Executive Assistant Position Available In Montgomery, Pennsylvania

Executive Assistant
Executive Assistant
Conshohocken, PA
Description

Position Summary:

The Executive Assistant will provide comprehensive administrative support to the CEO, CFO, General Counsel, and the Executive Leadership Team (ELT) at AdaptHealth. This role requires a highly organized, proactive, and detail-oriented professional who can manage multiple priorities with discretion and efficiency. The Executive Assistant will be a key facilitator in ensuring the smooth operation of the executive offices.

Essential Functions and Job Responsibilities:

Executive Support
Manage complex calendars for C-Suite executives, scheduling and coordinating meetings, appointments, and travel arrangements.
Serve as the primary point of contact for the executives, handling calls, emails, and correspondence with professionalism and discretion.
Prepare detailed agendas, briefing materials, and presentations for meetings, ensuring executives are well-prepared.
Draft, edit, and review correspondence, reports, and documents on behalf of the executives.
Anticipate and address the needs of executives by providing timely support, including research and data analysis.
Maintain and organize executive files, both electronic and paper, ensuring easy access and retrieval of information.
Handle sensitive and confidential information with discretion.
Communication & Liaison
Act as a liaison between the CFO, external stakeholders, and internal teams, ensuring clear and efficient communication of priorities and objectives.
Build and maintain strong relationships with board members, senior leaders, and external stakeholders.
Coordinate communication across departments, ensuring alignment with company goals.
Meeting & Event Coordination
Organize and execute leadership meetings, including setting agendas, recording minutes, and tracking follow-ups.
Plan and manage logistics for executive off-sites, conferences, and team events.
Facilitate the preparation and distribution of materials for board meetings and executive presentations.
Administrative Excellence
Oversee expense management for executives, including budgeting, invoicing, and expense reporting.
Maintain and organize confidential files, contracts, and records.
Implement and refine processes to enhance the efficiency of the C-Suite office.
Manage office tools and software to ensure streamlined workflows.

Travel Management:

Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries.
Prepare travel expense reports and ensure timely reimbursement processing.

Project Support:

Assist with special projects and initiatives directed by the

CFO, SVP

Investor Relations, and the rest of the Finance & Accounting leadership team.
Conduct research, compile data, and prepare reports to support executive decision-making.
Track project milestones and deliverables, ensuring timely completion of tasks.
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.

Competency, Skills, and Abilities:

Exceptional organizational and time management skills.
Strong written and verbal communication skills with attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to integrate AI tools (ie, Microsoft CoPilot, ChatGPT) into daily workflows.
Project management skills, to include facilitating/coordinating presentation materials from different leaders, and driving timelines for delivery. Ability to handle multiple tasks simultaneously and work under pressure.
High level of discretion and professionalism in handling confidential information.
Ability to adapt and be flexible in a rapidly changing environment, be patient, accountable, proactive, take initiative and work effectively on a team.
Analytical and problem-solving skills with attention to detail
Decision Making
Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction.
Requirements

Education and Experience Requirements:

Bachelor’s degree preferred.
Minimum of 5 years of experience as an executive assistant or in a similar administrative role, preferably in the healthcare or corporate sector

Physical Demands and Work Environment:

Work environment will be stressful at times, as overall office activities and work levels fluctuate.
Must be able to bend, stoop, stretch, stand, and sit for extended periods of time.
Subject to long periods of sitting and exposure to computer screen.
Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use.
Metal ability to work in a fast-paced work environment.
Must be able to lift 30 pounds as needed.
May be exposed to angry or irate customers or patients.
Excellent ability to effectively communicate both verbally and written with internal and external customers with the ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
Physical and mental ability to analyze data, problem solving and critical thinking.
Mental ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
Ability to work after non-business hours as needed and travel as needed.