Executive Assistant / Project Coordinator - Ellit Groups : Job Details

Executive Assistant / Project Coordinator

Ellit Groups is a woman and minority-founded healthcare IT consulting firm dedicated to transforming patient care through innovative technology solutions and strategic advisory services. They bridge the gap between people, processes, and technology, offering tailored solutions that enhance operational efficiency and drive sustainable growth for healthcare organizations. Their team comprises former healthcare executives and IT management consultants with deep operational experience, committed to delivering excellence and fostering a diverse, inclusive workplace.

Ellit Groups is a fast-growing leader in the healthcare industry, scaling at an incredible pace with no signs of slowing down. We are on a search for a highly skilled Executive Assistant / Project Coordinator to support our CEO and executive leadership team. This pivotal role demands intelligence, foresight, discretion, and exceptional organizational acumen to navigate a dynamic environment and drive strategic priorities forward. Location: Strong preference for Pacific Time Zone. Please note that occasional travel may be required.

The Ideal Candidate:

• Highly proactive, anticipates needs, and sees the big picture.
• Thrives in a fast-paced, high-growth, high-pressure environment.
• Expert communicator, both written and verbal.
• Master of Outlook, Excel, Word, and PowerPoint
• Handles confidential information with absolute discretion.
• Exceptionally organized, time-management savvy, and able to manage multiple priorities seamlessly.
• Comfortable working independently with minimal direction.
• Deeply experienced in healthcare operations. (Preferred, not required)

Key Responsibilities:

• Act as a trusted gatekeeper for the CEO, handling sensitive information with discretion, confidentiality, and professionalism.
• Manage special projects from inception to execution, ensuring alignment with strategic goals.
• Coordinate project activities, resources, and timelines to ensure on-time delivery.
• Communicate with team members and stakeholders to provide updates and gather feedback.
• Maintain project documentation, including schedules, reports, and meeting notes.
• Monitor project progress and identify any potential risks or issues.
• Facilitate meetings and prepare agendas, minutes, and action items.
• Oversee logistics for the leadership team, including scheduling, coordination, and travel & expenses.
• Prepare executive-level presentations, reports, correspondence, and documentation.
• Assist with budget management and expense reporting.
• Coordinate complex calendars, travel arrangements, and high-level meetings.
• Streamline communication and workflows to enhance productivity at the executive level.
• Proactively identify and resolve operational challenges before they arise.
• Strong attention to detail.
• Act as a liaison between the executive and internal/external stakeholders.
• Maintain filing systems and ensure that documents are organized and easily accessible.
• Conduct research and compile data to support decision-making processes.

Qualifications:

• Exceptional proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, OneDrive, Teams, SharePoint) and familiarity with project management tools.
• Strong problem-solving skills with a 'figure it out' mentality.
• Ability to prioritize and execute in a fast-moving, high-growth environment.
• Unwavering professionalism, integrity, and confidentiality.
• Any executive assistant/project management experience, ideally supporting C-suite executives would be helpful.
• Any proven experience working in and supporting healthcare preferred.

Education:

• Bachelor's degree in Business Administration, Communications, or a related field.

Why Join Us?

• Work alongside a visionary CEO and an accomplished executive leadership team at a company that's actively shaping the future of healthcare.
• A dynamic, fast-paced environment where your contributions directly impact growth
• Competitive salary with room for growth and advancement.