Executive Assistant - Codemax Medical Billing

Job Title: Executive Assistant to Leadership Team

Reports to: Executive Management

Employment Status: Full-Time

FLSA Status: Exempt

Job Summary:

The Executive Assistant will play a pivotal role in managing high-level administrative tasks, providing strategic support to executives, and ensuring seamless execution of initiatives across departments. This individual must be highly organized, a critical thinker, and capable of managing complex and confidential projects independently. A key part of the role will be acting as a liaison between executives and internal teams, as well as handling a wide range of high-impact projects.

Duties/Responsibilities:

            1.         Strategic Administrative Support:

Serve as the right-hand to the executive leadership team, proactively managing their schedules, meetings, and communications to ensure maximum productivity. Handle calendar coordination, travel arrangements, and meeting preparation for C-suite executives.

            2.         Project Management:

Lead and manage high-priority executive-level projects and initiatives, ensuring on-time completion and cross-departmental collaboration. Track progress on key company initiatives and present actionable updates to executives.

            3.         Executive Liaison:

Act as a bridge between executives and teams, facilitating communication, driving follow-ups, and managing key decisions. Represent executives in meetings and decision-making when appropriate.

            4.         Protocol Development & Oversight:

Collaborate closely with leadership to create, refine, and implement company protocols. Ensure protocol changes are communicated and enforced across departments, with follow-up audits for compliance.

            5.         Process Improvement & Audits:

Conduct regular audits of company processes, identify areas for operational improvement, and present executive-level recommendations for enhancement. Manage the execution of operational improvements, ensuring alignment with company goals.

            6.         Event & Culture Management:

Organize high-level corporate events, including leadership off-sites and strategic retreats. Oversee key culture-building activities such as company-wide celebrations and customer appreciation events.

            7.         Reporting & Data Analysis:

Prepare detailed reports on project progress, departmental performance, and operational efficiency. Present data-driven insights to executives to guide decision-making and strategy.

Required Skills/Abilities:

            1.         Executive-Level Communication:

Exceptional written and verbal communication skills with the ability to engage effectively at all levels of the organization.

            2.         Leadership & Initiative:

A proactive, self-starting attitude with a demonstrated ability to take ownership of projects and initiatives, driving them to completion without extensive supervision.

            3.         Advanced Project Management Skills:

Ability to manage multiple, complex projects simultaneously while maintaining strong attention to detail. Familiarity with project management tools and methodologies.

            4.         Critical Thinking & Problem-Solving:

Strong analytical skills with the ability to anticipate challenges, think critically, and develop creative solutions.

            5.         Confidentiality & Discretion:

Ability to handle sensitive and confidential information with the utmost professionalism.

            6.         Technical Proficiency:

High level of proficiency in MS Office, project management software, and communication tools (e.g., Slack, Asana, or similar platforms).

Preferred Qualifications:

            •          5+ years of experience supporting C-level executives.

            •          Experience in a healthcare, billing, or related field is a plus.

            •          Proven experience managing high-impact projects with executive visibility.

Benefits

a.       Health Insurance

b.       Vision Insurance

c.        Dental Insurance

d.       401(k) plan with matching contributions