Senior Executive Assistant

ABOUT HXF

Healthcare Experience Foundation (HXF) is a healthcare leadership and organizational development firm dedicated to helping healthcare organizations create cultures where patients, workforce members, physicians, and communities thrive. Through executive coaching, leadership development, physician and workforce engagement, communication excellence, and culture transformation, HXF partners with hospitals and health systems across the country to align culture, quality, safety, and experience into a unified strategy for organizational excellence.

Our team of experienced healthcare executives, clinicians, and consultants bring real-world leadership experience from the bedside to the boardroom. We work alongside leaders to develop people, strengthen accountability, improve communication, and build sustainable systems that drive meaningful results. At HXF, we believe that healthcare is fundamentally a human experience—and that exceptional outcomes begin with exceptional leadership. Our mission is to help organizations create environments where caregivers, physicians, patients, and communities can thrive.

ABOUT THE ROLE

HXF is seeking a Senior Executive Assistant to support the seamless execution of executive priorities, client engagements, and day-to-day business operations. This role serves as a trusted operational partner across the organization, working closely with the leadership team, coaches, clients, and business partners to ensure priorities are coordinated, organized, and executed effectively. This position is highly collaborative and execution-oriented, sitting at the intersection of executive support, client coordination, project logistics, and operational excellence. The Senior Executive Assistant creates the structure and coordination that enable leaders and coaches to focus on delivering exceptional value to clients.

PRIMARY RESPONSIBILITIES

Executive & Leadership Support

• Manage complex calendars, scheduling priorities, travel, and logistics for the leadership team.
• Coordinate leadership meetings, agendas, materials, meeting notes, and follow-up action items.
• Prepare presentations, reports, correspondence, and executive communications.
• Monitor leadership priorities and proactively ensure commitments, deadlines, and follow-up activities remain on track.
• Exercise discretion and maintain confidentiality while supporting executive decision making.

Client Experience & Engagement

• Serve as a liaison between clients, coaches, and internal leadership to coordinate client engagements.
• Schedule onsite and virtual meetings, workshops, executive retreats, and learning programs.
• Manage meeting confirmations, follow-up communications, and client deliverables.
• Triage client requests and ensure timely routing to the appropriate team members.
• Help deliver the seamless, high-touch client experience that defines HXF.

Operations & Business Coordination

• Coordinate the organization’s operating rhythm, including recurring leadership meetings and planning sessions.
• Monitor organizational calendars to optimize scheduling across clients, coaches, and internal teams.
• Organize shared files, templates, client materials, and operational documentation.
• Identify opportunities to improve internal workflows, communication, and operational efficiency.
• Support implementation of consistent administrative processes across the organization.

Program & Project Coordination

• Coordinate logistics for coaching engagements, workshops, webinars, certification programs, and executive retreats.
• Support coaches with technology setup, meeting preparation, participant communication, and training materials.
• Upload presentations, workbooks, recordings, and other resources to client portals.
• Track project milestones, deliverables, attendance, surveys, and other engagement metrics.
• Coordinate post-session follow-up activities with both clients and coaching teams.

Reporting & Financial Coordination

• Partner with Finance to support accurate project tracking, invoicing, and budget monitoring.
• Track project milestones to ensure timely billing and identify potential delays.
• Support preparation of client reports and internal operational dashboards.
• Maintain accurate records across client engagements and organizational systems.

EXAMPLE OF A TYPICAL DAY

• Managing executive calendars and coordinating competing priorities.
• Confirming upcoming client meetings, tra…