Executive Assistant

Healthworks Medical Llc; Paducah (KY); On-site; USD 48,000 - 65,000; Full time

Job summary

HealthWorks Medical in Paducah, KY is seeking an Executive Assistant to provide trusted administrative support to the CEO and leadership team. You will coordinate calendars, meetings, travel, and meeting logistics, and prepare materials for recurring leadership sessions.

You will handle accounts payable, vendor communications, and routine finance tasks, while partnering with HR and operations. The role requires meticulous organization, discretion, and the ability to balance changing priorities

Qualifications

• Associate’s or bachelor’s degree in Business, Accounting, Finance, or a related field preferred; equivalent experience considered.
• Prior executive assistant, administrative, office coordination, or similar experience preferred.
• Accounts payable, bookkeeping, or financial administrative experience strongly preferred.
• Strong skills with Outlook, Word, Excel, PowerPoint, and calendar systems; familiarity with accounting software is a plus.
• Excellent organization, written communication, discretion, accuracy, and follow-through.
• Able to balance changing priorities and work collaboratively with executive, finance, HR, and operations teams.

Responsibilities

• Coordinate executive calendars, appointments, meetings, travel, and related logistics.
• Prepare agendas, presentations, meeting materials, notes, and action-item follow-up for recurring executive and management meetings.
• Support executive correspondence, scheduling requests, confidential documents, and deadline tracking.
• Keep leadership priorities, files, and commitments organized and accessible.
• Receive, code, and enter vendor invoices; route invoices for approval and maintain AP records.
• Assist with internal announcements, leadership communications, and company meetings.

Skills

Outlook

Word

Excel

PowerPoint

Calendar systems

Accounting software

Education

Business/Accounting/Finance degree or related field

Tools

Accounting software

Job description

About HealthWorksHealthWorks Medical partners with employers to keep their workforces healthy, safe, and ready to work. Our services span occupational health, workplace injury care, employee wellness, and customized employer healthcare programs. As we grow, we are looking for a dependable, service-minded teammate who enjoys making things run smoothly, supporting others, and taking ownership of the details that matter.The OpportunityThe Executive Assistant provides trusted administrative and organizational support to the CEO and HealthWorks leadership team. This hands-on role coordinates executive calendars, meetings, communications, general office activities, and routine finance administration, including accounts payable.Key ResponsibilitiesExecutive & Leadership SupportCoordinate executive calendars, appointments, meetings, travel, and related logistics.Prepare agendas, presentations, meeting materials, notes, and action-item follow-up for recurring executive and management meetings.Support executive correspondence, scheduling requests, confidential documents, and deadline tracking.Keep leadership priorities, files, and commitments organized and accessible.General Administration & Office CoordinationSupport day-to-day administrative needs across the organization, including records, documentation,purchasing, and supplies.Coordinate internal and external meetings, office activities, vendors, and general inquiries.Assist with routine reporting, document preparation, and process improvements.Provide responsive administrative support to multiple leaders, with priorities established by the CEO.Finance & Accounts PayableReceive, organize, code, and enter vendor invoices; route invoices for approval under established procedures.Maintain vendor records, payment documentation, and accounts payable tracking; communicate with vendors about invoice questions.Prepare payment batches for authorized review and release; support purchasing, receipts, expense reports, and company credit card documentation.Assist Finance with basic reconciliations, reporting, and recordkeeping while observing confidentiality and separation of approval duties.Internal Coordination & CultureCoordinate internal announcements, leadership communications, company meetings, and organizational updates.Partner with HR on the logistics of employee recognition, team events, onboarding activities, and appreciation efforts.Provide administrative assistance with executive projects, deadlines, reports, and special initiatives.Key Measures of SuccessAccurate, proactive calendar management and reliable executive responsiveness.Meetings prepared on time, with clear notes, assigned actions, and timely follow-up.Accurate, timely invoice processing and complete supporting finance records.Organized administrative workflows, dependable communication, and strong confidentiality.Improved executive efficiency and effective support across departments.Our Culture & Core Values — ACTSAt HealthWorks, our ACTS values guide how we serve clients and support one another:Always Caring: We treat people with compassion and respect.Customer Focused: We anticipate needs and follow through on commitments.Team Player: We communicate openly, collaborate, and succeed together.Servant Heart: We lead with humility, take ownership, and roll up our sleeves to help.Who Thrives at HealthWorks?Our ideal teammate is dependable, personable, organized, resourceful, and coachable. They anticipate needs, welcome feedback, use good judgment, and bring positive energy to a growing, entrepreneurial organization.How to ApplyWe are looking for more than a great résumé. We want to get to know the person behind it!Step 1: Submit Your ApplicationComplete the official Executive Assistant application through the HealthWorks Medical careers portal. All candidates must apply through our online application system to be considered.Step 2: Introduce Yourself We invite you to submit a short, 2–3 minute introductory video answering the following questions:1. Tell us about yourself. What makes you a great fit for a fast-paced, growing organization like HealthWorks?2. Why HealthWorks? What interests you about our company and this opportunity?3. How do you stay organized? Share an example of how you've managed competing priorities, anticipated someones needs, or helped make a team more efficient.Email a link to your video to [e-mail] with the subject line: Executive AssistantAssociate’s or bachelor’s degree in Business, Accounting, Finance, or a related field preferred; equivalent experience considered.Prior executive assistant, administrative, office coordination, or similar experience preferred.Accounts payable, bookkeeping, or financial administrative experience strongly preferred.Strong skills with Outlook, Word, Excel, PowerPoint, and calendar systems; familiarity with accounting software is a plus.Excellent organization, written communication, discretion, accuracy, and follow-through.Able to balance changing priorities and work collaboratively with executive, finance, HR, and operations teams.