Job Description

Company Overview

LocumTenens.com has been a leader in the rapidly growing healthcare staffing industry since 1995. Locum Tenens means to substitute for, and we live that mission every day by helping healthcare facilities maintain continuity of care when they experience provider shortages. Every associate contributes to ensuring patients are seen, regardless of role or background.

As part of Jackson Healthcare, we are the second-largest healthcare staffing company in the U.S., serving more than 7 million patients across 1,400+ facilities. Our Alpharetta, GA campus offers state-of-the-art amenities designed to enhance the associate experience.

Job Profile Summary

The Executive Administrative Assistant is a uniquely positioned, high-impact role supporting the Executive Vice President of People Operations, the Vice President of Human Resources/Talent Acquisition and the Vice President of Learning & Development. This role may also support Associate Engagement as needed. Because People Operations serves the entire enterprise, this role provides visibility and access across all divisions and plays a direct part in shaping the employee experience at LocumTenens.com.

This is not a traditional EA position. It is a blend of executive partnership, strategic project support, business operations, and people-focused initiatives. The Executive Administrative Assistant serves as a key representative for the EVP, manages complex and shifting priorities, prepares executives for strategic discussions, drives logistical and calendar excellence, produces polished deliverables, and supports enterprise-wide initiatives designed to improve how we work and how we support our people.

We are seeking someone who not only delivers operational excellence but also brings curiosity, technical capability, and a passion for innovation. Someone who enjoys challenging the status quo, proposing new approaches, and finding creative solutions. This role offers exceptional exposure to every area of the company - and the opportunity to make a meaningful impact on the heart of our organization: our people.

Core Responsibilities

1. Calendar & Communication Management 40%

Calendar & Schedule Coordination

• Manage and optimize executive calendars, including scheduling, prioritization, conflict resolution, and coordination with other EAs and leaders.
• Arrange remote, hybrid, and in-person meetings, including videoconferencing.
• Plan proactively for travel time, meeting preparation, interviews, and shifting priorities.
• Prepare executives for key meetings and interviews by ensuring materials, agendas, and logistics are in place.
• Coordinate DDM (Day-in-the-Making) interviews and packet preparation, ensuring all materials are assembled, organized, and delivered to the appropriate audience.

Communication & Meeting Support

• Serve as the primary point of contact for calls, emails, and communications.
• Draft, edit, and send professional correspondence on behalf of executives as needed.
• Coordinate meeting set-ups, including room reservations, technology readiness, and refreshments if required.
• Assist with logistics for training classes, new hire orientation, and other People Operations events.
• Facilitate and administer components of the New Hire Buddy Program, including communication, scheduling, and materials distribution.
• Collect agenda items for team meetings, prepare meeting agendas, share materials, and provide notetaking and follow-up documentation.

2. Corporate Projects & Strategic Initiatives 25%

• Support execution of companywide and divisional strategic initiatives.
• Maintain and update strategic scorecards, business plans, and project tracking documents.
• Track and monitor progress of initiatives and assist leaders with scorecard and project updates.
• Coordinate monthly People Operations team awards, including collecting nominations, preparing submissions, and organizing recognition materials.
• Assist the VP of HR with preparation and distribution of companywide anniversary cards, ensuring accuracy and timely delivery.

3. Reporting, Presentations & Data Management 25%

• Create polished PowerPoint presentations and executive-level slide decks involving complex and often confidential data.
• Develop, maintain, and analyze Excel reports, financial data, and statistical information.
• Prepare and compile internal reports for leadership, meetings, and committees.
• Process Workday transactions for monthly and quarterly MBO payments.
• Conduct research and compile data to support executive decision-making.
• Manage electronic documents, version control, and organized digital filing systems.
• Prepare and submit Workday expense reports and assist with budget tracking as needed.
• Manage expense processing for executives and People Operations functions, ensuring accuracy and alignment to budget.
• Oversee vendor management activities, including invoicing, billing reconciliation, and electronic uploads for payment processing.

4. Executive Administrative Support 20%

Travel & Logistics

• Coordinate detailed travel arrangements including flights, accommodation, transportation, itineraries, reservations, and event schedules.
• Serve as a liaison between executives and the company travel team.

Executive & Team Support

• Facilitate communication across the Senior Leadership Team, Executive Team, other EAs, associates, and external partners.
• Plan and coordinate People Operations team engagement events such as team-building sessions, celebrations, and holiday gatherings.
• Assist with companywide events in partnership with Associate Engagement.
• Manage associate gifting, recognition items, and related logistics.
• Support People Operations leadership with department-level operational tasks, including managing recognition submissions, and maintaining award logs.

Additional Responsibilities

• Assist with special projects assigned.
• Provide backup support to other Executive Administrative Assistants.
• Communicate with external vendors and service providers when needed.

Qualifications

Education & Experience

• High School Diploma required; bachelors degree preferred but not required.
• Minimum 6+ years supporting C-Suite, VP-level, or senior executives.

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook, Teams).
• Comfortable using AI tools such as Microsoft Copilot and ChatGPT.
• Experience using electronic expense management software.
• Experience with ERP (Enterprise Resource Planning) system or HCM (Human Capital Management) system

Professional Skills & Capabilities

• Exceptional organization, time management, and prioritization skills.
• Strong written and verbal communication skills.
• Project management skills.
• Ability to maintain confidentiality and handle sensitive information.
• Strong relationship-building skills across all organizational levels.
• Ability to work independently while being a collaborative team player.
• Continuous improvement mindset with a focus on streamlining processes.
• Strong critical thinking, problem-solving, and anticipation of executive needs.

Key Competencies

• Customer Focus
• Optimizes Work Processes
• Manages Complexity
• Collaborates
• Balances Stakeholders
• Communicates Effectively
• Resourcefulness
• Manages Ambiguity
• Plans and Aligns
• Situational Adaptability

Physical & Work Environment Requirements

• Standard office environment with extended periods of computer-based work.
• Ability to sit or stand as needed; occasionally lift 10 lbs.
• Ability to follow written and verbal instructions and operate office equipment.
• Ability to handle multiple variables and tasks with minimal standardization.

Whats In It for You

• Company-paid benefits: Basic Life & AD&D, Short- and Long-Term Disability, EAP, Compass Health Advocate, and Transitions support.
• Comprehensive healthcare benefits including HSA/FSA, Dependent Care FSA, Prepaid Legal Services, 529 Savings Plan, and Pet Insurance.
• Paid maternity and paternity leave.
• 401(k) with 35% match on every dollar up to 8%.
• Generous PTO starting at 15 days per year, increasing with tenure.
• Tuition reimbursement for continuing education.
• Access to a premier campus including onsite daycare, cafeteria, fitness center, and wellness clinic.

EEO Statement

LocumTenens.com is an Equal Employment Opportunity and Affirmative Action Employer. We consider all qualified applicants without regard to race, color, religion, sexual orientation, gender identity or expression, national origin, age, disability, or protected veteran status. We are committed to fostering an inclusive and diverse workplace.

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