Senior Executive Assistant, CEO Office at AdaptHealth LLC – New York, New York

Position Summary:

The Senior Executive Assistant (SEA) to the CEO is a highly skilled professional responsible for providing executive-level support to the Chief Executive Officer and overseeing the operations of the CEO’s office. In addition to handling day-to-day administrative functions, the SEA will manage a small team, lead cross-functional projects, and ensure seamless coordination across departments. This role requires strategic thinking, exceptional organizational abilities, and the ability to manage multiple priorities in a dynamic environment.

Essential Functions and Job Responsibilities:

Executive Support

• Act as the primary point of contact for the CEO, managing all communications, including email correspondence, phone calls, and meeting requests.
• Maintain the CEO’s complex calendar, scheduling meetings, appointments, and travel while balancing priorities and ensuring alignment with organizational goals.
• Prepare detailed briefing materials, agendas, and presentations for meetings, conferences, and events.
• Anticipate the CEO’s needs, providing timely research, insights, and decision-making support.
• Draft, edit, and review correspondence, reports, and presentations on behalf of the CEO.

Leadership & Management

• Supervise and manage a team of administrative staff or assistants, delegating tasks, and ensuring accountability for deliverables.
• Provide coaching, mentorship, and performance feedback to team members to foster professional growth.
• Establish and maintain processes and standards to improve the efficiency and effectiveness of the CEO’s office.
• Oversee office operations and resource allocation to support the CEO’s strategic priorities.

Coordination & Collaboration

• Act as a liaison between the CEO’s office and internal/external stakeholders, ensuring clear communication and alignment of priorities.
• Lead the planning and execution of executive leadership meetings, including preparing agendas, facilitating discussions, and tracking follow-ups.
• Build and maintain strong relationships with board members, investors, clients, and key external partners.

Strategic Project & Initiative Management

• Drive special projects and strategic initiatives on behalf of the CEO, ensuring timely completion and alignment with company objectives.
• Coordinate cross-departmental projects, ensuring accountability and adherence to deadlines.
• Conduct research and analysis to support the CEO’s decision-making processes.

Administrative Excellence

• Ensure the efficient management of confidential files, contracts, and documents.
• Oversee expense management, vendor negotiations, and budget tracking for the CEO’s office.
• Implement systems and tools to streamline workflows and enhance productivity.

Travel Management:

• Arrange domestic and international travel for executives, including flights, accommodations, transportation, and itineraries.
• Prepare travel expense reports and ensure timely reimbursement processing.
• Maintain patient confidentiality and function within the guidelines of HIPAA.
• Completes assigned compliance training and other educational programs as required.
• Maintains compliant with AdaptHealth’s Compliance Program and applicable company policies, procedures, and patient protocols.
• Perform other related duties as assigned and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.

Competency, Skills, and Abilities:

• Proven ability to lead and manage teams, with a track record of driving operational efficiency.
• Exceptional organizational and multitasking skills, with a strong attention to detail.
• Excellent written and verbal communication skills, including experience preparing high-quality reports and presentations.
• Strong proficiency in office tools (e.g., Microsoft Office Suite, Google Workspace) and project management platforms (e.g., Asana, Trello).
• High level of professionalism, discretion, and ability to handle sensitive information
• Familiarity with corporate governance and board-level operations.
• Leadership-oriented with a proactive and solution-driven mindset.
• High emotional intelligence and ability to build trust and credibility with stakeholders.
• Adaptable, resourceful, and capable of navigating ambiguity.
• Results-driven with a commitment to excellence and continuous improvement.
• Strong analytical and problem-solving skills
• Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction.

Education and Experience Requirements:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Eight (8) years of experience as an executive assistant, with at least 3 years in a managerial or supervisory capacity.
• Experience in strategic planning and project management preferred.

Physical Demands and Work Environment:

• Work environment will be stressful at times, as overall office activities and work levels fluctuate.
• Must be able to bend, stoop, stretch, stand, and sit for extended periods of time.
• Subject to long periods of sitting and exposure to computer screen.
• Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use.
• Metal ability to work in a fast-paced work environment.
• Must be able to lift 30 pounds as needed.
• May be exposed to angry or irate customers or patients.
• Physical and mental ability to analyze data, problem solving and critical thinking.
• Mental ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
• Ability to work after non-business hours as needed and travel as needed.