Job Description

The Executive Assistant provides high-level administrative support to executive leadership, ensuring efficient daily operations, effective communication, and seamless coordination of projects and events. This role includes executive calendar management, project tracking, board support, event planning, and acting as a liaison between leadership and key stakeholders.

Responsibilities/ Job Duties: 

• Provide high-level administrative support to executive leadership, including managing calendars, scheduling meetings, and coordinating communications.
• Draft, edit, and track internal and external correspondence, memos, and reports.
• Serve as liaison between executives, board members, staff, and external partners.
• Organize and attend meetings, prepare agendas, take minutes, and distribute follow-up materials.
• Prepare presentations, board packets, and supporting documents for leadership.
• Monitor and maintain executive files, contracts, reports, and other records.
• Manage phone calls, emails, mail, and social media inquiries, ensuring timely responses.
• Coordinate travel arrangements, lodging, and event logistics.
• Support project management by tracking timelines, deliverables, and stakeholder communication.
• Assist in planning and executing internal and external events, including retreats, staff functions, fundraising activities, and community events.
• Coordinate event logistics such as vendor scheduling, setup, breakdown, and client follow-up.
• Manage contracts, billing, and financial reporting related to projects and events.
• Build and maintain relationships with vendors, partners, and external service providers.
• Collaborate with finance, marketing, communications, and operations teams to support cross-functional initiatives.
• Provide excellent customer service and maintain professionalism in all interactions.
• Handle confidential information with discretion and sensitivity.
• Perform other projects and duties as assigned by executive leadership.

Minimum Education and Experience Qualification Requirements: 

• 3–5 years of experience in executive support, project coordination, or event planning.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, Google Workspace, and project/event management tools.
• Proven ability to handle sensitive information with discretion and professionalism.
• Experience supporting boards and/or managing events preferred.
• Schedule/ Shift: Monday - Friday 8am - 5pm / on call as needed

Benefits:

• Paid Sick Leave (Medix provides paid sick leave according to state and local sick leave ordinances)
• Health Benefits / Dental / Vision (Medix Offers 6 different health plans: 3 Major Medical Plans, 2 Fixed Indemnity Plans (Standard and Preferred), and 1 Minimum Essential Coverage (MEC) Plan. Eligibility for health benefits is based on verifying that an average of 30 hours per week during the first 4 weeks of the work assignment has been met. If you meet eligibility requirements and take action to enroll, you will be covered no earlier than 60 days into your assignment, depending on plan selection(s).)
• 401k (eligible on the first 401k open enrollment date following 6 consecutive months on assignment. 401k Open Enrollment dates are 1/1, 4/1, 7/1, and 10/1)
• Short Term Disability Insurance
• Term Life Insurance Plan 

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.

^*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).

^*As a job position within our Insurance division, a successful completion of a background check may be required as a condition of employment. This requirement is directly related to essential job functions including but not limited to: accessing medical and confidential records, verifying financial information, and working within departments that care for vulnerable populations, such as, minors, elderly and those with physical or mental disabilities. 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