Executive Assistant to Chief Executive Officer

Executive Assistant – United Heritage Group California-based | Reporting to CEO

Schedule: This position is open to both full-time and part-time candidates. Hours and schedule are flexible and will be determined based on the right fit.

Who We’re Looking For

A sharp, organized, and highly trusted professional who can serve as the CEO’s right hand, keep the entire executive operation running smoothly, and grow into an Operations Manager or Chief of Staff over time. This role touches everything — scheduling, compliance, communications, and special projects — so the right person is proactive, discreet, and thrives in a fast-moving healthcare environment.

What You’ll Do

Executive & Board Support — Own the CEO’s calendar end-to-end. Triage the CEO inbox twice daily, coordinate board meetings, prepare materials, capture meeting minutes, and track action items to completion. No meeting gets scheduled without a clear purpose and proper prep.

Clinician Onboarding & Compliance — Collect and verify all clinician credentials (licenses, CPR, background checks, etc.) before any staff member touches a patient. Maintain an expiration tracker and send renewal reminders at 60, 30, and 7 days out.

Revenue Support — Help generate leads for partnership opportunities, track referral source outreach, compile weekly intake referral reports for the board, and support patient onboarding logistics.

Operations & Project Management — Support cross-department initiatives, manage the company’s centralized filing and communications systems, coordinate travel and company events, and assist with the full operations playbook build-out.

Performance Expectations

• Inbox Zero by 10 AM and 5 PM daily
• 95%+ of CEO requests actioned or delegated within 24 hours
• All external meetings confirmed at least 48 hours in advance
• 100% compliance with confidentiality and credentialing standards
• Target: 9/10+ CEO satisfaction score by the 6-month mark

Growth Path

This role is intentionally built as a leadership development track. The expectation is that within 12 months, you’re operating as a strategic partner — anticipating needs before they’re voiced, saving the CEO 5–10 hours per week, and building the trust of external stakeholders. The ceiling here is Operations Manager or Chief of Staff.

What You’ll Need

• Exceptional organizational and communication skills
• Comfort working in a healthcare or regulated industry environment
• High discretion with confidential executive and HR matters
• A self-starter mindset — you should be solving problems before anyone asks