Executive Assistant

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Timely Care Timely Care is higher education’s most trusted virtual health and well-being provider, serving millions of students, educators, and staff at 400+ campuses nationwide. Founded in 2017, Timely Care pioneered the first telehealth solution built exclusively for higher education, with a mission to foster student success and improve the health and well‑being of campus communities. Today, its comprehensive suite of services – including mental health counseling, on‑demand emotional support, medical care, psychiatric care, health coaching, basic needs assistance, faculty and staff guidance, success coaching, peer support, and self‑guided wellness tools – expands the breadth of campus resources and empowers student success.

Timely Care is seeking a highly accomplished, proactive, and operationally excellent Executive Assistant to support the CEO. This role functions as a true extension of the CEO, ensuring that his time, focus, and communications remain consistently aligned with the organization’s highest priorities.

The Executive Assistant will maintain full ownership of the administrative, logistical, and operational functions of the CEO’s office, including strategic calendar management, meeting preparation and briefings, communication flow, project coordination, travel management, and executive leadership alignment logistics. This position requires exceptional judgment, strict confidentiality, and an anticipatory approach, with the ability to thrive in a fast‑paced, high‑growth environment.

This role is based onsite in Fort Worth, Texas on a weekly basis, with candidates considered across the DFW area. A hybrid schedule may potentially be available based on executive scheduling.

• Calendar Ownership & Strategic Time Management
• Own and manage the CEO’s calendar, prioritizing time allocation in alignment with organizational and business objectives.
• Proactively schedule thinking time, preparation windows, recovery periods, and travel buffers to optimize executive effectiveness.
• Anticipate scheduling conflicts, recommend viable alternatives, and execute adjustments with urgency and confidentiality.
• Coordinate complex internal and external meetings, both virtual and in person.
• Meeting Preparation & Executive Readiness
• Ensure the CEO is fully prepared for all meetings.
• Prepare comprehensive meeting briefs, including agendas, context, risks, and required decisions.
• Coordinate and assemble multi‑departmental inputs for recurring and ad‑hoc meetings.
• Build and refine business update decks, staff meeting presentations, board materials, and executive talking points.
• Communication & Inbox Management
• Serve as the primary point of triage for the CEO’s inbox and incoming communications.
• Draft, edit, and polish emails, memos, updates, and executive correspondence.
• Exercise sound judgment and maintain strict confidentiality in all interactions.
• Project Coordination & Follow‑Through
• Track timelines, deliverables, and action items across CEO‑sponsored initiatives.
• Conduct research and gather background information to support executive decision‑making.
• Compile summaries, action logs, and status reports to ensure accountability and progress.
• Monitor follow‑through on commitments and decisions resulting from executive meetings.
• Coordinate ELT meeting logistics, including agendas, pre‑read materials, and follow‑up actions.
• Collect data, updates, and materials from ELT members to support CEO preparation.
• Maintain executive alignment through operational coordination and communication flow.
• Travel, Events & External Engagement Support
• Manage complex domestic and international travel schedules, itineraries, and briefing materials.
• Address last‑minute changes or disruptions with professionalism and efficiency.
• Support logistics for executive events, board meetings, conferences, and external presentations.
• Office, Facilities & Administrative Operations
• Oversee day‑to‑day operations of the executive office and onsite needs.
• Ensure executive work spaces and visitor areas are…