Position Overview
Vitra Health is seeking an experienced Senior Executive Assistant to support Co-CEO with executive coordination, prioritization, meeting preparation, reporting, and follow-through across multiple business initiatives.
This person will bring structure and continuity to a fast-moving executive workload. The ideal candidate anticipates needs, retains context, exercises sound judgment, and ensures that commitments move from discussion to verified completion.
Executive Profile
Co-CEO is a hands-on executive involved across operations, financial oversight, staffing, technology, and organizational development. He works across multiple initiatives and frequently identifies opportunities to improve processes, strengthen accountability, and make better use of information.
Co-CEO communicates directly, often through brief conversations and voice notes. His direction may develop as new information becomes available. He values precise information, practical recommendations, clear ownership, and dependable execution.
The successful assistant will be comfortable capturing direction quickly, maintaining context as priorities evolve, and bringing forward focused questions when clarification is necessary. They should confidently flag conflicting priorities, distinguish proposed ideas from approved decisions, and provide concise updates without requiring repeated follow-up.
Co-CEO travels from Florida to Massachusetts weekly or every other week. The assistant coordinates these visits and serves as a trusted local point of contact, keeping Co-CEO informed while he is away.
Key Responsibilities
Executive Priorities and Follow Through
• Maintain a reliable view of executive priorities, commitments, deadlines, and outstanding decisions.
• Translate verbal direction into clear deliverables, responsible owners, target dates, and approval requirements.
• Follow up on agreed commitments across departments and identify delays, dependencies, or missing decisions.
• Verify completion and supporting deliverables before closing an item or reporting it as finished.
• Surface issues requiring Co-CEO’s attention with relevant context, available options, and a recommended next step.
Calendar and Meeting Coordination
• Manage scheduling around business priorities, preparation needs, and focused working time.
• Coordinate leadership meetings, agendas, supporting materials, and relevant participants.
• Capture meeting decisions, action items, owners, and deadlines.
• Ensure that follow-up items remain visible and are addressed between meetings.
Travel and Local Coordination
• Coordinate flights, lodging, ground transportation, and schedule changes for Co-CEO’s travel between Florida and Massachusetts.
• Align Massachusetts visits with leadership meetings, site visits, and priority discussions, with materials and logistics prepared in advance.
• Serve as Co-CEO’s eyes and ears while he is away by maintaining strong team relationships, gathering relevant operational updates, and promptly surfacing concerns.
• Keep Co-CEO informed of progress and emerging issues while respecting department leaders’ responsibilities and established approval requirements.
Reports and PowerPoint Presentations
• Prepare clear executive reports, status summaries, and PowerPoint presentations using information supplied by accountable teams.
• Consolidate updates across initiatives into concise materials that support discussion and decision-making.
• Check figures, reporting periods, assumptions, sources, and document versions before presenting materials.
• Clearly distinguish verified results, unresolved questions, and proposed recommendations.
• Coordinate revisions and ensure the correct final materials are available before meetings.
Information and Cross Functional Coordination
• Maintain organized, accessible records of current documents, decisions, project updates, and meeting materials.
• Coordinate information requests and handoffs among internal teams and approved external partners.
• Learn the organization’s systems and workflows sufficiently to identify the appropriate owner and supporting information.
• Use approved digital and AI tools to improve organization and efficiency while verifying outputs and protecting confidential information.
Judgment and Confidentiality
• Handle sensitive business, employee, client, and financial information with discretion.
• Work independently within clearly defined authority and approval requirements.
• Escalate financial, clinical, personnel, and other substantive decisions to the appropriate accountable leader.
• Maintain professional, constructive relationships while persistently following through on commitments.
Qualifications
• Demonstrated experience supporting business owners, founders, or senior executives in a complex organization.
• Strong organizational skills and the ability to manage competing priorities without losing important details.
• Experience coordinating cross-functional work and maintaining dependable follow-up systems.
• Proficiency with Microsoft Outlook, Excel, PowerPoint, and shared document or task-management platforms.
• Ability to prepare accurate, well-organized reports and polished presentations.
• Sound judgment, resourcefulness, discretion, and confidence asking focused questions or respectfully challenging conflicting priorities.
• Experience in healthcare or another regulated service environment is preferred.
• Comfort learning new business systems and using AI tools responsibly is an advantage.
What Success Looks Like
• Executive commitments have clear owners, deadlines, and visible progress.
• Meetings are well prepared, and decisions lead to documented follow-through.
• Reports and presentations are accurate, current, and ready when needed.
• Important documents and prior decisions can be retrieved quickly.
• Delays and unresolved issues are identified early.
• Co-CEO spends less time chasing updates and more time on decisions and business priorities.
Work Environment and Physical Requirements
Office-based work in a clean, well-lit environment with fluctuating temperatures in close proximity to others. Requires substantial periods of repetitive work utilizing a computer, monitor, keyboard, and mouse; requires frequent sitting more than 75% of the workday. Requires occasional lifting, carrying, pushing, and pulling of equipment and supplies weighing up to 35 pounds; requires walking and standing and the ability to negotiate stairs; requires visual acuity and manual dexterity to operate office equipment.
Vitra Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender