Lead Assoc, Administrative Services

Job Description

Are you passionate about being the enabling force driving the leaders who are shaping the future of AI in healthcare and enterprise operations? Do you thrive in fast-paced environments where attention to detail, discretion, and strategic foresight are essential? Join our AI, Process Intelligence, Software Engineering, and Human Experience Organization (APEX) within IT as the Executive Administrative Assistant to the Chief AI Officer (CAIO).

In this role, you will serve as the CAIO’s strategic execution partner, owning calendar stewardship, meeting preparation, relationship management, and day-to-day orchestration, while acting as a strategic partner to ensure the CAIO’s time is managed to focus on delivering the organization’s AI vision and priorities. You will leverage Generative and Agentic AI to maximize your effectiveness and lead the evolution of intelligent admin assistant agents, staying at the forefront of AI and agentic capabilities.

You will collaborate across the company and with external partners to help the CAIO drive outcomes through disciplined time management, strategic stakeholder engagement, and crisp execution.

Core Responsibilities:
Operational Excellence and Executive Support

• Act as the primary point of contact to the CAIO; manage inbound requests with discretion, judgment, and prioritization aligned to strategic objectives.
• Own end-to-end calendar management, ensuring time is allocated strategically to maintain key relationships with company executives and external parties (vendors, industry leaders, academic partners, regulators, standards bodies, ecosystem communities).
• Coordinate complex domestic and international travel, multi-leg itineraries, visa/passport processing, and on-the-ground logistics; develop contingency plans and provide real-time support during travel.
• Process expense reports accurately and promptly; maintain budgets and actuals for all of APEX and reconcile costs for APEX-related initiatives and events.
• Maintain comprehensive records, documents, and knowledge assets; manage executive files and ensure confidentiality.

Strategic Partnership and Time Stewardship

• Understand the CAIO’s strategic vision, annual objectives, and quarterly priorities; ensure the CAIO’s calendar and engagements directly map to strategic goals, OKRs, and key initiatives.
• Partner with the CAIO to triage and prioritize opportunities, requests, and meetings; recommend acceptance/deferral based on impact, readiness, and alignment.
• Build and maintain a strategic relationship map (internal and external) and an engagement plan to ensure regular, purposeful touchpoints with critical stakeholders.
• Prepare the CAIO for each meeting, day, week, and month: agenda framing, stakeholder profiles, recent interactions, decision points, risks/issues, and desired outcomes.
• Coordinate pre-reads, meeting materials, and follow-ups; ensure actions, owners, and timelines are captured and executed.

Meeting, Communication, and AI-Orchestrated Workflows

• Develop and drive operating rhythms: weekly exec one-on-ones, steering committees, vendor reviews, R&D syncs, quarterly business reviews, board updates, and quarterly town halls.
• Partner with APEX/IT Communications to craft, edit, and review e-mails, memos, internal announcements, and external communications; ensure messaging aligns with CAIO strategy and company policies.
• Build agendas and briefing packets; synthesize complex technical inputs (AI/ML strategy, model performance, compliance, risk) into clear, concise executive summaries for the CAIO.
• Track and ensure closure on decisions and action items from meetings; follow through with stakeholders to keep momentum.
• Anticipate and mitigate scheduling conflicts, risks, and reputational considerations; escalate thoughtfully with recommended options.
• Use Generative and Agentic AI (within all approved corporate systems) to draft briefings, summarize pre-reads, generate meeting minutes and action trackers, prioritize tasks, and proactively flag conflicts or dependencies, maintaining appropriate review for accuracy, tone, and compliance.

Program, Process, and Intelligent Agent Enablement

• Establish and maintain…