Executive Assistant, Office of the CEO

SCAN; California; On-site; USD 80,000 - 100,000; Full time

Benefits offered by this job

Annual bonus program

Wellness program

PTO and holidays

401(k) match

Tuition reimbursement

Employee recognition program

Volunteer days

Job summary

SCAN, a nonprofit health organization, seeks an Executive Assistant to the CEO Office to ensure smooth operation of the executive office in relation to all Board activities and administrative duties. You will drive the organization’s vision by providing unparalleled support to the Office of the CEO.

Responsibilities include managing complex calendars, coordinating high-level meetings, arranging travel, and supporting strategic initiatives.

Qualifications

• Bachelor's Degree in Business Administration, Communications, or related field, or equivalent experience.
• Minimum of 4 years supporting C-suite executives or a CEO, preferably in a large corporate setting.
• Proven ability to handle multiple tasks with high accuracy and attention to detail.
• Exceptional written and verbal communication skills.
• Strong proficiency in Microsoft Office Suite (including CoPilot).
• Demonstrated ability to lead and mentor a team or community of practice.

Responsibilities

• Deliver comprehensive administrative support to the CEO Office including Board events, logistics, and activities.
• Manage complex calendars, schedule meetings, respond to emails, and handle sensitive information with discretion.
• Plan and coordinate high-level meetings and events with flawless logistics.
• Arrange detailed travel itineraries (flights, accommodation, transportation).
• Assist in planning and executing strategic initiatives and special projects.
• Prepare agendas, materials, and follow-up reports for meetings.
• Lead a community of practice among executive assistants.

Skills

Calendar management

Executive support

MS Office

Communication

Confidentiality

Team leadership

Problem solving

Discretion

Education

Bachelor's degree

Tools

CoPilot

Job description

Founded in 1977 as the Senior Care Action Network, SCAN began with a simple but radical idea: that older adults deserve to stay healthy and independent. That belief was championed by a group of community activists we still honor today as the \"12 Angry Seniors.\" Their mission continues to guide everything we do.

Today, SCAN is a nonprofit health organization serving more than 500,000 people across Arizona, California, Nevada, New Mexico, Texas, and Washington, with over $8 billion in annual revenue. With nearly five decades of experience, we have built a distinctive, values-driven platform dedicated to improving care for older adults.

Our work spans Medicare Advantage, fully integrated care models, primary care, care for the most medically and socially complex populations, and next-generation care delivery models. Across all of this, we are united by a shared commitment: combining compassion with discipline, innovation with stewardship, and growth with integrity.

At SCAN, we believe scale should strengthen—not dilute—our mission. We are building the future of care for older adults, grounded in purpose, accountability, and respect for the people and communities we serve.

The Job

As an Executive Assistant in the CEO Office, you'll play a pivotal role in our dynamic organization. Your role will not only ensure the smooth operation of the executive office as it relates to all Board activities and other administrative responsibilities as necessary. You will be instrumental in driving the achievement of our organization’s vision, mission, and strategic objectives by providing unparalleled support to the Office of the CEO.

You Will

• Administrative Support Maven: Deliver comprehensive administrative support to the CEO Office in respect of all Board events, logistics, and activities. Manage complex calendars, schedule meetings, prioritize and respond to emails, and handle sensitive information with utmost discretion. Ensure a seamless flow of activities, including meticulous preparation and planning time. Collaborate with other assistants or independently manage meeting schedules, travel arrangements, event management, and external commitments. Maintain confidential department files and ensure the Board is fully prepared for all engagements.
• Event Coordination Extraordinaire: Plan and coordinate high-level meetings and events, ensuring all logistics are flawlessly handled.
• Travel Management Guru: Arrange detailed travel itineraries, including flights, accommodation, transportation, and related activities, ensuring a hassle-free travel experience.
• Project Management Prodigy: Assist in the planning and execution of strategic initiatives and special projects as directed by the CEO and Chief of Staff. Develop efficient procedures to manage and track the status of materials and documents for distribution.
• Meeting Support Specialist: Collect and prepare draft agendas, prioritize items in consultation with executives, finalize agendas, disseminate meeting materials, coordinate meeting records, evaluations, and follow-up reports.
• Community of Practice Leader: Lead and facilitate a community of practice with other executive assistants. Foster collaboration, share best practices, and promote professional development among peers.
• Office Management Maestro: Assist with the administration of the executive office Board calendar and events, ensuring an organized, efficient, and welcoming work environment.
• Brand Management Ambassador: Ensure consistent and cohesive brand representation internally and externally.

We seek Rebels who are curious about AI and its power to transform how we operate and serve our members.

Your Qualifications

• Bachelor's Degree in Business Administration, Communications, or a related field, or equivalent experience
• Minimum of 4 years of experience supporting C-suite executives or a CEO, preferably in a large corporate setting.
• Proven ability to handle multiple tasks simultaneously with high accuracy and keen attention to detail.
• Exceptional written and verbal communication skills.
• Strong proficiency in Microsoft Office Suite (including CoPilot).
• Demonstrated ability to lead and mentor a team or community of practice.
• High degree of professionalism, emotional intelligence, and curiosity.
• Ability to maintain confidentiality and exercise discretion.
• Strong problem-solving skills and the ability to anticipate and address needs proactively.

What's in it for you?

• Base Pay Range: $80,000.00- $100,000.00 annually
• Work Mode: Mostly Onsite (In office 2 days per week on Tuesday/Wednesday)
• An annual employee bonus program
• Robust Wellness Program
• Generous paid-time-off (PTO) along with 11 paid holidays per year, 1 floating holiday, birthday off, and 2 volunteer days
• Excellent 401(k) Retirement Saving Plan with employer match
• Robust employee recognition program
• Tuition reimbursement
• An opportunity to become part of a team that makes a difference to our members and our community every day!

At SCAN we believe that it is our business to improve the state of our world. Each of us has a responsibility to drive Equality in our communities and workplaces. We are committed to creating a workforce that reflects our community through inclusive programs and initiatives such as equal pay, employee resource groups, inclusive benefits, and more.

SCAN is proud to be an Equal Employment Opportunity and Aff…Individuals seeking employment will receive consideration for employment without regard to race, color, national origin, religion, age, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender perception or identity, age, marital status, disability, protected veteran status or any other status protected by law. A background check is required.

Equal Opportunity Employer/Protected Veterans/Individuals With Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)