Executive assistant

What you will be doing

• Plan and book domestic travel for the executive team and our electrophysiologists (EPs), building thoughtful itineraries that account for clinic schedules, procedure days, and tight turnarounds.
• Coordinate closely with our aviation department on flight schedules, crew and aircraft availability, passenger manifests, ground transportation, and accommodations, keeping every detail aligned before wheels up.
• Serve as the central point of contact for itinerary changes, delays, and last-minute requests, resolving them quickly and communicating updates to travelers so nothing falls through the cracks.
• Track travel expenses and reconcile receipts, partnering with finance to keep reporting accurate and on time.
• Manage day-to-day operations of the Edina office, including visitor and vendor greetings, mail and deliveries, and a welcoming, well-organized workspace.
• Coordinate on-site meetings, team gatherings, and events, handling room setup, catering, and logistics so leaders and guests can focus on the work.
• Provide calendar, inbox, and scheduling support to the CEO, anticipating conflicts and protecting time for the priorities that matter most.
• Handle personal assistance for the CEO, including personal errands, appointments, and household or family logistics, with the same discretion and care you bring to every part of the role.
• Maintain strict confidentiality around sensitive business, travel, and personal information.
• Support HR and the broader leadership team with special projects, document preparation, and onboarding logistics for new hires at the Edina office as needed.

What we’re looking for

• 3 to 5 years of experience as an executive assistant, office manager, or similar role supporting senior leaders.
• Demonstrated experience coordinating complex travel itineraries; experience with corporate aviation, charter, or private aircraft scheduling is a strong plus.
• Exceptional organizational skills and the ability to manage competing priorities, shifting schedules, and urgent requests without losing composure.
• Polished written and verbal communication skills, with the professionalism to interact with executives, physicians, vendors, and guests.
• A high level of discretion and sound judgment when handling confidential business and personal matters.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and comfort with travel booking and expense tools.
• Flexibility to occasionally work outside standard hours or travel when needed to support the team and the CEO.
• A valid driver’s license and reliable transportation for errands.
• Healthcare experience is helpful but not required.