Assistant to Executive Team (Executive Support & Project Management)

Incuvio Health Inc.; California (MO); Hybrid; USD 55,104 - 96,432; Full time

Job summary

Incuvio Health Inc. is seeking an Assistant to the Executive Team to provide executive-level administrative support and drive cross-functional coordination in a fast-paced environment.

The role requires proactive organization, strong discretion, and the ability to manage multiple priorities across Clinical, Sales, and Operations. Hybrid work in Southern California with 40-hour weeks on a full-time engagement (1099 contractor).

Qualifications

• 3+ years supporting senior leaders or executive teams.
• Proven ability to manage multiple priorities in fast-paced environments.
• Strong written and verbal communication skills.
• Discretion and confidentiality in handling sensitive information.
• Proficiency with Microsoft Office and Google Workspace.

Responsibilities

• Provide executive-level administrative support to the Executive Team.
• Coordinate calendars, travel, meetings, and agendas.
• Draft emails, briefing materials, and meeting notes; track action items.
• Maintain confidentiality and professional conduct handling sensitive information.
• Support onboarding and other operational workflows for leadership.
• Lead cross-functional coordination and light project management.

Skills

Executive support

Project coordination

Communication

Time management

Discretion

Tools

Microsoft Office

Google Workspace

Smartsheet

Monday.com

Job description

The Assistant to the Executive Team is a highly trusted, detail-oriented professional responsible for providing executive-level administrative support while also driving cross-functional coordination and light project management. This role serves as an extension of the leadership team—ensuring priorities are organized, initiatives are moving forward, and executive operations run smoothly.

The ideal candidate is proactive, organized, and comfortable managing competing priorities in a fast-paced environment. They bring strong communication skills, discretion, and the ability to execute both tactical administrative work and structured project support.

Key Responsibilities:

Executive & Administrative Support

• Provide direct support to members of the Executive Team, including calendar management, scheduling, travel coordination, and meeting logistics.
• Prepare agendas, briefing materials, meeting notes, and follow-up action items.
• Manage executive communications, including drafting professional emails, coordinating internal updates, and supporting client-facing correspondence.
• Maintain high levels of confidentiality and professionalism in handling sensitive information.
• Support day-to-day operational needs of the executive office, including onboarding/offboarding, monthly timesheet completions and submissions, credential/access support, ensuring smooth execution of priorities.

Project & Initiative Coordination

• Support planning and execution of key strategic initiatives by coordinating timelines, deliverables, and stakeholder communication.
• Track action items across executive meetings, client engagements, and internal workstreams to ensure accountability and follow-through.
• Build and maintain project plans, status trackers, and reporting dashboards (Excel, Smartsheet, Monday.com, Asana, etc.).
• Facilitate cross-functional collaboration between internal teams (Clinical, Sale, Operations) as needed.
• Assist in preparing project documentation such as RACI matrices, implementation plans, and operational workflows.

Meeting & Workflow Management

• Coordinate executive and client meetings, including scheduling across multiple time zones and supporting hybrid/on-site logistics.
• Capture meeting decisions and next steps, ensuring timely distribution and follow-up.
• Help standardize recurring processes, templates, and operational rhythms across leadership initiatives.

Special Projects & Business Operations Support

• Partner with leadership on special projects, ad hoc analysis, and internal planning efforts.
• Support onboarding logistics for new hires, partners, or key client stakeholders.
• Contribute to internal process improvement efforts to enhance operational efficiency and communication.

Qualifications:

Required

• 3+ years of experience in an Executive Assistant, Administrative Business Partner, or Project Coordinator role.
• Demonstrated ability to support senior leaders in a high-growth or fast-paced environment.
• Strong project coordination skills with experience managing multiple workstreams simultaneously.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and Google Workspace (Excel, PowerPoint, Docs, Sheets, Calendar).

Preferred

• Experience in healthcare, consulting, or regulated industries.
• Familiarity with project management tools (Jira, Smartsheet, Monday.com).
• Ability to create structured deliverables such as project plans, meeting summaries, and executive-ready documentation.
• Experience supporting client-facing initiatives or implementation programs.

Core Competencies

• Executive presence and professionalism
• Strong follow-through and accountability
• High discretion and trustworthiness
• Ability to anticipate needs and act proactively
• Comfortable operating across administrative and project-based responsibilities
• Skilled at managing priorities across multiple stakeholders

Why This Role Matters:

This role is critical in ensuring the Executive Team can focus on strategic leadership while key initiatives, communications, and operational details remain organized, aligned, and moving forward. The Assistant to the Executive Team will play a central role in enabling execution and supporting organizational growth.

Location: Southern California Employment Type: 1099 Independent Contractor
Industry: Consulting/Professional Services
Engagement: Full-time contract 40 hours /week