Executive Administrative Assistant

Executive Administrative Assistant / Office Supervisor

Vigilance Health | Elevate Your Impact with a Leadership-Supporting Role

Are you a proactive, highly organized professional who thrives in a fast-paced environment? Do you take pride in ensuring operations run seamlessly while supporting senior leadership? If so, Vigilance Health is looking for an Executive Administrative Assistant / Office Supervisor to play a critical role in driving efficiency, coordination, and operational success.

At Vigilance Health, we believe in Having Fire, Being Driven, Being Partners, Building Solutions, and Being Coaches—core values that shape everything we do. If you embody these values and are ready to take ownership of key administrative and leadership support functions, we’d love to hear from you!

Why Join Us?

• Make a Meaningful Impact – Your work will directly support executive leadership, ensuring they stay focused on strategic initiatives.
• Drive Operational Excellence – Improve workflows, optimize administrative processes, and enhance office efficiency.
• Be a Key Team Player – Work alongside passionate professionals who are committed to making a difference in healthcare.
• Grow with Us – Gain valuable experience in leadership operations, office management, and strategic planning.

What You’ll Do:
 Keep Office & Administrative Operations Running Smoothly

• Oversee office logistics, supplies, inventory, and vendor relationships to ensure a seamless work environment.
• Identify and implement process improvements that enhance overall efficiency.
• Provide People Operations support for the VP of Operations and CEO.

Assist with Accounts Payable & Financial Coordination

• Help track and manage accounts payable to ensure timely and accurate payments.
• Support financial processes with precision and attention to detail.

 Lead New Hire Onboarding & Orientation

• Facilitate onboarding to ensure a welcoming and structured experience for new team members.
• Manage office equipment and supply inventory, ensuring new hires have everything they need from day one.

 Plan & Organize Corporate Events and Conferences

• Coordinate logistics for company meetings, conferences, and special events.
• Collaborate with various teams to execute flawless, engaging events that foster teamwork and growth.

 Keep Leadership on Track with Calendar & Meeting Management

• Maintain executive calendars, schedule appointments, and manage travel arrangements.
• Ensure meetings run efficiently, deadlines are met, and leadership stays ahead of commitments.

 Serve as the Executive Communication Liaison

• Act as a gatekeeper for executive communications, managing calls, emails, and client interactions.
• Prioritize and escalate important communications, ensuring urgent matters receive immediate attention.

Prepare Reports, Presentations & Project Tracking

• Create polished presentations, internal reports, and key documents for leadership.
• Maintain meeting minutes and update project tracking tools in O365 to ensure tasks stay on course.

 Continuously Improve Office Policies & Procedures

• Evaluate and refine administrative policies to support evolving business needs.
• Train administrative staff to ensure efficiency and consistency in office operations.

 Manage Vendor Relationships with Precision

• Serve as the main point of contact for vendors, ensuring agreements are met and services are delivered as expected.
• Build long-term partnerships with vendors to enhance business operations.

Success in This Role Looks Like:

✅ Flawless Office Management – The office runs efficiently, with no operational bottlenecks.
✅ Executive Support that Drives Impact – Leadership is well-prepared, communications are seamless, and schedules are optimized.
✅ Onboarding that Inspires & Equips New Team Members – New hires transition smoothly and feel supported from day one.
✅ Event & Meeting Success – Corporate events and leadership meetings are well-planned and executed without a hitch.
✅ Process Improvements that Elevate Efficiency – Administrative functions are continuously refined for maximum productivity.

What We’re Looking For:

• Detail-Oriented & Organized – You thrive in managing multiple responsibilities with precision.
• Proactive & Solution-Oriented – You anticipate needs and take action before issues arise.
• A Strong Communicator – You manage executive correspondence with professionalism and clarity.
• Tech-Savvy & Process-Driven – Proficiency in O365 (Planner, Outlook, Excel, PowerPoint) and a knack for streamlining workflows.
• A Team Player with Leadership Presence – You support and collaborate with leadership while confidently managing office operations.

Ready to Elevate Leadership & Office Operations?

If you’re a dynamic, driven professional eager to make a real impact, we’d love to hear from you! Join Vigilance Health and play a pivotal role in driving efficiency, supporting leadership, and fostering an environment of operational excellence.

Apply Today!

Salary : $25