Executive Assistant
About Us:
We’re not your typical agency. In fact, we don’t want to be. At M Booth Health, we take pride in doing what’s right, not what’s easy. Asking the difficult questions and finding unexpected answers. Pushing ourselves and our clients to think bigger. Moving beyond imposed limits to break through and create real connection.
We live our brand promise: Choose to Challenge. We're built to help organizations and brands challenge norms, drive results and improve the health and lives of those who need it most.
We believe health communications can change the world. Why? Because we’ve done it before. We’ve been at the forefront of advancing some of the most urgent issues in public health and medicine for decades. Our teams are purpose-built to challenge the status quo and drive results–both for our clients and for the health and well-being of people around the world.
The Role:
Executive Assistant
The Executive Assistant serves as a trusted operational partner to the CEO and Executive Committee, ensuring leaders can focus on the highest-value work while the day-to-day logistics, coordination, and operational details are handled seamlessly.
This role is equal parts executive support, project coordination, operational problem solving, and agency facilitation. Success requires exceptional organization, sound judgment, discretion, attention to detail, and the ability to anticipate needs before they arise.
The Executive Assistant works closely with leaders across Human Resources, Finance, Operations, Office Management, IT, and other agency teams to help coordinate initiatives, remove roadblocks, and ensure the Executive Committee operates efficiently.
The ideal candidate is proactive rather than reactive, enjoys bringing order to complexity, and is energized by helping a fast-moving leadership team and agency operate at its best.
Responsibilities:
Executive Support
Manage complex calendars for the CEO and Executive Committee members
Coordinate meetings across internal and external stakeholders while balancing competing priorities
Protect executive focus time and proactively manage scheduling conflicts
Arrange domestic and international travel, including itineraries, transportation, accommodations, and contingency planning
Prepare and reconcile expense reports
Track and submit executive timesheets and administrative requirements
Prepare agendas, meeting materials, and follow-up action items
Exercise discretion when handling confidential and sensitive information
Build, edit, and polish executive presentations in PowerPoint and Google Slides
Prepare leadership materials for Executive Committee meetings, client meetings, agency communications, and presentations
Coordinate document approvals, signatures, and distribution
Maintain organized digital files and shared resources
Ensure meeting materials are accurate, complete, and delivered on time
Cross-Functional Partnership
Partner with Human Resources on onboarding logistics, leadership communications, employee events, and Executive Committee initiatives
Partner with Finance on expense reporting, purchasing, budget coordination, and administrative processes
Partner with Operations on agency initiatives, operational projects, leadership meetings, and process improvements
Partner with Office Management and IT to coordinate workplace needs, technology support, office logistics, vendor relationships, and executive events
Collaborate with agency teams to move initiatives forward and ensure effective coordination across the business
Agency & Event Coordination
Coordinate logistics for in-person and virtual meetings, workshops, offsites, town halls, and agency events
Arrange meeting space, catering, audiovisual support, travel, and vendors
Coordinate Executive Committee meetings and leadership offsites
Support a welcoming, organized, and efficient office environment
Assist with agency celebrations, recognition events, and internal communications
New Business Support
Coordinate logistics for new business pitches and presentations
Assemble and quality-check presentation materials
Coordinate travel, scheduling, catering, shipping, and meeting logistics for pitch teams
Help ensure deadlines are met and materials are presentation-ready
Continuous Improvement
Identify opportunities to improve administrative and operational workflows
Anticipate executive and agency needs before they become issues
Recommend tools, templates, and approaches that improve efficiency
Identify opportunities to streamline processes and enhance Executive Committee effectiveness
Take initiative to solve problems and continuously improve agency operations
What You’ll Bring:
5+ years supporting senior executives in a professional services, consulting, healthcare communications, marketing, or agency environment
Experience supporting multiple executives simultaneously
Outstanding organizational and project management skills
Excellent written and verbal communication skills
Strong PowerPoint and presentation development capabilities
Proficiency with Google Workspace and Microsoft Office
Exceptional attention to detail and follow-through
High level of discretion and professionalism
Ability to manage multiple priorities in a fast-paced environment
AI Curiosity, knowledge and application experience as it relates to exec support a bonus
What Success Looks Like
Anticipates needs before they are expressed
Keeps executives organized, prepared, and focused on strategic priorities
Builds trusted relationships across every level of the agency
Coordinates seamlessly across HR, Finance, Operations, Office Management, and IT
Improves existing processes instead of simply maintaining them
Consistently delivers high-quality work with exceptional attention to detail
What We’ll Bring:
Yes, you read that correctly. You deserve to know what we have to offer you as well. So here are a few things that define our employee experience at M Booth Health:
Here are a few highlights of the benefits we offer at M Booth:
A workplace that’s alive with courage, ideas, respect and humanity
Professional growth and development programs to help advance your career
Comprehensive health care and wellness plans for your entire family
A 401(k) Savings Plan and Flexible Spending Accounts
Paid holidays, Unlimited Paid Time Off (Personal, Sick, Vacation), and Summer Fridays and Sabbatical Leave
Additional Perks: Family Leave, Well-Being Programs, and Commuter Benefits
Salary: $76,000 – $90,000
Current and prospective employees are paid within our bands with consideration to a range of factors including but not limited to background, experience, skillset and market demands. A highlight of our benefit offering includes fully paid medical, dental and vision, a rich 401(k) match with immediate vesting, generous paid time off and sabbatical leave.