Executive Assistant, Remote

The Executive Assistant (EA) serves as a strategic executive business partner supporting 3-4 assigned senior leadership members (SVPs+). Moving beyond traditional administrative support, the EA leverages organizational insight to optimize executive efficacy, proactively mitigate operational risks, and streamline cross-functional workflows. Operating in a fast-paced environment, this role acts as a trusted gatekeeper and operational liaison, ensuring leadership focus remains strictly aligned with company priorities.

Primary Duties:

• Strategic Calendar & Time Architecture

• Own and strategically manage complex executive calendars, acting as the ultimate optimizer, gatekeeper, and time manager.

• Proactively identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings; educate internal parties on proper engagement protocols.

• Execute coordinated vetting processes for offsite events, internal retreats, and external gathering requests to ensure executive alignment with corporate priorities.

• Executive Meeting Management

• Serve as the expert for virtual (Google Meet/Zoom) and internal/external in-person executive meetings, owning end-to-end logistics, travel integration, and room coordination.

• Manage the full meeting lifecycle — developing agendas, distributing pre-reads, attending key staff meetings, capturing minutes, and driving action-item follow-ups along with the executives.

• Support high-stakes engagements, which may include board meetings, speaking engagements or team staff meetings by managing materials and execution.

• Communications & Inbox Triage

• Manage and triage large influxes of executive email and departmental Slack correspondence; independently filter, prioritize, flag time-sensitive matters, and draft strategic responses.

• Draft, edit, and consolidate executive communications, newsletters, presentations, and formal memos.

Act as a primary point of contact for internal departments and key external stakeholders, independently resolving inquiries or escalating appropriately.

• Operational, Financial, & Travel Management

• Provide comprehensive travel management, leveraging third-party travel systems to book complex travel itineraries.

• Act as an expense delegate in Expensify; and serve as an approval proxy for direct reports.

• Own or assist with team-wide operations including onboarding/offboarding coordination, access permissions (Google, Slack, distribution lists), organizational charts, PTO approval proxy duties.

• Handle routine workflows and contract management, including organizing and tracking documents in tools like Ironclad to keep leadership operations running smoothly.

• Technology Partnership & AI Integration

• Tech Support Liaison: Act as the primary point of contact for the executive’s technical needs, including coordinating hardware/software requests, resolving basic access issues, and serving as the bridge to IT support to ensure smooth daily operations.

• Support the execution and communication of cross-functional updates while ensuring key strategic deadlines are achieved.

• Leverage AI-driven tools (e.g., Gemini, Claude) to streamline administrative workflows, automate routine deliverables, and scale team productivity.

Minimum Qualifications:

• 6+ years of relevant work experience, with 3+ years of direct experience as an executive administrative assistant or executive business partner.

• Available to work across various time zones and/or non-traditional working hours on occasion, as needed.

• Proven adaptability and a strong willingness to learn new technologies, including emerging AI tools and platforms.

Preferred Qualifications:

• In-depth understanding of executive team operations and corporate dynamics.

• Advanced ability to manage complex calendars and negotiate scheduling across multiple executives.

• Exceptional verbal and written communication skills with strong presentation formatting capabilities.

• Strong organizational, problem-solving, and time-management skills with meticulous attention to detail.

• Exercise strong discretion while handling highly confidential, sensitive information.

• Hands-on experience with Google Workspace, AI tools (preferably Claude), Navan, Expensify, and UKG.

• Experience utilizing AI-powered tools to streamline administrative tasks and improve team-wide productivity.

Physical Requirements:

• Sitting for prolonged periods of time. Extensive use of computers and keyboard. Occasional walking and lifting may be required.

• This is a non-exempt, full-time position structured around a standard 40-hour work week. Success in this role requires disciplined time management and prioritization to ensure all deliverables are consistently met within these core hours.

• Available to work across various time zones and/or non-traditional working hours on occasion, as needed

Who We Are: Aledade PBC, a public benefit corporation, exists to empower the most transformational part of our health care landscape - independent primary care. We were founded in 2014, and since then, we've become the largest network of independent primary care in the country - helping practices, health centers and clinics deliver better care to their patients and thrive in value-based care. Additionally, by creating value-based contracts across a wide variety of health plans, we aim to flip the script on the traditional fee-for-service model. Our work strengthens continuity of care, aligns incentives and ensures primary care physicians are paid for what they do best - keeping patients healthy. If you want to help create a health care system that is good for patients, good for practices and good for society - and if you're eager to join a collaborative, inclusive and remote-first culture - you've come to the right place.

What Does This Mean for You? At Aledade PBC, you will be part of a creative culture that is driven by a passion for tackling complex issues with respect, open-mindedness and