Executive Assistant

Beacon Hill Staffing Group; Brookhaven (GA); On-site; USD 41,000 - 49,000; Full time

Job summary

Beacon Hill Staffing Group seeks an Executive Assistant to provide high-level administrative support to senior leadership in a large healthcare environment. The role emphasizes proactive calendar management, complex meeting coordination, and expense processing within an onsite setting.

The ideal candidate brings 5–7+ years of executive support experience, advanced Microsoft Office skills, and strong communication abilities to manage calendars, travel, and board-related activities.

Qualifications

• Bachelor's degree in business, healthcare, or related field.
• 5-7+ years of administrative or executive support experience.
• Experience supporting senior executives and managing complex calendars.
• Experience coordinating multi-stakeholder and executive-level meetings.
• Experience preparing agendas, taking minutes, tracking follow-up items, and managing meeting logistics.
• Advanced Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.
• Experience with Concur for travel and expense management preferred.
• Excellent written and verbal communication skills.
• Strong organizational, customer service, and interpersonal skills.
• Ability to anticipate needs and work proactively with limited direction.
• Strong attention to detail and ability to manage multiple priorities.
• Board or senior leadership meeting coordination experience preferred.

Responsibilities

• Manage complex executive calendars, appointments, and scheduling priorities.
• Proactively anticipate scheduling needs and help executives effectively manage their time.
• Coordinate multi-stakeholder meetings, leadership sessions, retreats, and quarterly Board meetings.
• Prepare agendas, meeting materials, minutes, and follow-up documentation.
• Coordinate meeting logistics including rooms, catering, attendee communications, parking, directions, audiovisual setup, and hybrid meeting preparation.
• Process and reconcile expense reports, invoices, and financial transactions.
• Coordinate executive travel and related expenses.
• Maintain payroll and timekeeping reports, including vacation, sick time, and other schedule information.
• Manage incoming calls, correspondence, mail, and email as requested.
• Maintain confidential electronic and paper filing systems.
• Coordinate with internal leaders, project managers, consultants, vendors, and other Executive Assistants.
• Provide administrative support for special projects and committees.
• Serve as backup support for other Executive Assistants as needed.
• Maintain professional relationships with internal and external stakeholders.

Skills

Executive support

Calendar management

Meeting coordination

Communication skills

Organizational skills

Multitasking

Interpersonal skills

Proactive work

Education

Bachelor's degree in business or related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Office Suite

Concur for travel and expense management

Job description

Beacon Hill is seeking an Executive Assistant to provide high-level administrative support to senior executive leadership within a large healthcare environment. This role requires a proactive, highly organized professional with strong executive calendar management, complex meeting coordination, Board support, expense management, and administrative operations experience.

Position Details

• Job Type: Contract to Hire
• Pay Rate: $30.00-$35.58/hour
• Schedule: Monday-Friday, 7:30 a.m.-4:00/4:30 p.m.
• Work Arrangement: Onsite

Key Responsibilities

• Manage complex executive calendars, appointments, and scheduling priorities.
• Proactively anticipate scheduling needs and help executives effectively manage their time.
• Coordinate multi-stakeholder meetings, leadership sessions, retreats, and quarterly Board meetings.
• Prepare agendas, meeting materials, minutes, and follow-up documentation.
• Coordinate meeting logistics including rooms, catering, attendee communications, parking, directions, audiovisual setup, and hybrid meeting preparation.
• Process and reconcile expense reports, invoices, and financial transactions.
• Coordinate executive travel and related expenses.
• Maintain payroll and timekeeping reports, including vacation, sick time, and other schedule information.
• Manage incoming calls, correspondence, mail, and email as requested.
• Maintain confidential electronic and paper filing systems.
• Coordinate with internal leaders, project managers, consultants, vendors, and other Executive Assistants.
• Provide administrative support for special projects and committees.
• Serve as backup support for other Executive Assistants as needed.
• Maintain professional relationships with internal and external stakeholders.

Systems & Tools

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Office Suite
• Concur for travel and expense management
• Windows-based business applications

Qualifications

• Bachelor's degree in business, healthcare, or a related field.
• 5-7+ years of administrative or executive support experience in a professional office environment.
• Experience supporting senior executives and managing complex calendars.
• Strong experience coordinating multi-stakeholder and executive-level meetings.
• Experience preparing agendas, taking minutes, tracking follow-up items, and managing meeting logistics.
• Advanced Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.
• Experience with Concur for travel and expense management preferred.
• Excellent written and verbal communication skills.
• Strong organizational, customer service, and interpersonal skills.
• Ability to anticipate needs and work proactively with limited direction.
• Strong attention to detail and ability to manage multiple priorities.
• Board or senior leadership meeting coordination experience preferred.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information: Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)