Executive Assistant

Why Join CINQCARE?

CINQCARE is a provider-led, community-based health and care partner dedicated to improving the health and well-being of those who need care the most, with a deep commitment to high-needs, urban and rural communities. Our local physicians, nurses, and caregivers work together to serve people and the communities they live in, beyond just treating symptoms. We remove barriers by delivering personalized care as close to home as possible, often in-home, because we know a deep understanding of our patient’s race, culture, and environment is critical to delivering improved health outcomes. By empowering patients, providers, and caregivers with the support they need, we strive to make health and care a reality—not a burden—every single day. Join us in creating a better way to care.

Position Overview

The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative and strategic support exclusively to the COO of CINQCARE Inc. This role ensures the COO’s effectiveness by managing complex schedules, coordinating meetings, handling communications, and supporting day-to-day operations. In addition to typical administrative duties, the Executive Assistant plays a critical role in stakeholder management, preparing executive-level documents and presentations, managing special projects, and ensuring seamless execution of organizational priorities. The position requires discretion, sound judgment, and the ability to operate in a fast-paced, dynamic environment.

Key Responsibilities

Calendar & Travel Management

• Maintain and optimize the COO’s calendar, proactively resolving scheduling conflicts.
• Arrange complex travel itineraries (air, hotel, ground transportation) and prepare detailed travel briefs.

Administrative & Operational Support

• Draft, edit, and format documents, reports, proposals, and presentations for diverse audiences.
• Manage expense reporting, invoice processing, and budget tracking for the COO.
• Maintain accurate records, organizational charts, and distribution lists.
• Oversee office supply procurement and vendor coordination.
• Support onboarding new executives and direct reports to the COO.

Meeting & Event Coordination

• Coordinate internal and external meetings, including logistics and technology setup.
• Prepare agendas, PowerPoint decks, and supporting materials for executive meetings.
• Provide key takeaways and action items for select meetings
• Organize logistics for large-scale or offsite events, leveraging internal and external resources.
• Facilitate meetings by managing technology, timekeeping, and note-taking.
• Ensure secure access for external visitors and coordinate hospitality needs.

Stakeholder & Communication Management

• Serve as a liaison between the COO and internal/external stakeholders.
• Develop and maintain stakeholder contact information.
• Maintain confidentiality and handle sensitive information in compliance with company policies.
• Post and manage documentation on collaboration platforms (e.g., SharePoint).
• Draft high-level correspondence for internal and external audiences.

Strategic & Special Projects

• Act as a trusted advisor and filter for decisions, priorities, and information flow to and from the COO.
• Assist with strategic initiatives, research, and data compilation for executive decision-making.
• Coordinate cross-functional projects and track deliverables to ensure timely completion.
• Support operational improvements and participate in process enhancement efforts.

Qualifications

• Minimum Associates Arts Degree required. Bachelor’s degree preferred or equivalent experience.
• Minimum four (5) years of experience as an executive assistant supporting senior business leaders.
• Demonstrated track record of collaborative leadership in a global, diverse team environment.
• Strong organizational and project management skills.
• Able to manage multiple priorities under tight timelines
• Demonstrated entrepreneurial skills and interests.
• Excellent written and verbal communication abilities.
• High level of discretion and professionalism
• Embody CINQCARE’s core values: Trusted, Empathetic, Committed, Humble, Creative and Community-minded.
• Attributes: Proactive, detail-oriented, adaptable, and collaborative.

The working environment and physical requirements of the job include:

In-office work is performed indoors in a traditional office setting with air conditioning, artificial light, and an open workspace.

In this position you will need to communicate with customers, vendors, management, and other co-workers in person and over devices, sometimes with people who are agitated. Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods is common. Must be able to receive ordinary information and to prepare or inspect documents. Lifting of up to 10 lbs. occasionally may be required. Good manual dexterity for the use of common office equipment such as computer terminals, calculator, copiers, and FAX machines. Good reasoning ability is important. Able to understand and utilize management reports, memos, and other documents to conduct business.

Our Benefits

At CINQCARE, we care for our team like we care for our patients—holistically. We offer flexible, comprehensive benefits so you can thrive while delivering top-notch care.

• Medical Plans: Two comprehensive options offered to Team members.
• 401K: 4% employer match for your future.
• Dental & Vision: Flexible plans with in-network savings.
• Paid Time Off: Generous PTO, holidays, and wellness time.
• Extras: Pet insurance, commuter benefits, mileage reimbursement, CME for providers, and company-provided phones for field staff.

Equal Opportunity & Reasonable Accommodation Statement

CINQCARE is an Equal Opportunity Employer committed to creating an inclusive environment for all employees. We provide equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law.

If you require a reasonable accommodation during the application or employment process, please indicate this in your application or speak with your recruiter during the hiring process.

Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, add, or remove duties as necessary.