Executive Assistant

Job Description

Mindoula is a next generation population health management company that identifies, engages, and serves populations with complex behavioral health, medical, and social challenges across the continuum of care. By using technology to “scale the human connection,” Mindoula helps health plans, health systems, hospitals, and provider groups extend their reach and achieve their value-based service delivery goals. At Mindoula, we address the full range of behavioral health challenges. We deploy tech-enabled teams of case managers, care managers, community health workers, peer support specialists, therapists, and psychiatrists to provide ²⁴⁄₇ support to even the most complex and underserved behavioral health populations.

The Executive Assistant provides high-level administrative, organizational, and operational support to Mindoula’s executive leadership, with a strong focus on supporting the President & COO while also assisting the Founder & CEO and CFO as needed. This role is essential to ensuring executive priorities are managed proactively, time is optimized, and leadership is well-supported in advancing organizational strategy, operations, and growth.

The Executive Assistant acts as a trusted partner and liaison across the organization and with external stakeholders, exercising discretion, responsiveness, and sound judgment. This position works collaboratively with other Executive Assistants and cross-functional teams to ensure seamless coordination across executive activities.

Position Responsibilities:

Executive Calendar & Priority Management

• Manage complex calendars for the President & COO, including scheduling, organizing, reviewing, and confirming internal and external meetings while minimizing conflicts and maximizing productivity.
• Maintain and prioritize a dynamic list of scheduling and action requests, ensuring executive time is allocated effectively and allowing flexibility for shifting priorities.
• Monitor incoming requests and communications, responding with urgency and prioritizing tasks to meet time-sensitive needs.
• Provide calendar, scheduling, and meeting support for the Founder & CEO and CFO as needed, coordinating across executive calendars when required.
• Provide calendar support for department heads and team members as needed, facilitating cross-team scheduling while accounting for individual and team priorities.
• Provide in-person support as/when needed for day to day priorities, meetings, and events.

Communication & Executive Liaison

• Serve as a liaison between executive leadership, direct reports, Mindoula employees, and external partners.
• Prepare, review, and edit executive-level correspondence, reports, and presentations with a high degree of accuracy and professionalism.
• Maintain strict confidentiality of all documents and information, and executive communications, adhering to Mindoula security, privacy, and compliance requirements.

Mindoula Board Liaison

• Serve as the primary liaison between the Executive Team and the Board of Directors, managing the annual Board calendar and coordinating all Board communications.

• Facilitate quarterly Board meetings by scheduling sessions, coordinating logistics, and supporting preparation of Board materials.

• Lead planning for in-person Board meetings, including hotel accommodations, meeting space, technology, food and beverage, and group dinners.

Meeting, EOS, & Event Coordination

• Coordinate preparation for executive meetings by compiling materials, creating agendas as needed, tracking attendees, and ensuring participants are prepared.
• Ensure EOS (Entrepreneurial Operating System) sessions for Program Delivery & Operations and executive leadership are scheduled and supported, including dashboard management and executive readiness.
• Partner with People Operations to support EOS implementation and consistency across the organization, including company-wide town hall meetings.
• Assist with planning and execution of internal and external meetings, leadership sessions, offsites, and company events.
• Create, edit, and format executive-level presentations and materials, ensuring readiness for internal meetings, external engagements, and leadership events.
• Coordinate and support virtual and in-person meetings, events, and office-based activities, including logistics, room setup, technology, and on-site needs.

Operational & Administrative Support

• Manage and maintain digital storage and filing systems for the Program Delivery & Operations team and executive leadership, ensuring compliance with approved structures, Mindoula policies, and security protocols.
• Collaborate with other Executive Assistants to ensure consistency and alignment across executive file management and scheduling practices.
• Develop, document, and optimize workflows to support efficient administrative and business operations.
• Manage a range of administrative tasks for the company, including reimbursement processing through TripLog, business card ordering, holiday and recognition gift coordination, and tracking key employee milestones.

Cross-Functional & Project Support

• Coordinate with the Sales team ensuring executive leadership is informed and prepared for upcoming contracts, market launches, and implementation needs.
• Support Account Management initiatives through presentation development and cleanup, comment tracking, meeting coordination, and document storage.
• Partner with the People Operations team to schedule quarterly Town Halls, support presentation development, and track timelines to ensure all materials and deadlines are met.
• Provide ad hoc administrative, research, and project support as business needs evolve.

Travel & Logistics

• Coordinate travel arrangements for executive leadership, including transportation, lodging, and itineraries.

Collaboration & Relationship Management

• Maintain strong working relationships with executive leadership, department heads, and team members across Mindoula.
• Partner closely with other Executive Assistants to ensure cohesive and effective executive support.
• Identify and take ownership of other responsibilities as required to ensure smooth operations of the executive leadership team.

Qualifications:

• Bachelor’s degree required
• 5+ years of experience providing high-level executive or administrative support
• Experience supporting C-Suite executives
• Proven ability to manage complex calendars, shifting priorities, and time-sensitive requests
• Strong written and verbal communication skills, including preparation of executive-level documents and presentations
• Exceptional organizational, time-management, and follow-through skills with a proactive approach
• Demonstrated ability to handle confidential and sensitive information with discretion
• Proficiency with Google Workspace and/or Microsoft Office tools
• Experience managing digital filing systems and maintaining organized, compliant records
• Ability to work independently, exercise sound judgment, and anticipate executive needs
• Strong interpersonal skills and ability to collaborate across all levels of the organization
• Experience coordinating meetings, agendas, and executive readiness in a fast-paced environment
• Comfortable working in a hybrid or remote environment with high responsiveness and accountability