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Aledade, the largest network of independent primary care in the United States, is seeking an Executive Assistant to serve as a strategic business partner supporting 3-4 senior leadership members (SVPs and above). This is a high-impact operational role that goes beyond traditional administrative support, requiring proactive problem-solving, organizational insight, and the ability to optimize executive efficacy across a fast-paced healthcare technology environment.
Key Responsibilities:
Strategic Calendar & Time Architecture: Own and strategically manage complex executive calendars, acting as the ultimate optimizer, gatekeeper, and time manager. Proactively identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings. Execute coordinated vetting processes for offsite events, internal retreats, and external gathering requests to ensure executive alignment with corporate priorities.
Executive Meeting Management: Serve as the expert for virtual (Google Meet/Zoom) and in-person executive meetings, owning end-to-end logistics, travel integration, and room coordination. Manage the full meeting lifecycle—developing agendas, distributing pre-reads, attending key staff meetings, capturing minutes, and driving action-item follow-ups. Support high-stakes engagements including board meetings and speaking engagements.
Communications & Inbox Triage: Manage and triage large influxes of executive email and departmental Slack correspondence; independently filter, prioritize, flag time-sensitive matters, and draft strategic responses. Draft, edit, and consolidate executive communications, newsletters, presentations, and formal memos. Act as a primary point of contact for internal departments and key external stakeholders.
Operational, Financial, & Travel Management: Provide comprehensive travel management using third-party travel systems to book complex itineraries. Act as an expense delegate in Expensify and approval proxy for direct reports. Own or assist with team-wide operations including onboarding/offboarding coordination, access permissions, organizational charts, and PTO approval duties. Handle routine workflows and contract management using tools like Ironclad.
Technology Partnership & AI Integration: Act as the primary point of contact for executives' technical needs, including coordinating hardware/software requests and serving as a bridge to IT support. Leverage AI-driven tools (Gemini, Claude) to streamline administrative workflows, automate routine deliverables, and scale team productivity.
Requirements:
- 6+ years of relevant work experience, with 3+ years of direct experience as an executive administrative assistant or executive business partner
- Available to work across various time zones and/or non-traditional working hours on occasion, as needed
- Proven adaptability and strong willingness to learn new technologies, including emerging AI tools and platforms
- Non-exempt, full-time position structured around a standard 40-hour work week
Preferred Qualifications:
- In-depth understanding of executive team operations and corporate dynamics
- Advanced ability to manage complex calendars and negotiate scheduling across multiple executives
- Exceptional verbal and written communication skills with strong presentation formatting capabilities
- Strong organizational, problem-solving, and time-management skills with meticulous attention to detail
- Ability to exercise strong discretion while handling highly confidential, sensitive information
- Hands-on experience with Google Workspace, AI tools (preferably Claude), Navan, Expensify, and UKG
- Experience utilizing AI-powered tools to streamline administrative tasks and improve team-wide productivity
