Role Summary
Are you a highly organized, detail-oriented professional who thrives in a fast-paced, executive-level support role? AdvancedMD is seeking a dedicated Administrative Executive Assistant to provide comprehensive support to senior leaders, manage complex schedules, and ensure smooth coordination across high-priority business operations.

In this role, you’ll serve as a trusted partner to our executives, ensuring their time and priorities are managed effectively while coordinating vendor relations, leadership meetings, internal events, and operational logistics. Your ability to anticipate needs, adapt quickly, and drive follow-through on tactical items will directly impact the success of our executive leadership team.

This is an exciting opportunity for someone who brings exceptional organizational skills, strong communication abilities, and a proactive approach to executive support.

Essential Job Duties

Executive Support

• Manage executive calendars (CTO & PTT) with precision—scheduling, rearranging to avoid conflicts, and ensuring daily responsiveness.
• Serve as the primary point of contact for scheduling requests, vendor inquiries, and tactical follow-ups with a same-day turnaround expectation.
• Prepare, submit, and track executive expense reports; manage corporate travel arrangements including flights, lodging, and itineraries.
• Respond to tactical emails, ensuring timely scheduling, follow-through, and communication.
• Support creation of executive-level documents, presentations, and reports as required.

Vendor & Partner Coordination

• Coordinate vendor relationships and activities, including scheduling Quarterly Business Reviews (QBRs), weekly meetings, and ad-hoc sessions.
• Capture meeting notes, track action items, and ensure timely follow-up with vendors until completion.
• Act as a liaison between vendors and internal stakeholders to streamline communication and execution.

Leadership & Meeting Management

• Attend weekly CTO leadership meetings, track tactical items, and ensure timely follow-through.
• Partner with leaders to prepare agendas, document decisions, and distribute outcomes.
• Coordinate and support training sessions, leadership workshops, and department-wide events.

Event & Operations Support

• Plan and coordinate company-wide events including town halls, leadership offsites, and internal workshops.
• Manage catering needs in Utah, including planning and ordering meals for daily lunches, dinners, and executive gatherings.
• Ensure seamless logistics for both in-person and virtual events, including venue coordination, vendor management, and communications.

Administrative Efficiency

• Monitor and maintain daily workflows to prevent double- or triple-booking across executive calendars.
• Anticipate and proactively address scheduling conflicts, shifting priorities, and emerging needs.
• Uphold the highest standards of confidentiality and professionalism in handling sensitive information.

Qualifications

• 4+ years of experience in an administrative or executive assistant role
• Proven experience supporting senior executives or C-level leaders in an administrative or executive assistant capacity
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Excellent organizational skills with the ability to manage multiple priorities
• Strong interpersonal and communication skills, both written and verbal
• Professional demeanor and a customer-focused mindset
• Ability to maintain confidentiality and handle sensitive information

What Will Make us LOVE You

• Experience with Concur expense reporting
• Highly proactive, resourceful, and adaptable in a dynamic business environment
• Previous experience in healthcare or medical office setting
• Ability to type 50+ WPM
• Tech-savvy: Comfortable using digital tools and willing to learn new systems

Are you FIT? Learn more about our Company culture

• Flexible. Vibrant, collaborative & diverse culture that is open-minded & embraces change.
• Insightful. Innovative industry experts who transform client businesses by delivering winning outcomes.
• Trusted. Experienced, reliable & accountable advocates with unwavering integrity.