Senior Executive Assistant

Mission-driven, Non-profit Healthcare Organization

Marlton, NJ

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Apply Now
Schedule a Call

Recruiter Contact

David Haasch | Managing Director

Why Consider This Opportunity?

  • Visible Position

    Report directly to the Chief Executive Officer and serve as the operational hub of the executive office, ensuring that leadership priorities, projects, and communications stay organized and moving forward.

  • Established Community Healthcare Organization

    Join a $35M nonprofit healthcare organization with decades of service. They have a special designation as a Federally Qualified Health Center and operate eight health center locations, supported by a workforce of more than 250 employees

  • Exciting Mission

    The company was founded on the belief that high-quality healthcare should be a right and not a privilege for the affluent and is committed to expanding access to healthcare for underserved communities throughout South Jersey

  • Trusted Right-Hand to the CEO

    This role functions as the CEO’s primary administrative partner, coordinating calendars, board activities, executive communications, and strategic initiatives that support the organization’s leadership team.

  • Executive Office Leadership

    Serve as the senior administrative professional within the executive office, overseeing other administrative support staff and helping ensure the executive office operates smoothly and efficiently.

  • High-Impact Role Supporting Organizational Leadership

    Your work enables the executive team to operate effectively — helping coordinate initiatives, prepare board materials, manage deadlines, and facilitate the flow of information across the organization.

  • Broad Organizational Exposure

    Work closely with senior leadership and gain visibility into key organizational initiatives including grants, board operations, compliance processes, and executive-level projects.

  • Opportunity to Strengthen the Executive Office

    Leadership sees this position as essential to improving organization, communication, and operational coordination across the executive team

The Role You'll Play

The Senior Executive Assistant serves as the central operational coordinator for the executive office.

Reporting directly to the Chief Executive Officer, this role manages executive scheduling, supports board and leadership meetings, coordinates internal and external communications, and ensures that key organizational priorities remain organized and on track.

This position also oversees administrative support staff within the executive office and plays an important role in maintaining organized records, managing grant documentation, coordinating special projects and events, and ensuring executive workflows operate efficiently.

Because the role supports a highly regulated healthcare organization, attention to detail, confidentiality, organization, and strong communication skills are essential. The individual in this position will interact regularly with executives, directors, and external stakeholders while ensuring that information flows efficiently across the leadership team.

The ideal candidate brings strong organizational discipline, excellent writing and communication skills, and the ability to manage multiple priorities simultaneously, while maintaining professionalism and discretion in a fast-moving executive environment.

Key Responsibilities

  • Manage the Chief Executive Officer’s calendar, including scheduling, prioritizing meetings, coordinating logistics, and ensuring executive time is aligned with organizational priorities.

  • Coordinate and prepare materials for executive leadership meetings and Board meetings, including assembling reports, presentations, and supporting documentation.

  • Serve as the central administrative coordinator for the executive office, ensuring timely communication, organization of information, and follow-through on key priorities.

  • Maintain highly organized electronic filing systems for executive documents, regulatory records, grant submissions, and other critical organizational materials.

  • Support the preparation, editing, and formatting of reports, presentations, correspondence, and grant-related documentation to ensure accuracy and professionalism.

  • Track deadlines and key deliverables across multiple initiatives, ensuring leadership receives timely reminders and materials needed for decision-making.

  • Coordinate executive office projects, events, and meetings, including logistics, scheduling, document preparation, and follow-up action items.

  • Oversee and support other administrative staff within the executive office, helping ensure consistent processes and effective administrative coordination.

  • Serve as a professional point of contact for internal staff, external partners, and stakeholders interacting with the executive office.

  • Maintain strict confidentiality and discretion when handling sensitive organizational, financial, and personnel information.

  • Utilize and maintain organizational tools and technology platforms including Microsoft Office, Teams, and electronic document storage systems to support efficient workflow.

  • Provide meeting support including note-taking, tracking action items, and assisting with documentation of key discussions and decisions.

  • Continuously evaluate and improve administrative processes and document management systems to enhance efficiency and organization within the executive office.

Background Profile

  • Bachelor’s degree required, preferably in business administration, communications, or a related field.

  • 5+ years of experience supporting senior executives or C-suite leadership in a high-paced professional environment.

  • Demonstrated experience managing complex executive calendars, coordinating meetings, and handling multiple competing priorities.

  • Strong written communication and editing skills, with the ability to prepare, proofread, and refine professional correspondence, reports, and presentations.

  • Exceptional organizational skills with a proven ability to maintain detailed electronic filing systems and manage document-heavy workflows.

  • Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint; familiarity with collaboration tools such as Microsoft Teams and document storage platforms.

  • Ability to take effective meeting notes and track follow-up action items.

  • Strong interpersonal and communication skills with the ability to interact professionally with executives, board members, staff, and external stakeholders.

  • Ability to manage multiple projects simultaneously while maintaining attention to detail and meeting deadlines.

  • Demonstrated ability to work independently, anticipate needs, and proactively solve problems.

  • Experience coordinating logistics for meetings, events, and executive initiatives.

  • Typing proficiency and strong general computer skills.

  • Professional demeanor with the ability to set appropriate boundaries and maintain focus in a high-traffic executive office environment.

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