Executive Assistant

Job description

A little bit about us…

The Virginia Health Care Foundation (VHCF) is a public/private partnership initiated by the General Assembly and its Joint Commission on Health Care. Its mission is to increase access to primary health care for uninsured and medically underserved Virginians. During its 34 years of service, VHCF’s nimble approach and results-oriented initiatives have enabled more than 900,000 Virginians to obtain needed health care.

A little bit about the role!

VHCF is seeking a sharp and adaptable Executive Assistant to provide comprehensive support to the CEO. This role is critical in enabling the CEO to operate efficiently and effectively, ensuring organizational priorities. The ideal candidate will manage executive-level administrative responsibilities, coordinate internal and external communications, support key organizational events, and provide operational support across VHCF’s programs. This position requires a proactive, flexible, and relationship-oriented professional who can balance high-level executive support with broader organizational responsibilities. The Executive Assistant will be responsible for:

Executive Support & Calendar Management

• Managing the CEO’s calendar, including scheduling internal/external meetings and coordinating travel logistics.
• Assisting with prioritizing competing demands to ensure the CEO is well prepared for all engagement.
• Providing contextual guidance and exercising judgment in interactions with stakeholders, partners, and staff.

General Office Operations

• Overseeing all aspects of office management to ensure smooth operations, including ordering office supplies, coordinating occasional meeting logistics, and liaising with building maintenance as needed.
• Monitoring VHCF’s main phone line and general email inbox; responding to inquiries or directing them appropriately.
• Managing staff recognition activities and coordinating virtual and in-person trainings and events across program areas.

External Affairs & Communications Support

• Supporting VHCF’s external affairs communications, including website updates and maintenance; newsletter and social media coordination; content development and editing; management of distribution lists; and communications supporting programs, partnerships, announcements, and events.

Board Relations and Logistics

• Coordinating logistics for in-person Board Meetings and virtual Board Committee Meetings, including scheduling, preparing/distributing materials, and arranging catering.
• Maintaining the electronic Board portal with current meeting materials, annual disclosure documents, and other periodic updates.

Special Events

• Providing planning and logistical support for special events, including Legislative Day, Cheers for Champions! and Board Meetings and other external events.
• Assisting with speaker coordination, awards, vendor management, invitations, RSVPs, and VIP outreach.

Project & Organizational Support

• Supporting ad hoc projects and initiatives that arise.
• Collaborating with program teams to understand organizational operations and ensure executive priorities are effectively supported.
• Assisting with research, analysis, and preparation of materials for external partners, legislators, or funders.

We are excited about you because…

• You bring at least five years of executive support experience, ideally in nonprofit, healthcare, or mission-driven organizations.
• You hold a Bachelor’s degree, with an advanced degree in public administration, healthcare administration, or nonprofit management a plus.
• You have experience supporting senior leadership and are comfortable with board logistics, committee coordination, and meeting and event planning.
• You are familiar with healthcare, government, or nonprofit environments, including state government and legislative processes; knowledge of Virginia’s healthcare landscape and the challenges facing uninsured and underserved populations is a plus.
• You excel at managing multiple priorities, calendars, and shifting schedules while maintaining professionalism and operational awareness under pressure.
• You communicate clearly and effectively in writing and verbally, with the ability to draft, edit, and review documents and correspondence.
• You are tech-savvy and proficient with Microsoft Office, donor management systems, and other digital tools, and can quickly learn new systems.
• You plan and execute logistics for meetings, committees, and large-scale events with ease.
• You are an analytical thinker, comfortable synthesizing research or policy materials to support strategic decision-making.
• You are proactive, flexible, and persistent, and thrive in dynamic, fast-paced environments.
• You build strong relationships and collaborate effectively across teams, engaging thoughtfully with internal partners, external stakeholders, and executives.
• You are confident managing up and providing high-quality executive support aligned with organizational priorities.
• You bring energy, curiosity, and a commitment to continuous learning, with a passion for advancing VHCF’s mission.
• You are a self-starter who thrives in a hybrid work environment.

This role might not be a fit if…

• You prefer a highly structured, predictable workday and are uncomfortable with rapidly shifting priorities or last-minute changes.
• You struggle with ambiguity or require strict processes to be in place before taking action.
• You are uncomfortable exercising judgment and discretion when interacting with senior leaders, external partners, or sensitive information.
• You have little experience or interest in event logistics, multi-party meeting coordination, or managing complex schedules.

Reasons it pays to work for VHCF (in addition to the pay itself)…

• A collegial and engaging workplace with talented, mission-driven colleagues.
• Comprehensive benefits package that includes health, dental, and disability insurance.
• 403(b) retirement contribution.
• Paid parental leave.
• Generous paid time off and 13 paid holidays.

Don’t meet every single requirement? At VHCF, we are dedicated to recruiting, developing, and retaining talented individuals from a broad candidate pool, so if you’re excited about this role but your past experience doesn’t align perfectly with 100% of the qualifications listed, we encourage you to still apply. Our hiring philosophy looks to weed people INTO our process, not weed them out! Who knows, you may be just the right candidate for a future role at VHCF. Just go for it… submit your resume!