detailed briefing materials, agendas, and presentations for meetings, conferences, and events. Anticipate the CEO’s needs, providing timely research, insights, and decision-making support. Draft, edit, and review correspondence, reports, and presentations on behalf of the CEO. Leadership & Management Supervise and manage a team of administrative staff or assistants, delegating tasks, and ensuring accountability for deliverables. Provide coaching, mentorship, and performance feedback to team members to foster professional growth. Establish and maintain processes and standards to improve the efficiency and effectiveness of the CEO’s office. Oversee office operations and resource allocation to support the CEO’s strategic priorities. Coordination & Collaboration Act as a liaison between the CEO’s office and internal/external stakeholders, ensuring clear communication and alignment of priorities. Lead the planning and execution of executive leadership meetings, including preparing agendas, facilitating discussions, and tracking follow-ups. Build and maintain strong relationships with board members, investors, clients, and key external partners. Strategic Project & Initiative Management Drive special projects and strategic initiatives on behalf of the CEO, ensuring timely completion and alignment with company objectives. Coordinate cross-departmental projects, ensuring accountability and adherence to deadlines. Conduct research and analysis to support the CEO’s decision-making processes. Administrative Excellence Ensure the efficient management of confidential files, contracts, and documents. Oversee expense management, vendor negotiations, and budget tracking for the CEO’s office. Implement systems and tools to streamline workflows and enhance productivity. Travel Management: Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries. Prepare travel expense reports and ensure timely reimbursement processing. Maintain patient confidentiality and function within the guidelines of HIPAA. Completes assigned compliance training and other educational programs as required. Maintains compliant with AdaptHealth’s Compliance Program and applicable company policies, procedures, and patient protocols. Perform other related duties as assigned and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.

Requirements

Proven ability to lead and manage teams, with a track record of driving operational efficiency.
Exceptional organizational and multitasking skills, with a strong attention to detail.
Excellent written and verbal communication skills, including experience preparing high-quality reports and presentations.
Strong proficiency in office tools (e.g., Microsoft Office Suite, Google Workspace) and project management platforms (e.g., Asana, Trello).
High level of professionalism, discretion, and ability to handle sensitive information
Familiarity with corporate governance and board-level operations.
Leadership-oriented with a proactive and solution-driven mindset.
High emotional intelligence and ability to build trust and credibility with stakeholders.
Adaptable, resourceful, and capable of navigating ambiguity.
Results-driven with a commitment to excellence and continuous improvement.
Strong analytical and problem-solving skills
Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction.
Bachelor’s degree in Business Administration, Communications, or a related field preferred.
Eight (8) years of experience as an executive assistant, with at least 3 years in a managerial or supervisory capacity.

Nice To Haves

Experience in strategic planning and project management preferred.

Responsibilities

Act as the primary point of contact for the CEO, managing all communications, including email correspondence, phone calls, and meeting requests.
Maintain the CEO’s complex calendar, scheduling meetings, appointments, and travel while balancing priorities and ensuring alignment with organizational goals.
Prepare detailed briefing materials, agendas, and presentations for meetings, conferences, and events.
Anticipate the CEO’s needs, providing timely research, insights, and decision-making support.
Draft, edit, and review correspondence, reports, and presentations on behalf of the CEO.
Supervise and manage a team of administrative staff or assistants, delegating tasks, and ensuring accountability for deliverables.
Provide coaching, mentorship, and performance feedback to team members to foster professional growth.
Establish and maintain processes and standards to improve the efficiency and effectiveness of the CEO’s office.
Oversee office operations and resource allocation to support the CEO’s strategic priorities.
Act as a liaison between the CEO’s office and internal/external stakeholders, ensuring clear communication and alignment of priorities.
Lead the planning and execution of executive leadership meetings, including preparing agendas, facilitating discussions, and tracking follow-ups.
Build and maintain strong relationships with board members, investors, clients, and key external partners.
Drive special projects and strategic initiatives on behalf of the CEO, ensuring timely completion and alignment with company objectives.
Coordinate cross-departmental projects, ensuring accountability and adherence to deadlines.
Conduct research and analysis to support the CEO’s decision-making processes.
Ensure the efficient management of confidential files, contracts, and documents.
Oversee expense management, vendor negotiations, and budget tracking for the CEO’s office.
Implement systems and tools to streamline workflows and enhance productivity.
Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries.
Prepare travel expense reports and ensure timely reimbursement processing.
Maintain patient confidentiality and function within the guidelines of HIPAA.
Completes assigned compliance training and other educational programs as required.
Maintains compliant with AdaptHealth’s Compliance Program and applicable company policies, procedures, and patient protocols.
Perform other related duties as assigned and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.