Job Title: Executive Assistant - Special projects and events 

Reports To: Chief Executive Officer (CEO)

Location: Los Angeles, California 90010

Type: Full-Time

Schedule: Monday-Friday 8-5pm (On-call hours as needed)

Bilingual (Spanish/English) Required

About the Role

Medix is seeking a dynamic and highly organized Executive Assistant to support a CEO for a well established healthcare organization. This individual will be a key partner to the CEO, providing executive-level support, managing complex calendars, preparing communications, and ensuring the smooth flow of information across departments. This position also includes support to the Board of Directors and coordination of high-level meetings and events.

Key Responsibilities

• Manage the CEO’s calendar, communications, and scheduling with internal and external stakeholders.
• Draft professional letters, memos, and emails on behalf of the CEO; track and follow up on key communications.
• Monitor and prioritize CEO’s email and traditional mail.
• Support the development of presentation materials for internal and external use.
• Coordinate and attend Board of Directors and Executive Staff meetings; prepare materials, take minutes, and oversee board packets.
• Plan and coordinate meetings, events, travel, and accommodations.
• Maintain organized records of grants, contracts, and important documentation.
• Assist the CEO with various projects and provide support to managers as needed.
• Serve as a point of contact for external inquiries and requests to the CEO’s office.
• Handle sensitive information with a high degree of confidentiality and professionalism.
• Provide customer service by responding to employee requests and administrative questions.
• Plan and execute organizational events, including annual gala/banquet, staff retreats, holiday celebrations, and internal committee events.
• Serve as lead planner and main contact for all LA Celebrations venue inquiries, bookings, and promotions.
• Conduct client consultations, venue tours, and needs assessments; develop customized event plans and timelines.
• Coordinate all aspects of event logistics, including vendor management, walkthroughs, set-up, and breakdown.
• Maintain vendor directory and cultivate relationships with trusted providers.
• Oversee contracts, billing coordination, and monthly financial/event reporting for the CEO.
• Keep event calendars, binders, and documentation current and accessible.
• Collaborate with Marketing & Communications on promotional materials, campaigns, and social media efforts.
• Partner with internal departments (Finance, Facilities, Security, Operations, etc.) to ensure smooth event execution and compliance with venue guidelines.

Qualifications:

• Bilingual in English and Spanish (spoken and written)
• 3–5 years of experience as an executive assistant or in a similar role supporting C-level executives.
• Bachelor’s degree in Business, Human Resources, or a related field (or equivalent experience).
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Exceptional organizational, communication, and interpersonal skills.
• Ability to work independently, handle competing priorities, and adapt to changing situations.
• Strong professional presence and the ability to maintain discretion with confidential information.
• Ability to work occasional evenings or weekends as needed.
• Reliable transportation, a valid driver's license, and a good driving record.

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO), and the California Fair Chance Act (CFCA).

This position is subject to a background check based on its job duties, which may include patient care, working with vulnerable populations, access to financial and confidential information, driving, working with heavy machinery, or working in a warehouse or laboratory environment. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.