Health and Jobs is a fast-growing recruitment company dedicated to connecting exceptional talent with leading organizations across various industries. We specialize in delivering tailored workforce solutions, seamless hiring experiences, and long-term client partnerships.
Our mission is to bridge the gap between talent and opportunity helping businesses build high-performing teams while empowering professionals to achieve their career goals.
We are seeking a highly organized, proactive, and resourceful Executive Assistant to support our leadership team and ensure the smooth execution of daily operations. This pivotal role plays a key part in facilitating communication between clients, candidates, and internal teams while keeping projects, meetings, and priorities on track.
Executive Assistant
Key Responsibilities
Executive Support & Calendar Management
- Strategically manage complex calendars and schedules ensuring executives can meet all obligations efficiently and on time.
- Prioritize and coordinate internal and external meetings including team syncs, client calls, one-on-ones, company-wide events and project reviews.
- Anticipate scheduling conflicts and proactively resolve them while maintaining alignment with key company priorities, project deadlines, and client commitments.
- ● Serve as the primary point of contact for clients, handling all communication with professionalism, clarity, and accuracy.
- ● Oversee client onboarding processes including account creation, Zoom setup, Outlook configuration, phone extension, and software provisioning.
- ● Build and nurture strong relationships with clients, stakeholders, and partners, ensuring exceptional service and a seamless client experience. Project Coordination & Operational Support
- ● Support ongoing projects by tracking progress, following up on action items, and facilitating communication between teams.
- ● Assist in preparing project-related documents, proposals, and presentations, ensuring accuracy and alignment with company standards.
- ● Proactively identify potential challenges in workflows and propose practical solutions to keep projects on track.
Meeting & Event Management
- ● Plan and organize meetings, conferences, and special events including agenda creation, logistics coordination, and post-meeting follow-ups.
- ● Take detailed meeting notes, distribute summaries, and ensure action items are completed on schedule.
- ● Coordinate AV, video conferencing, and technology requirements for seamless virtual and in-person meetings. Travel & Expense Coordination
- ● Arrange domestic and international travel in compliance with company policies, ensuring cost-efficiency and proper documentation (e.g visas, itineraries).
- ● Review and reconcile expense reports, ensuring accuracy and timely submission. Administrative Excellence & Confidentiality
- ● Draft, review, and proofread reports, presentations, and internal documents with attention to detail and audience suitability.
- ● Handle sensitive information with discretion, maintaining the highest standards of confidentiality and professionalism.
- ● Manage contact lists, office supplies, and procurement needs including equipment orders and workspace arrangements for new hires. Cross-Functional Collaboration
- ● Liaise effectively with employees across departments, senior executives, and external partners.
- ● Facilitate communication and collaboration between technical, operations, and client-facing teams to ensure smooth execution of strategic initiatives.
- ● Support special projects and contribute to continuous process improvements across the organization. Skills
- ● Proven experience as an Executive Assistant, Project Coordinator, or similar administrative role.
- ● Exceptional communication and interpersonal skills with the ability to manage client relationships confidently.
- ● Strong organizational and multitasking abilities, with a keen attention to detail.
- ● Proficiency in Microsoft Office Suite, Zoom, Outlook, and project management tools.
- ● Ability to thrive in a fast-paced environment and adapt quickly to shifting priorities.
- ● High level of integrity, discretion, and professionalism.
- ● Self-starter mindset with a proactive approach to problem-solving.
- ● Experience using Quip, Slack, Salesforce and Tableau are a plus. Qualifications & Requirements
- ● Minimum of 5+ years of administrative experience supporting executives or senior leadership.
- ● Bachelor’s degree required; Master’s degree is a plus.
- ● Demonstrated skill in executing administrative tasks with high attention to detail, strong organizational skills, and process-oriented thinking.
- ● Proven experience with virtual meeting platforms such as Zoom, Webex, GoToWebinar, Google Meet, and other conferencing tools.
- ● Strong teamwork and collaboration skills with the confidence to propose improvements and contribute to process optimization.
- ● Excellent relationship management abilities and the capacity to build a strong internal network across the company.
- ● Hands on project coordination experience with intermediate complexity.
- ● Exceptional verbal and written communication skills with the ability to interact effectively with senior leaders, clients, and external partners.
- ● Prior experience working closely with senior management in a fast-paced, dynamic, and innovative environment.
- ● Background in large administrative team environments and comfort managing cross-functional responsibilities.