Strategic Assistant

Aquifer, Inc

About The Position

Aquifer's goal is to empower learners to become the clinicians they imagined themselves to be through online education that serves to dramatically lower the cost of health professions education. We are a virtual learning company with a 95% market share in medical education, and a growing presence in physician assistant and nurse practitioner education. Our pedagogy is the product of the nation's leading medical educators working together to help students acquire core knowledge, clinical reasoning skills and other cognitive competencies. More than 70,000 students complete over 1,000,000 Aquifer cases annually. The Strategic Assistant to the Executive Leadership Team (ELT) is responsible for supporting the business by maximizing the reach and effectiveness of the ELT through management of information, communication, time, process and project management. This person is responsible for supporting the ELT to optimize the amount of time spent on strategic, high-impact initiatives, and relationships. This is accomplished by protecting the CEO’s time, proactively supporting administrative needs, jumping in to assist with projects large and small, and acting as ambassador to the broader organization. Ultimately this role provides executive enablement to ensure efficient and effective use of the ELT’s time and energy empowering the highest level of productivity. This position will handle a wide range of strategic and administrative tasks while also independently initiating and implementing processes to manage projects, information, and people.

Requirements

Excitement about and commitment to delivering on the organization's mission and 10-year vision.
Experience providing executive-level support to multiple leaders simultaneously, with the ability to navigate competing priorities across principals.
Experience interacting with all levels of staff up to and including the Board of Directors.
Familiarity with EOS (Entrepreneurial Operating System) or demonstrated ability to quickly learn and execute within a structured operating framework.
Experience with business analysis, process documentation, or operational improvement initiatives.
Desire to be part of a collaborative, growth-oriented organization built on relationships.
Capacity to lead, manage, and influence stakeholders without direct authority.
Approaches work and relationships with a growth mindset and intellectual curiosity.
Bachelors in a related field with relevant experience required.
Expert level skills in Microsoft PowerPoint, Word, and Excel, Zoom and Google Suite,
Ability to weigh competing priorities, manage tradeoffs and evaluate opportunistic new ideas with stakeholders, driving to consensus while maintaining a clear focus on overarching business priorities.
Astute attention to detail, consistency, and accuracy.
Excellent written and verbal professional communication, grammar and interpersonal skills including the ability to handle sensitive and confidential matters with excellent professional judgment and to adapt personal style to varied audiences.
Exceptional knowledge and expertise of the travel process (planning, problem solving, and all details related to managing travel arrangements).
The ability to set and execute on a plan with practicality to drive results
Excellent communication skills; both as a brand ambassador and a cross-functional connector.

Responsibilities

Manage the CEO's calendar in alignment with strategic priorities, preferences, and personal commitments
Proactively schedule and confirm appointments; resolve conflicts with sound judgment
Protect CEO time by assessing and triaging inquiries, determining resolution, referral, or delegation
Draft, edit, and prepare executive communications, emails, and correspondence
Develop presentation materials, including research, content development, and slide deck creation
Represent CEO priorities in interactions with staff, partners, and external stakeholders
Coordinate domestic and international travel arrangements (flights, hotels, ground transportation, dining)
Manage and submit expense reports and receipts
Maintain subscriptions, memberships, and rewards programs
Research and develop content for CEO's Board presentations
Support CEO communication with Board members
Assist in initiating and coordinating Board working groups
Execute designated projects, including strategic planning and BOD initiatives, thought leadership and fund raising activities.
Conduct research and prepare summary reports to inform executive decisions and thought leadership activities.
Document EOS Level 10 meetings: preparation, note-taking, action-item tracking, and follow-through
Manage and maintain the Rocks dashboard; monitor quarterly and annual Rocks progress
Proactively surface risks, gaps, and overdue items to leadership
Prepare and manage IDS session agendas; support issue identification and articulation
Support solution implementation and cross-functional coordination on resolved issues
Maintain cadence, discipline, and accountability across EOS processes
Plan and coordinate leadership retreats: agenda development, logistics, materials, and follow-up
Support the Integrator in their role as non-voting Board Secretary
Coordinate scheduling, logistics and materials for Board meetings
Track Board-level decisions and action items through completion
Maintain accurate governance documentation
Update and streamline Board folders and processes
Execute designated projects, including process documentation to support automation, business analysis, process documentation, and metrics development
Manage calendars for ELT members in alignment with their priorities and commitments
Coordinate and schedule meetings; resolve conflicts appropriately
Coordinate travel arrangements for ELT members
Manage and submit expense reports and receipts
Facilitate logistics for ELT meetings
Prepare agendas and materials; capture notes and track action items to completion
Build productive relationships across all levels of the organization
Support coordination and communication across functions as needed