JOB SUMMARY
The Executive Assistant provides advanced, high level administrative and operational support to two Chief level executives while reporting to the Manager, Administrative Operations. This role is essential to the effective functioning of the Executive Administration team and contributes directly to the organizations mission of improving the health and well-being of underserved Texans. The Executive Assistant ensures efficient executive workflows, manages complex and confidential information, and facilitates strong coordination across departments.

Responsibilities include managing sophisticated calendars, preparing executive level correspondence, reports, and presentations, supporting cross functional initiatives, and maintaining smooth day-to-day operations for assigned executives. The position requires exceptional professionalism, discretion, critical thinking, and the ability to independently prioritize and resolve challenges in a fast paced, mission driven environment. The ideal candidate demonstrates a solution-oriented mindset, strong judgment, and the ability to represent the Executive Administration function with integrity and excellence.

JOB SPECIFICATIONS AND CORE COMPETENCIES
Executive Administrative Support
Provides high-level administrative support to two Chiefs, including calendar management, meeting coordination, and correspondence.
Prepares presentations, reports, and briefing materials aligned with organizational priorities.
Screens and prioritizes communication, ensuring timely follow-up and alignment with executive needs.

Departmental & Cross-Functional Coordination
Coordinates workflows between the Chiefs, Manager of Administrative Operations, and internal departments.
Tracks deadlines, deliverables, and action items across multiple teams.
Supports initiatives related to quality improvement, health equity, and operational performance

Project & Program Support
Assists with executive-led projects, including research, data gathering, and document preparation.
Supports activities related to NCQA, HHSC, CMS, and internal audits.
Help coordinate cross-functional initiatives that impact members and provider experience.

Meeting & Event Support
Coordinates executive meetings, retreats, and internal events.
Assists with planning, coordinating, and execution of all organizational events.
Prepares agendas, minutes, and follow-up documentation.

Administrative Operations
Supports procurement, contract routing, and budget tracking for assigned executives.
Ensure compliance with organizational policies and documentation standards.


QUALIFICATIONS:
Education/Specialized Training/Licensure: Bachelor's degree required.

Post-Secondary level education preferred.

Professional certification such as CAP, PACE, or PMP preferred.

Advanced training in executive communications, business operations, or project coordination preferred.

Work Experience (Years and Area): Minimum 7+ years of experience providing executive support to C-level leaders in a dynamic, fast-paced environment required.

Experience supporting multiple executives in a Medicaid MCO or health plan

Experience in healthcare, managed care, or nonprofit environments

Experience coordinating small workgroups or project tasks

Software Proficiencies: Microsoft 365 proficiency: Outlook (complex executive calendaring), Word, Excel, PowerPoint, Teams, SharePoint/OneDrive.

Advanced SharePoint usage (document governance, cross functional collaboration).

Adobe Acrobat (advanced editing, redaction, document assembly)

Extensive experience with an enterprise HCM for executive travel/expense management, budget submissions, and procurement workflows.

Experience with enterprise systems for time management, approvals, and workflow tracking.

Experience with enterprise HCM, payroll systems and ticketing systems. Able to Initiate/track requests, run basic reports, maintain data accuracy, coordinate approvals.

Advanced use of Microsoft Copilot or other AI tools to prepare executive communications, summaries, and briefing materials.

Other: Superior organizational skills with the ability to manage multiple priorities efficiently.

Proven ability to manage confidential and sensitive information with discretion.

Strong executive presence, decision making capability, and attention to detail.
Excellent written and verbal communication skills.

Bilingual (English/Spanish).

Experience supporting executive level initiatives, strategic projects, and cross functional deliverables.

Demonstrated ability to leverage AI tools to improve executive workflows and efficiency

COMPETENCIES
Analytical Thinking
Attention to Detail
Planning and Organizing
Taking Initiative

Additional competencies
Analytical Thinking
Attention to Detail
Planning and Organizing
Taking Initiative

INTERPERSONAL SKILLS
Communicates with confidence and professionalism at all levels, including executives and external partners.
Demonstrates exceptional discretion, diplomacy, and sound judgement with highly sensitive information.
Builds positive relationships across the organization. Works collaboratively in a fast-paced, mission driven environment.
Anticipates needs, manages expectations, and navigates complex interpersonal dynamics.