Executive Assistant

About Us:

We’re not your typical agency. In fact, we don’t want to be. At M Booth Health, we take pride in doing what’s right, not what’s easy. Asking the difficult questions and finding unexpected answers. Pushing ourselves and our clients to think bigger. Moving beyond imposed limits to break through and create real connection.

We live our brand promise: Choose to Challenge . We’re built to help organizations and brands challenge norms, drive results and improve the health and lives of those who need it most.

We believe health communications can change the world. Why? Because we’ve done it before. We’ve been at the forefront of advancing some of the most urgent issues in public health and medicine for decades. Our teams are purpose-built to challenge the status quo and drive results–both for our clients and for the health and well-being of people around the world.

The Role:

Executive Assistant

The Executive Assistant serves as a trusted operational partner to the CEO and Executive Committee, ensuring leaders can focus on the highest-value work while the day-to-day logistics, coordination, and operational details are handled seamlessly.

This role is equal parts executive support, project coordination, operational problem solving, and agency facilitation. Success requires exceptional organization, sound judgment, discretion, attention to detail, and the ability to anticipate needs before they arise.

The Executive Assistant works closely with leaders across Human Resources, Finance, Operations, Office Management, IT, and other agency teams to help coordinate initiatives, remove roadblocks, and ensure the Executive Committee operates efficiently.

The ideal candidate is proactive rather than reactive, enjoys bringing order to complexity, and is energized by helping a fast-moving leadership team and agency operate at its best.

Responsibilities:

Executive Support

• Manage complex calendars for the CEO and Executive Committee members
• Coordinate meetings across internal and external stakeholders while balancing competing priorities
• Protect executive focus time and proactively manage scheduling conflicts
• Arrange domestic and international travel, including itineraries, transportation, accommodations, and contingency planning
• Prepare and reconcile expense reports
• Track and submit executive timesheets and administrative requirements
• Prepare agendas, meeting materials, and follow-up action items
• Exercise discretion when handling confidential and sensitive information
• Build, edit, and polish executive presentations in PowerPoint and Google Slides
• Prepare leadership materials for Executive Committee meetings, client meetings, agency communications, and presentations
• Coordinate document approvals, signatures, and distribution
• Maintain organized digital files and shared resources
• Ensure meeting materials are accurate, complete, and delivered on time

Cross-Functional Partnership

• Partner with Human Resources on onboarding logistics, leadership communications, employee events, and Executive Committee initiatives
• Partner with Finance on expense reporting, purchasing, budget coordination, and administrative processes
• Partner with Operations on agency initiatives, operational projects, leadership meetings, and process improvements
• Partner with Office Management and IT to coordinate workplace needs, technology support, office logistics, vendor relationships, and executive events
• Collaborate with agency teams to move initiatives forward and ensure effective coordination across the business

Agency & Event Coordination

• Coordinate logistics for in-person and virtual meetings, workshops, offsites, town halls, and agency events
• Arrange meeting space, catering, audiovisual support, travel, and vendors
• Coordinate Executive Committee meetings and leadership offsites
• Support a welcoming, organized, and efficient office environment
• Assist with agency celebrations, recognition events, and internal communications

New Business Support

• Coordinate logistics for new business pitches and presentations
• Assemble and quality-check presentation materials
• Coordinate travel, scheduling, catering, shipping, and meeting logistics for pitch teams
• Help ensure deadlines are met and materials are presentation-ready

Continuous Improvement

• Identify opportunities to improve administrative and operational workflows
• Anticipate executive and agency needs before they become iss…