Executive Assistant

Health Quality Innovators; United States; Remote; USD 45,000 - 65,000; Full time

Benefits offered by this job

Fully remote

Competitive salary and benefits

Professional development

Job summary

Health Quality Innovators seeks an experienced Executive Assistant to support the Leadership Team and Human Resources, keeping executive, board, and people-operations activities organized and on schedule. The role coordinates meetings, maintains records, and advances recruitment and onboarding processes.

The ideal candidate is highly organized, proactive, and discreet with sensitive information. You will balance priorities across executive and HR work while maintaining independent judgment and

Qualifications

• Five to seven years of administrative experience supporting executive-level personnel.
• High level of interpersonal skills and discretion when handling sensitive information.
• Excellent analytical, organizational, written, and verbal communication skills.
• Ability to manage multiple competing tasks and priorities.
• Proficiency with Microsoft Office products (Outlook, Teams, Word, Excel, PowerPoint).
• Demonstrated ability to manage executive calendars, coordinate schedules, and organize Microsoft Teams meetings.
• Ability to work independently and exercise sound judgment with minimal direction.
• Highly organized, detail-oriented, dependable, and proactive with the ability to anticipate needs.
• Experience maintaining accurate records, tracking deadlines, and coordinating work across multiple stakeholders; familiarity with HRIS/ATS preferred.

Responsibilities

• Provide high-level executive and administrative support to Leadership Team, managing priorities and ensuring follow-through.
• Review correspondence from agencies, hospitals, and stakeholders; route for action and monitor deadlines.
• Coordinate Board of Directors meetings, including committees, and communicate with board members.
• Research and compile background information for executive communications and meetings.
• Prepare and edit meeting agendas, minutes, reports, and executive communications.
• Record, distribute minutes and documents for leadership, COR, and Board meetings.
• Maintain confidential HR records and organizational files; update charts as needed.
• Manage Leadership Team calendars and organize Teams meetings, logistics, and invitations.
• Coordinate travel arrangements for Leadership Team and Board members.

Skills

Executive calendar management

Discretion & confidentiality

Communication skills

Organizational skills

Multitasking

Interpersonal skills

Analytical skills

Written and verbal communication

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

PowerPoint

Paylocity

Job description

Health Quality Innovators (HQI) is seeking an experienced Executive Assistant to support HQI’s Leadership Team and Human Resources by keeping Executive, Board, and People Operations activities organized and on schedule. This role coordinates meetings and communications, maintains accurate records, and advances recruitment, onboarding, and other HR processes.

This person should be a highly organized and proactive self-starter who can anticipate needs, manage conflicting priorities, meet commitments, and exercise sound independent judgment with little guidance. The role requires discretion with sensitive information, strong follow-through, and the ability to balance priorities across different areas.

Location

Remote; preferably in the Southeast region.

What You'll Do

• Provide high-level executive and administrative support to members of the Leadership Team, managing priorities and ensuring timely follow-through on executive-level activities and requests.
• Reviews incoming correspondence from federal and state agencies, hospitals, client organizations, and other stakeholders; routes correspondence to the appropriate personnel for action and monitors deadlines associated with Contracting Officer requests and similar deliverables.
• Coordinates Board of Directors functions and meetings, including Executive and Audit and Compliance Committee meetings, and communicates with Board members regarding routine and special activities.
• Researches, gathers, organizes, and compiles background information to support executive communications, reports, meetings, and other organizational needs.
• Prepares, formats, proofreads, and edits meeting agendas, minutes, reports, presentations, correspondence, proposals in response to RFPs and other business opportunities, and other executive-level communications and materials.
• Records, prepares, and distributes meeting minutes and other pertinent documents for All Team Meetings, Contracting Officer Representative (COR) meetings, Leadership Team meetings, Board-related meetings, and other special meetings.
• Communicates professionally and appropriately with CMS officials, including the COR, as well as customers and other external stakeholders.
• Maintains accurate and organized corporate, contract, Board-related, and leadership files and records and updates organizational charts and related leadership documents as needed.
• Manages Leadership Team calendars and coordinates meetings, including scheduling and organizing Microsoft Teams meetings, invitations, attendees, meeting materials, and related logistics.
• Coordinates attendance and travel arrangements for Leadership Team members and members of the Board of Directors.
• Supports recruitment administration, including posting approved openings, coordinating interviews, communicating with candidates, maintaining applicant records, and tracking hiring steps.
• Coordinates onboarding and offboarding tasks, including forms, background check and authorization tracking, required training, orientation schedules, equipment and access requests, and follow-up with the appropriate teams.
• Maintains accurate and confidential HR records, personnel files, trackers, organizational information, and routine HR reports in accordance with HQI procedures and retention requirements.
• Assists with benefits and leave administration by distributing approved materials, tracking submissions and deadlines, updating records, and directing questions requiring interpretation or decisions to HR leadership or the appropriate vendor.
• Supports HR communications, recognition activities, performance cycle logistics, and other team member programs as directed.
• Identifies conflicting deadlines across executive and HR work, confirms priorities with the CEO and HR leadership, and provides timely status updates.
• All other duties as assigned.

Why Join HQI?

• Fully remote work environment with job flexibility
• Supportive and collaborative culture
• Professional development and growth opportunities
• Opportunity to work closely with executive leadership and support organization-wide priorities
• Mission-driven work that helps HQI improve healthcare quality and outcomes

Requirements

• Five to seven years of administrative experience supporting executive-level personnel
• High level of interpersonal skills and discretion when handling sensitive and confidential information
• Excellent analytical, organizational, written, and verbal communication skills
• Ability to manage multiple competing tasks and priorities
• Proficiency with Microsoft Office products, including Outlook, Teams, Word, Excel, and PowerPoint
• Demonstrated ability to manage executive calendars, coordinate schedules, and organize Microsoft Teams meetings
• Ability to work independently and exercise sound judgment with minimal direction
• Highly organized, detail-oriented, dependable, and proactive, with the ability to anticipate needs and follow tasks through to completion
• Experience maintaining accurate records, tracking deadlines, and coordinating work across multiple stakeholders; familiarity with HR information or applicant tracking systems preferred.
• Ability to communicate respectfully with candidates and team members and elevate HR questions or concerns that require judgment or policy interpretation.
• Paylocity Experience is a plus

Travel

• Limited travel may be required, including travel for HQI all-company meetings and other leadership or Board-related activities as needed.

Benefits

Competitive salary and attractive benefits package. We maintain a drug-free workplace and are an M/F Disabled and Vet EEO/AA Employer.

Salary Range: $45,000 - $65,000 per year