Executive Administrative Assistant

About Us 

At Office Ally, we’ve been revolutionizing healthcare administration since our inception. What started as a clearinghouse focused on simplifying insurance claims processing for healthcare providers has grown into a full-suite healthcare technology company. We offer a range of affordable, cloud-based solutions, from practice management to electronic health records (EHR), helping providers streamline their operations and reduce administrative burdens. With our freemium model, we provide free practice management software and cost-effective EHR solutions, allowing providers—whether solo practitioners or large groups—to focus on what matters most: patient care. 

At the core of our company are four key values that guide our mission and work: 

• Ownership: We take pride in our responsibilities, driving results and taking accountability for the success of our projects. 

• Empowerment: We believe in giving our team the autonomy and support to make decisions that lead to innovative solutions. 

• Innovation: We continuously seek new and better ways to improve healthcare administration, embracing creativity and forward-thinking technology. 

• Transparent Communication: Open, honest communication is at the heart of our collaborations—internally and with our clients—ensuring alignment and trust. 

About the Role 

We’re looking for an Executive Assistant to support our CEO and the broader executive team. This role is critical to ensuring smooth operations within the executive office and supporting strategic initiatives. You will be responsible for managing complex schedules, coordinating meetings, and facilitating communication across internal and external stakeholders. The ideal candidate will have exceptional organizational skills, sound judgment, and the ability to manage multiple priorities with discretion and professionalism. 

What You’ll Do 

• Manage Executive Calendars & Travel: Oversee complex calendars, coordinate meetings, and arrange travel logistics for the CEO and executive team. 

• Prepare Agendas & Materials: Prepare agendas, materials, presentations, and itineraries for executive meetings and events. 

• Coordinate Executive Meetings: Facilitate executive meetings, track and follow up on action items, and ensure timely progress on key initiatives. 

• Facilitate Communications: Act as a liaison for internal and external communications on behalf of the executive office, ensuring clarity and alignment. 

• Support Special Projects: Assist with special projects and cross-functional coordination, ensuring timely completion of initiatives. 

• Board & Investor Communications: Support the preparation of board materials, investor communications, and executive reporting. 

• Maintain Confidentiality: Handle sensitive information with a high degree of discretion and professionalism. 

• Support Daily Operations: Perform general office duties with ease, handling ad-hoc tasks that keep the office functioning smoothly and supporting the broader executive team as needed. 

• Expense & Financial Administration: Process expense reports and assist with occasional financial administration. 

What You’ll Need 

• Experience: 3-5 years of experience supporting senior executives in a fast-paced, professional setting. 

• Organizational Skills: Strong project management and organizational skills to handle multiple priorities effectively. 

• Communication Skills: Excellent written and verbal communication abilities, with the ability to interact with internal and external stakeholders at all levels. 

• Tech Proficiency: High proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint. 

• Discretion & Reliability: Ability to work independently, handle confidential information, and maintain a high level of discretion and reliability. 

• Adaptability: Experience working in a fast-paced, high-performance environment with the ability to adapt to changing priorities. 

The Perks 

• Flexible Work Options – Enjoy the freedom of remote work and flexible scheduling that fits your life. 

• Robust Health & Wellness Coverage – Access comprehensive medical, dental, and vision plans—plus supplemental insurance for added peace of mind. 

• Income Protection, On Us – We cover short- and long-term disability insurance to safeguard your income when it matters most. 

• 401(k) with Company Match – Invest in your future with up to a 6% employer match to your retirement contributions. 

• Career Growth & Learning – From professional certifications to skill-building programs, we invest in your continuous development. 

• Team-First Culture – Collaborate with passionate, driven teammates in an environment where your voice is heard and your contributions are valued. 

• Recharge with Generous PTO – Take time when you need it—we offer ample paid time off to support your well-being and work-life harmony. 

Why You’ll Love Working at Office Ally 

At Office Ally, your work has a direct impact on healthcare providers and their ability to deliver exceptional care. We’re driven by a mission to simplify healthcare administration, making it easier for providers to focus on what they do best—helping patients. As an Executive Assistant, you’ll support the CEO and executive team in driving strategic initiatives and ensuring seamless operations across the organization. 

EEO Note 

Office Ally is an Equal Opportunity Employer and does not discriminate against any employee or applicant on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.