Job Description

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.

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