Executive Assistant

MDVIP; Boca Raton (FL); On-site; USD 85,000 - 120,000; Full time

Job summary

MDVIP in Boca Raton, FL seeks an Executive Assistant to support multiple C-suite executives. You will manage complex calendars, coordinate travel, prepare presentations, and ensure smooth day-to-day operations in a fast-paced, confidential environment.

The role requires outstanding organizational and communication skills, discretion, and the ability to prioritize across competing priorities while collaborating with leaders across the organization.

Qualifications

• Bachelor's degree required.
• Five or more years supporting senior executives; C-suite support preferred.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Teams; experience with scheduling tools.
• Excellent organizational, written, and verbal communication skills with the ability to manage multiple priorities discreetly.

Responsibilities

• Manage complex calendars, schedule meetings, coordinate travel for multiple C-suite executives.
• Prepare correspondence, presentations, agendas, reports, and other materials while maintaining confidentiality.
• Track action items, deadlines, and follow up on executive initiatives.
• Liaise between executives, employees, Board members, external partners and stakeholders.
• Support strategic projects and events; improve administrative processes.

Skills

calendar management

travel coordination

executive support

presentation preparation

confidentiality

communication skills

organizational skills

multi-executive support

discretion

Education

Bachelor's degree

5+ years executive support

Tools

Microsoft Office

Microsoft Teams

Travel management tools

Calendar tools

Job description

Description

MDVIP is a national leader in personalized healthcare, empowering over 400,000 members to achieve their health and wellness goals through a network of more than 1,200+ primary care physicians. Our program emphasizes preventive medicine, offering comprehensive screenings, advanced diagnostics, and individualized wellness plans. Recognized as a Great Place to Work® since 2018, MDVIP is committed to excellence in patient care and employee satisfaction.

Role Summary

MDVIP is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to multiple C-suite executives. In this role, you will be a strategic partner responsible for managing executive calendars, coordinating travel and meetings, preparing presentations and correspondence, and ensuring the seamless execution of day‑to‑day operations. You'll play a critical role in keeping executives organized, informed, and focused on key business priorities while collaborating with leaders across the organization. Success in this position requires exceptional communication and organizational skills, the ability to manage multiple priorities with professionalism and discretion, and a commitment to delivering a high level of service in a dynamic environment.

Key Responsibilities

• Provide executive support by managing complex calendars, scheduling meetings, coordinating travel arrangements, and prioritizing competing requests for multiple C-suite executives.
• Coordinate executive communications by preparing correspondence, presentations, meeting agendas, reports, and other materials while maintaining the highest level of confidentiality.
• Manage organizational priorities by tracking action items, monitoring deadlines, coordinating follow‑up activities, and ensuring timely completion of executive initiatives.
• Serve as a liaison between executives, employees, Board members, external partners, and other stakeholders, fostering professional relationships and facilitating effective communication.
• Support strategic projects and business operations by planning meetings and events, improving administrative processes, and providing operational support that enhances executive and organizational effectiveness.

Key Competencies

• Organization & Time Management: Demonstrates exceptional organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to changing business needs.
• Communication & Interpersonal Skills: Communicates clearly and professionally, building strong relationships with executives, employees, and external stakeholders while exercising tact and diplomacy.
• Judgment & Confidentiality: Exercises sound judgment, discretion, and integrity when handling sensitive and confidential information.
• Problem Solving & Initiative: Anticipates needs, identifies solutions, and takes initiative to resolve issues independently while maintaining a high level of accuracy and attention to detail.
• Technical Proficiency & Adaptability: Proficient in Microsoft Office Suite and other business technologies, with the ability to quickly learn new systems and adapt to evolving priorities in a fast‑paced environment.

Requirements

Qualifications:

• Bachelor's degree
• Minimum of five (5) years of experience supporting senior executives, including experience supporting multiple executives simultaneously; C‑suite support preferred.
• Demonstrated experience managing complex calendars, travel arrangements, meetings, and executive communications in a fast‑paced environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) and experience using collaboration and scheduling tools.
• Excellent organizational, written, and verbal communication skills with the ability to manage multiple priorities while maintaining a high level of accuracy.
• Proven ability to exercise sound judgment, maintain strict confidentiality, and work independently with minimal supervision.

Preferred Qualifications

• Experience supporting multiple C‑suite executives in a corporate or healthcare environment.
• Experience coordinating Board of Directors or executive committee meetings, including preparing agendas, minutes, and presentation materials.
• Experience planning executive meetings, company events, and off‑site leadership meetings.
• Advanced proficiency in Microsoft Office Suite, including creating executive presentations, reports, and spreadsheets.
• Experience with expense reporting systems, travel management platforms, and document management software.
• Demonstrated success improving administrative processes and supporting cross‑functional projects.
• Proficient in Microsoft Office applications, with advanced skills in Outlook, Excel, Word and PowerPoint required.

MDVIP is an Equal Opportunity Employer and is committed to fostering an inclusive and diverse workplace.

We welcome applicants of all backgrounds and do not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected status. We believe that diversity and inclusion drive innovation and strengthen our company culture.

If you require accommodations during the application or interview process, please let us know, and we will be happy to assist.

Pay Transparency: Our compensation reflects the cost of labor across appropriate US geographic markets. Pay is based on several factors including but not limited to market location and may vary depending on job‑related knowledge, skills, and education/training and a candidate's work experience. Hired applicants are offered annual incentive compensation programs, subject to applicable eligibility requirements. Payments under these annual programs are not guaranteed and are dependent upon a variety of factors including, but not limited to, individual performance, business unit performance, and/or the company's performance. The company offers the following benefits for this position, subject to applicable eligibility requirements. Medical/prescription drug coverage, Dental coverage, Vision coverage, Flexible Spending Account, Health Savings Account, Dependent Care Flexible Spending Account, Basic and Supplemental Life Insurance & Accidental Death and Dismemberment, Disability Income Protection Plan, Employee Assistance Program, 401(k) retirement program, Vacation, Paid Holidays and Personal time, Paid Sick and Family and Medical Leave time as required by law.