Executive Assistant

COPE Health Solutions is a health care consulting firm that provides our health system clients with the tools, services and advice they need to be leaders in the industry. Focusing on all aspects of strategy, population health management, integrated delivery network design and implementation, CMS demonstrations, and health care talent development, we help drive our clients’ success every step of the way.

At COPE Health Solutions, our team members are the driving force behind the organization’s success. We value our team members' broad range of academic and professional backgrounds and the different perspectives they offer the organization. We invest in education, both formally within the company and through reimbursement for outside coursework, and encourage personal and professional growth.


Position Description:


This is an excellent opportunity for the right candidate to play a vital role in the rapidly changing health care environment while gaining experience that will prepare her/him for future growth opportunities. The Executive Assistant is responsible for anticipating and executing on the complex, dynamic needs of Executive Team members.  She/He will manage complex calendar scheduling, travel logistics, meeting planning and coordination, and communication with a wide variety of team members and clients at all levels. The Executive Assistant will play a critical role in the success of our business.  This individual must handle multiple demands, tasks and priorities with finesse and sound judgment. This position requires the ability to exercise independent judgment, handle confidential information and thrive in a fast-paced environment.

The ideal candidate will possess a B.A. or B.S. degree and a minimum of 2 years’ experience as an Executive Assistant to C-Level executives. She/He must be a punctual, reliable, mature, proactive, quality-driven, high performer who is exceptionally well organized, and demonstrates the ability to effectively multi-task and manage constantly shifting priorities with excellent oral/written communication skills. The successful candidate can effectively balance changing demands and dynamic schedules, is dedicated and can function under pressure within tight deadlines.  She/He will also proactively develop relationships with key internal/external client contacts, gaining recognition as a team resource.


Job Duties and Responsibilities:


Executive Support:


  • Proactively provide support the Chief Information Officer and Vice Presidents of Consulting and other executives as assigned
  • Manage calendars and schedule complex appointments and meetings
  • Coordinate the logistics of all travel arrangements
  • Maintain meeting room bookings and handle required set up for meetings, luncheons, etc. for the Executives
  • Update contacts, COPE Health Solutions key client list and corporate mailing list as needed
  • Organize internal meetings, video conferences and conference calls, including preparing meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are prepared in advance
  • Confirm all meetings, preparing executives for all external meetings with clear directions, proactively working with appropriate team members to ensure proper meeting materials are prepared and sent in advance
  • Attend and assist with coordination of all company events, ensuring that logistics, talking points, timing, etc. are arranged in advance with key team members and leaders
  • Draft, complete, or proof internal and external general correspondence, executive summaries, proposals, speeches, PowerPoint presentations and other communications as requested for the executives
  • Communicate daily, at a minimum, with key team members and leaders as needed
  • Attend meetings and take minutes as assigned
  • Initiate processes to improve efficiency and timeliness of internal and external communications. Develop and administer follow-up system for executive correspondence, including conducting research and preparing, drafting and tracking responses
  • Complete and submit expense reports and reimbursements 
  • Draft and edit business-related memos, documents, presentations (with direction and guidance) as needed
  • Set up and coordinate web-based meetings and equipment needed for meetings and events 
  • Register and make arrangements for conferences, seminars, webinars, and other relevant events
  • Maintain positive and friendly professional relationships with other key administrative staff at client sites/vendors
  • Willingness to attend professional development trainings and seminars to maintain technical and professional knowledge 
  • Proactively identifies ways to streamline administrative processes and policies 
  • Initiative and ability to identify and pilot new tools to support activities
  • Understanding of project management and ability to quickly learn project management tools as needed
  • Carry out other duties, tasks and projects as assigned


General Duties:

  • Take initiative to ensure tasks and projects are completed in an efficient and timely manner
  • Screen and route telephone calls in a professional manner
  • Greet visitors immediately upon their arrival and provide excellent customer service; offer visitors coffee, tea, or water
  • Exercise independent judgment, and make solid administrative decisions to create a seamless and organized environment
  • Maintain strict confidentiality of highly sensitive financial, employee & personal information
  • Build and facilitate relationships with team members as well as key clients
  • Carry out other duties, tasks and projects as assigned


Position Expectations:


  • Anticipate and provide for the needs of the Executive Team
  • Take initiative to understand the various services we provide and be able to articulate to prospective clients
  • Attend professional networking events
  • Take initiative to ensure that tasks and projects are completed in an efficient and timely manner
  • Maintain strict confidentiality of sensitive information
  • Exercise independent judgment, and make solid administrative decisions to create a seamless and organized environment
  • Maintain composure under pressure and proactively handle complex problems with minimal supervision



  • B.A. or B.S. degree required
  • Minimum 2 years of experience as a high performing executive assistant
  • Experience booking travel and hotel reservations
  • Strong customer drive and dedication to quality and success
  • Excellent customer service skills
  • Detail-oriented and able to work well independently
  • Able to work collaboratively and effectively while handling multiple projects on various timelines in an extremely fast-paced environment
  • Flexible with work hours, able to travel, and be able to work on evenings and weekends
  • Ability to exercise substantial discretion and judgment
  • Superior written and verbal communication skills; must be a quick, concise writer, able to write in a direct, effective manner reflecting Executive’s style.  Professional phone manner
  • Highly organized, detail oriented, ability to establish priorities and adapt as they change
  • Ability to work with diverse personalities at the office and in the community
  • Strong project management, communication, prioritization and feedback skills are critical to success
  • Self-starter
  • Proactive (someone that does not require hand holding to perform the job)
  • Understands travel and how to schedule meetings in context of travel
  • Friendly, willing to learn, takes constructive criticism well, honest
  • Has a set of tools that have been developed from previous engagements that can be customized to fit COPE Health Solutions
  • Familiar with healthcare


Technical Skills:

  • Extremely high level of proficiency of Microsoft Office programs (Outlook, Word, Excel and PowerPoint, and Project Management)



We know that our team members drive our success and we demonstrate our commitment to them by offering competitive compensation and rewards. We want our team to thrive with us, so we provide a rich benefits plan to support their wellness and that of their families. Our team members especially appreciate benefits designed to allow time for what they love outside of work, such as unlimited paid vacation and a yearly stipend for child or household care.

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