Administrative Assistant

Location: Hybrid (at least 3 days per week in our NYC, Denver or Charlotte offices)

Position Summary:

The Administrative Assistant (AA) provides reliable, high-quality administrative support to multiple Executive Leadership Team (ELT) leaders with shared support needs. This junior-but-critical role owns routine calendaring, travel, expenses, meeting logistics, records, and event coordination using established processes and service standards. The AA is expected to learn leader preferences quickly, deliver accurate and timely work, anticipate routine needs, and resolve standard administrative issues with minimal day-to-day direction. The role contributes to smooth business operations through responsiveness, sound administrative judgment, confidentiality, and consistent follow-through. 

Position Responsibilities:

• Provide shared administrative support to assigned ELT leaders, serving as a responsive and dependable point of coordination for routine business needs. 
• Own routine calendar administration, including scheduling internal and external meetings, confirming attendees and logistics, identifying standard conflicts, and keeping meeting details accurate and current. 
• Anticipate routine scheduling and coordination needs, address common issues before they disrupt leaders, and promptly escalate conflicts that require business prioritization or executive judgment. 
• Coordinate domestic travel arrangements and detailed itineraries in accordance with company policy, including transportation, lodging, meeting locations, and schedule details. 
• Prepare accurate and timely expense reports, process invoices, maintain supporting documentation, and follow through on routine questions, corrections, and approvals. 
• Own end-to-end meeting logistics, including room or virtual setup, attendee communications, materials, catering, visitor details, and day-of support. 
• Maintain organized administrative records, distribution lists, contact information, templates, and shared resources with close attention to accuracy, access, and confidentiality. 
• Coordinate offsites, team events, orientation or training meetings, and other business activities through scheduling, materials preparation, vendor coordination, and logistical follow-through. 
• Provide polished document and presentation support, including formatting, proofreading, organizing content supplied by leaders, and preparing meeting-ready materials. 
• Track routine requests, commitments, and action items; communicate status updates; and close the loop with leaders and stakeholders. 
• Support multiple leaders simultaneously while meeting established service expectations for responsiveness, accuracy, confidentiality, and follow-through. 
• Partner with the Senior Executive Assistant, Workplace Experience team, and administrative colleagues to coordinate coverage, use shared standards, and ensure continuity of support. 
• Use established tools, templates, and processes consistently; identify practical improvements that strengthen administrative efficiency and service quality. 
• Provide in-office support for on-site meetings and business needs, as assigned. 
• Perform other duties as assigned. 
• Adhere to the Judi Health Code of Conduct, including reporting suspected non-compliance. 

Required Qualifications:

• At least 2 years of progressively responsible administrative support, office coordination, operations support, or related experience in a professional environment.
• Demonstrated experience independently coordinating calendars, meetings, travel, expenses, and administrative follow-through for one or more business leaders.
• High school diploma or equivalent required; associate or bachelor’s degree in business, office administration, or a related field preferred.
• Strong working proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel, including calendar management, meeting coordination, document formatting, and presentation preparation.
• Exceptional organization and attention to detail, with a consistent record of accurate, timely, and complete work.
• Ability to manage multiple routine priorities, use established processes, meet deadlines, and adjust quickly when schedules or business needs change.
• Ability to learn leader preferences, company processes, and administrative tools quickly and apply them consistently.
• Clear, concise, and professional written and verbal communication skills.
• Professional presence and the ability to interact effectively with senior leaders, employees, external partners, visitors, and vendors.
• Strong service orientation, responsiveness, and commitment to closing the loop on requests.
• Ability to work independently within defined responsibilities, recognize when escalation is needed, and collaborate effectively across teams.
• Strong administrative judgment and demonstrated ability to handle confidential and sensitive information with discretion.
• Proactive, dependable, and solutions-oriented approach to work. 

Preferred Qualifications:

• Experience supporting multiple executive leaders; working in a shared administrative support model.
• Experience in a fast-paced, high-growth, healthcare, technology, pharmacy benefits, or other regulated environment.
• Experience coordinating offsites, leadership meetings, employee events, or vendor-supported activities.
• Familiarity with expense, travel, procurement, electronic signature, or visitor management systems.