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Description

POSITION SUMMARY:

The Executive Assistant to the Chief Executive Officer (CEO) provides administrative and governance support to the CEO and the Board of Directors. This position manages the CEO's communications, calendar, and travel, prepares board and leadership meeting materials, and handles confidential organizational, personnel, and financial information with discretion. The role also provides defined administrative support for provider scheduling/payroll, organization’s mail and other functions.

Essential Duties/Responsibilities

CEO Support

• Manages the CEO's calendar, appointments, and meeting preparation, including assembling materials and background information.
• Screens and manages the CEO's email, telephone, voicemail, and written correspondence, and drafts or prepares responses as directed.
• Arranges travel for the CEO and Leadership team, including itineraries, registrations, and expense documentation.
• Serves as the first point of contact for the CEO's office, welcoming vendors and visitors,



and routing mail and inquiries to the appropriate person.
• Compiles data and prepares reports, presentations, and summaries as directed.
• Prepares agendas, takes minutes, and maintains files for other leadership or group meetings as assigned.

Board of Directors and Governance Support

• Prepares for Board and other Board committee meetings, including notices, agendas, board packets, and distribution of materials.
• Prepares agendas, takes minutes, and maintains files for other leadership or group meetings as assigned.
• Attends Board meetings, records and transcribes minutes, distributes them for review, and maintains the official minutes for the organization.
• Tracks board action items and follow-ups; maintains board rosters, committee records, bylaws, and conflict-of-interest disclosures.

Provider and Payroll Administration

• Processes timecards for providers and other salaried staff, reconciles them with the payroll department,

📌 Executive Assistant (Firenze)
🏢 Lifespan Health
📍 Firenze