Help Keep HQI Leadership Moving Forward

Health Quality Innovators (HQI) is seeking an experienced Executive Assistant to support HQI’s Leadership Team and Human Resources by keeping Executive, Board, and People Operations activities organized and on schedule. This role coordinates meetings and communications, maintains accurate records, and advances recruitment, onboarding, and other HR processes.

This person should be a highly organized and proactive self-starter who can anticipate needs, manage conflicting priorities, meet commitments, and exercise sound independent judgment with little guidance. The role requires discretion with sensitive information, strong follow-through, and the ability to balance priorities across different areas.

What You’ll Do

• Provide high-level executive and administrative support to members of the Leadership Team, managing priorities and ensuring timely follow-through on executive-level activities and requests.
• Reviews incoming correspondence from federal and state agencies, hospitals, client organizations, and other stakeholders; routes correspondence to the appropriate personnel for action and monitors deadlines associated with Contracting Officer requests and similar deliverables.
• Coordinates Board of Directors functions and meetings, including Executive and Audit and Compliance Committee meetings, and communicates with Board members regarding routine and special activities.
• Researches, gathers, organizes, and compiles background information to support executive communications, reports, meetings, and other organizational needs.
• Prepares, formats, proofreads, and edits meeting agendas, minutes, reports, presentations, correspondence, proposals in response to RFPs and other business opportunities, and other executive-level communications and materials.
• Records, prepares, and distributes meeting minutes and other pertinent documents for All Team Meetings, Contracting Officer Representative (COR) meetings, Leadership Team meetings, Board-related meetings, and other special meetings.
• Communicates professionally and appropriately with CMS officials, including the COR, as well as customers and other external stakeholders.
• Maintains accurate and organized corporate, contract, Board-related, and leadership files and records and updates organizational charts and related leadership documents as needed.
• Manages Leadership Team calendars and coordinates meetings, including scheduling and organizing Microsoft Teams meetings, invitations, attendees, meeting materials, and related logistics.
• Coordinates attendance and travel arrangements for Leadership Team members and members of the Board of Directors.
• Supports recruitment administration, including posting approved openings, coordinating interviews, communicating with candidates, maintaining applicant records, and tracking hiring steps.
• Coordinates onboarding and offboarding tasks, including forms, background check and authorization tracking, required training, orientation schedules, equipment and access requests, and follow-up with the appropriate teams.
• Maintains accurate and confidential HR records, personnel files, trackers, organizational information, and routine HR reports in accordance with HQI procedures and retention requirements.
• Assists with benefits and leave administration by distributing approved materials, tracking submissions and deadlines, updating records, and directing questions requiring interpretation or decisions to HR leadership or the appropriate vendor.
• Supports HR communications, recognition activities, performance cycle logistics, and other team member programs as directed.
• Identifies conflicting deadlines across executive and HR work, confirms priorities with the CEO and HR leadership, and provides timely status updates.
• All other duties as assigned.

Required Qualifications

• Bachelor’s degree required
• Five to seven years of administrative experience supporting executive-level personnel
• High level of interpersonal skills and discretion when handling sensitive and confidential information
• Excellent analytical, organizational, written, and verbal communication skills
• Ability to manage multiple competing tasks and priorities
• Proficiency with Microsoft Office products, including Outlook, Teams, Word, Excel, and PowerPoint
• Demonstrated ability to manage executive calendars, coordinate schedules, and organize Microsoft Teams meetings
• Ability to work independently and exercise sound judgment with minimal direction
• Highly organized, detail-oriented, dependable, and proactive, with the ability to anticipate needs and follow tasks through to completion

Why Join HQI? 

• Fully remote work environment with job flexibility
• Supportive and collaborative culture
• Professional development and growth opportunities
• Opportunity to work closely with executive leadership and support organization-wide priorities
• Mission-driven work that helps HQI improve healthcare quality and outcomes

Ideal Candidate: Someone who is highly organized, proactive, discreet, and comfortable working directly with senior leaders and Board members. You anticipate what needs to happen next, keep multiple priorities moving, communicate professionally with internal and external stakeholders, and can be trusted to follow through with minimal direction.

Travel:

• Limited travel may be required, including travel for HQI all-company meetings and other leadership or Board-related activities as needed.

Competitive salary and attractive benefit package. Go to www.HQI.solutions/careers to view our benefits. We maintain a drug-free workplace and are an M/F Disabled and Vet EEO/AA Employer.