Executive Administrator

Welltok   •  

Burlington, MA

11 - 15 years

Posted 234 days ago

This job is no longer available.

Position Summary

The Executive Administrator is a key member of the executive support staff with primary responsibility for the organization and orchestration of the professional activities for Welltok's Chairman and Chief Executive Officer.  Based in Newport Beach, CA, this position will play an important role in coordinating the overall effectiveness of the CEO and other members of the Welltok executive team.  As Welltok has multiple offices and conducts group business meetings and board meetings at various office locations, occasional travel to coordinate events may be required.

Major Responsibilities

  • Provide administrative support for Welltok’s Chairman and CEO (who also serves on external boards and is an active industry-wide leader in healthcare)
  • Provide additional administrative support to other senior executives, as assigned
  • Manage CEO’s daily activity scheduling and follow up
  • Orchestrate CEO’s e-mail and meeting correspondence into actions
  • Maintain and coordinate the completion of an ongoing task list for the CEO
  • Attend CEO’s weekly staff meetings and other important meetings, as assigned
  • Own executive master calendaring and scheduling for all of Welltok
  • Support the drafting and editing of presentations and other materials
  • Compose, transcribe and proofread written correspondence
  • Manage travel arrangements (air, ground, lodging) and detailed itineraries
  • Manage expense reporting for CEO and other assigned executives
  • Coordinate corporate events, including planning, budgeting, venue selection, negotiating, entertainment, catering, etc.
  • Act as liaison to Welltok’s Board and Committee Members, including the organization and master calendaring of regular Board and Committee Meetings
  • Prepare and distribute Board of Directors materials in a timely manner
  • Develop and maintain effective working relationships with other executive support staff, internally and externally 
  • Maintain current and relevant contacts
  • Maintain physical and electronic files
  • Provide general office management for the Newport Beach, CA location


  • Bachelordegree in any subject with high academic performance
  • Formal administrative or secretarial training strongly preferred
  • 10+ Years of C-level executive administrator and/or business experience
  • Professional appearance and demeanor
  • Strong verbal and writing skills
  • High-expertise in Microsoft Office (Outlook, Tasks, Word, Excel, PowerPoint)
  • Experience with audio and video conferencing
  • Ability to operate general office equipment (phone system, copier/scanner, etc.)

Core Competencies/Attributes for Success

  • Highly focused, precise and organized with the ability to manage a variety of activities to completion
  • Comfortable working independently and using professional judgement to make decisions while CEO and other office executives are traveling or not present
  • Ability to develop and maintain a strong network of relationships
  • Positive attitude and energy that uplifts others and gives them confidence as an ambassador to the CEO
  • Calm under pressure, yet firm and assertive when needed