Executive Assistant & Operations Support

Executive Assistant & Operations Support HealthCare Interactive, Inc - 3.0 Minneapolis, MN Job Details Part-time | Contract $25 - $35 an hour 1 day ago Benefits Flexible schedule Qualifications Project management tools Meeting minutes Google Workspace Stakeholder engagement Teamwork Microsoft Excel Google Drive Microsoft Outlook Expense management Slack Trello Process improvement Executive administrative support Mid-level Improving operational efficiency Communication platforms 3 years Task prioritization Document management Travel scheduling Grammar Experience Google Calendar Communication skills Adobe Acrobat Time management Stakeholder management

Full Job Description About Healthcare Interactive:

For nearly three decades, HealthCare Interactive (HCI) has been improving the quality of care for people living with dementia with the most innovative, highly researched and awarded dementia care training, certification, and credentialing programs on the market. Our flagship product, CARES® Dementia 5-Step Method has been proven to improve quality of care provided by long term healthcare facilities, home cares, hospice, hospitals, and family members. HCI leads the industry through direct collaboration with nationally known Alzheimer's and dementia researchers at organizations and universities to develop and enhance evidenced-based training programs and methodologies.

Our Core Values Upbeat Attitude:

Positive, helpful, and solution-oriented

Collaborative:

Responsive, respectful, and team-focused

Customer-Focused:

Empathetic and dedicated to those we serve

Motivated:

Self-starting, driven, and action-oriented About Our Leadership Team We are a collaborative, close-knit team that works closely together to support one another and advance our mission. Our environment is fast-paced, hands-on, and highly communicative. We value individuals who are team-oriented, adaptable, and excited to contribute to both daily operations and broader organizational goals. Our team works in-person on Wednesdays. Additionally, the leadership team is often together in-person another 2+ days per week. Overview HealthCare Interactive is seeking a highly organized, detail-oriented Executive Assistant & Operations Support professional to work closely with our leadership team. This role is central to keeping our leadership team aligned, informed, and operating efficiently. You will play a key role in attending leadership meetings, capturing and organizing critical information, and ensuring clear communication and follow-through across the organization. This is a highly trusted support position focused on documentation, coordination, and operational clarity. This role is ideal for someone who thrives behind the scenes, is extremely organized, enjoys bringing structure to fast-moving environments, can synthesize a variety of perspectives and propose a path forward, and takes pride in keeping teams organized and accountable. What You'll Do -Executive Support & Meeting Coordination Screen emails, calls, and correspondence on behalf of the CEO and Director of Operations . Manage calendars for the CEO and Director of Operations, including scheduling and prioritizing meetings across multiple time zones and remote work locations Prepare meeting agendas, presentations, and follow-up materials Attend key recurring meetings, including: Daily stand-ups (9:30 AM Central) Weekly Tuesday afternoon leadership meetings Weekly Friday afternoon prioritization and ideation sessions Additional quarterly and annual leadership meetings, as needed Take clear, structured notes capturing key discussions, decisions, and action items Distribute organized meeting summaries to relevant team members Coordinate domestic and international travel arrangements, including itineraries and expense reports Handle confidential information with discretion Organize events, offsites, and team meetings Assist with administrative tasks and special projects as needed -Documentation & Operational Organization Maintain accurate, up-to-date documentation of processes, workflows, and decisions using tools such as Google Drive / Microsoft 365 (Word, Excel, PowerPoint) Organize and manage shared resources, trackers, and internal systems, including Google Drive and Trello for task tracking and workflow visibility Ensure information is accessible, well-structured, and easy to navigate across platforms (e.g., shared drives, folders, project boards) Track action items and follow-ups from meetings using Trello, Drive, or similar tools to ensure accountability and timely completion Support internal communications through platforms like Slack and email , including drafting, editing, and disseminating key updates Identify gaps in communication, documentation, or systems and proactively implement process improvements Serve as a gatekeeper between executives and internal/external stakeholders, managing communication flow across Slack, email, and calendar systems (Google Calendar/Outlook) What We're Looking For 3-7+ years of experience as an executive assistant or in a role supporting senior executives Exceptional organizational and time-management skills Strong written and verbal communication abilities Proficiency in Microsoft Office, Google Workspace Ideally, additional proficiency in Trello, Slack, and Adobe Acrobat Ability to multitask, prioritize effectively, and follow through consistently Proactive, reliable, and highly motivated Comfort working in a fast-paced, mostly virtual, collaborative environment Ability to balance a high level of professionalism in execution, with a casual approach to interaction Problem-solving mindset and attention to detail Experience supporting executives or teams in how to more effectively work with an EA Strong grammatical skills (our CEO is a stickler on grammar and internal "style")

Pay:

$25.00 - $35.00 per hour

Benefits:

Flexible schedule

Work Location:

Hybrid remote in Minneapolis, MN 55430