Executive Assistant to the C-SuiteHouston, TexasNutex Health (NASDAQ: NUTX) is seeking a polished, highly discreet Executive Assistant to serve as the primary administrative partner to the Chief Executive Officer and to provide coordinated support to the company’s corporate officers. This role is the professional face of the corporate office, managing the front desk, officer calendars, travel, expenses, and meeting preparation, Board and earnings logistics, and the flow of documents requiring officer review and signature. The ideal candidate brings public-company experience, sound judgment in managing competing priorities, and the discretion required to handle board, financial, legal, and personnel matters.
Key Responsibilities
- Executive Support for All Officers
The following core support applies to the CEO, CFO, CLO, COO, and CMO, with the CEO’s needs taking priority.
- Calendar Management: Proactively manage officer calendars, balancing internal meetings, Board commitments, investor activity, facility visits, and external engagements; anticipate conflicts and resolve them in advance; protect time for strategic priorities, preparation, and travel.
- Meeting Preparation: Assemble briefing packets, agendas, background materials, and prior correspondence before meetings; capture action items and commitments, distribute follow-ups, and track completion with responsible owners.
- Travel: Arrange complex domestic and international travel, including air, ground, lodging, and detailed itineraries; adjust plans in real time as schedules change.
- Expenses: Prepare, reconcile, and submit expense reports with required receipts and documentation in accordance with Company policy and deadlines.
- Chief Executive Officer Support (Primary)
- Stakeholder Liaison: Serve as the CEO’s point of contact for Board members, investors, officers, facility leaders, physicians, and external partners, representing the CEO’s office with professionalism and discretion.
- Priority Tracking: Track the CEO’s commitments and priorities, and keep him informed of upcoming deadlines and decisions.
- Executive Administration: Maintain the CEO’s contacts, recurring commitments, and professional obligations such as speaking engagements, industry events, and memberships.
- Board of Directors and Governance Support
- Build and maintain the annual Board and committee calendar in coordination with the CEO.
- Coordinate meeting logistics, including scheduling, venues, catering, virtual meeting technology, and travel for directors as needed.
- Collect, format, and assemble Board books and committee materials from contributing officers; manage version control and enforce submission deadlines.
- Distribute Board materials securely through approved channels and confirm receipt by directors.
- Support the CLO in preparing meeting minutes, written consents, and resolutions; maintain the corporate record book and governance files.
- Track Board requests and follow-up items, and confirm closure before the next meeting.
- Coordinate director onboarding logistics, director expense reimbursements, and Board-related communications.
- Chief Operating Officer Support
- Schedule and coordinate recurring hospital leadership calls with CNOs, Facility Administrators, CMOs, and facility leaders, including invitations, agendas, and attendance tracking.
- Coordinate logistics for facility visits and operational site reviews.
- Format and finalize Board memos, presentations, and operational reports.
- Route operational documents requiring signature and track them to completion.
- Help coordinate leadership surveys, workgroup assignments, and follow-up communications as requested.
- Chief Financial Officer Support
- Coordinate earnings-cycle logistics, including preparation sessions, rehearsal scheduling, script version control, and call-day coordination.
- Schedule meetings with external auditors, banks, lenders, analysts, and investors.
- Arrange investor conferences, roadshows, and site visits, including materials and meeting schedules.
- Maintain secure handling of financial materials before public release.
- Chief Legal Officer Support
- Route contracts and agreements (including leases, payer agreements, physician agreements, and vendor contracts) for legal review and officer signature; track status through full execution.
- Maintain a legal deadline calendar covering contract renewals, notice periods, filing dates, and litigation or regulatory deadlines.
- Schedule meetings and calls with outside counsel and coordinate document exchanges.
- Handle attorney-client privileged materials in accordance with Legal’s instructions, including labeling, segregated storage, and restricted distribution.
- Provide logistics support for SEC filings, including timeline tracking, signature collection, and coordination with contributing officers.
- Maintain organized files of executed agreements and corporate records.
- Chief Medical Officer Support
- Schedule physician leadership and medical director meetings across facilities.
- Prepare and distribute physician communications and meeting materials.
- Maintain confidentiality of physician-related correspondence, credentialing-related information, and quality documents.
- Track deadlines for physician-related documents and agreements in coordination with Legal.
- Shared Office Coordination
- Shared Officer Calendar: Maintain a single shared calendar of Board meetings, earnings dates, SEC filing deadlines, contract renewals, notice periods, and key company events, visible to all officers.
- Signature Log: Maintain a central log of documents awaiting officer signature, noting the owner, due date, and whether legal review is required before execution; provide a weekly status summary to officers.
- Cross-Officer Coordination: Schedule meetings that involve multiple officers, coordinating availability and preparing agendas and materials.
- Document Control: Maintain organized, access-controlled electronic files for Board, legal, financial, and executive records in line with Company retention policies.
- Weekly Look-Ahead: Prepare a brief weekly look-ahead of key officer meetings, deadlines, and visitors.
- Front Desk and Executive Office Presence
- Serve as the first point of contact for the corporate office, greeting investors, Board members, candidates, physicians, and visitors with a polished, hospitable presence.
- Answer and route incoming calls professionally, taking accurate messages and escalating urgent matters appropriately.
- Manage the visitor log, guest check-in, and building access for visitors in coordination with building management.
- Prepare conference rooms for officer, Board, and investor meetings, including room setup, refreshments, and audio-visual readiness.
- Keep the reception and executive areas guest-ready at all times, coordinating with the Office Manager on supplies, vendors, and facilities needs.
- Receive and distribute mail, couriers, and deliveries, giving priority handling to confidential and time-sensitive items.
- Coordinate front desk coverage with a designated backup for breaks, meetings, and time off.
- Special Projects and Continuous Improvement
- Support executive special projects, events, and initiatives as assigned by the CEO or officers.
- Recommend and implement improvements to executive office processes, templates, and tools.
- Use Microsoft 365 tools (Outlook, Teams, SharePoint, OneDrive) to streamline scheduling, collaboration, and document management.
- Other duties as assigned.
Prioritization
When requests conflict, this position will prioritize work in the following order:
- Chief Executive Officer requests
- Board, earnings, and SEC filing deadlines
- Contracts or signatures with a deadline or notice date
- Other officer requests, in the order received
Conflicts that cannot be resolved will be escalated to the CEO or the CEO’s designee.
Confidentiality and Compliance
- Handle material non-public information, Board materials, and attorney-client privileged information with absolute discretion.
- May be designated as an insider under the Company’s Insider Trading Policy, subject to blackout periods and pre-clearance of trades in Company securities.
- Comply with HIPAA and Company privacy policies when protected health information is encountered.
- Follow Company policies for secure storage, transmission, and distribution of confidential documents.
Required Skills and Qualifications
- Minimum 5 years of executive administrative experience supporting C-suite executives.
- Bachelor’s degree preferred; equivalent combination of education and experience will be considered.
- Exceptional discretion and judgment in handling sensitive and confidential information.
- Demonstrated ability to support multiple senior executives and manage competing priorities.
- Excellent written and verbal communication skills; polished, professional demeanor and appearance.
- Advanced proficiency in Microsoft 365 (Outlook calendar and delegate access, Word, Excel, PowerPoint, Teams).
- Strong organization, attention to detail, and follow-through.
Preferred Qualifications
- Experience at a publicly traded company, including Board, earnings, or SEC filing support.
- Healthcare industry experience.
- Experience supporting a legal department or executing contract routing and signature workflows.
- Workday experience.
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer.
- Ability to lift up to 15 pounds at times, and to bend and squat.
Compensation and Benefits
- Competitive salary commensurate with experience
- Medical, Dental, and Vision plans; zero-premium plans available for employee-only coverage
- HSA, FSA, and Dependent Care Account
- 401(k) with company match
- Employee Stock Purchase Program
- Company-paid STD, LTD, and Life Insurance; voluntary Critical Illness and Life plans
- Employee Assistance Program
- PTO and paid holidays