Executive Assistant - Whole Health Institute

Job Title

Executive Assistant - Whole Health Instuitute

Job Description

Who We Are
Whole Health empowers and equips people to take charge of their physical, mental and spiritual well-being, and live their lives to the fullest. The mission of the Whole Health Institute (WHI) is to make whole health accessible to all people in all communities. If the Institute is successful, we will see (1) increased health and well-being (decrease in obesity, pain, chronic conditions, etc.), (2) increase in self-care, (3) decrease in clinical and pharmaceutical needs and decreased healthcare costs, (4) increase in employee engagement and business productivity, (5) Increase in people’s sense of meaning and purpose, connectivity, compassion, and collective humanity.

In order to achieve these goals, the Institute will focus on redesigning what healthcare is and how we deliver it. WHI will lead the transformation of how we educate healthcare professionals in this approach and who comprises the healthcare team. We will partner with employers to address the health and well-being of their workforce, as well as align payment and policies. This work will be driven by unprecedented partnerships, both regionally and nationally, and will be fueled by a grassroots movement in Whole Health.

Through relentless focus, convening and catalyzing ongoing efforts and thought leaders, and the creation of a living laboratories, WHI will drive the transformation of physical, mental and spiritual well-being.


The Role
The primary duty of the Executive Assistant will be to provide high-level administrative, project, and operational support to the leadership team of whole health medical education in support of establishing a medical education program in NW Arkansas. This fast-paced position plays a key role in the success of the entire team.

You will serve as an all-around support resource to three members of the leadership team and provide overall office administration and program support, helping to ensure smooth and efficient operations.


Executive Support (90% of the time)
• Assist the leadership team in administrative activities related to the accreditation and implementation of a new medical school.
• Provide operational and administrative support including scheduling meetings, conference calls, maintaining calendars, arranging travel, coordinating correspondence and processing reimbursements and expenditures.
• Build and maintain strong relationships with internal team members and external stakeholders.
• Design and implement a system for timely and accurate information flow to and from the leadership team.
• Anticipate leadership team’s operational needs and respond adeptly to rapidly changing priorities.
• Track, monitor, and follow-up on projects and action items that stem from the leadership team under the supervision of the program coordinator, work closely with the program coordinator to receive regular updates on outstanding items.
• Participate and take notes in internal team meetings, tracking takeaways and follow up items.

Special Projects and Office Operations (10% of time)
• Manage special projects as assigned (examples: site visits from accrediting teams, assembling material for board meetings and assisting with team retreat operations and logistics).
• Manage in-office meetings, including room and equipment set up, material preparation, food and beverage ordering and set up; anticipate office needs, evaluate new office products, place orders, when necessary.


Requirements for the Role
• 3+ years full time processional experience providing senior-level support
• Exceptional organizational skills
• Excellent attention to detail
• Project management skills that reflect the ability to perform and prioritize multiple tasks seamlessly and follow-through consistently
• A passionate commitment to goals, and the ability/willingness to adapt as those goals evolve
• Strong technical skills, including knowledge of Microsoft Word, Excel, and Outlook
• Excellent written and oral communication skills under tight timelines
• Ability to build internal and external relationships
• Strong judgment, intellectual agility, and flexibility about overall priorities and day-to-day tasks

Preferred Qualifications
• 3+ years of experience in medical education at the medical school or residency level.

Personal attributes that support your success
• Ability to act as a trusted advisor to principals and colleagues while demonstrating expertise and integrity
• Helpful, a team player and who promotes a positive office culture
• Results oriented and exercises sound judgment
• A visionary who plans for the future with imagination and wisdom
• Approaches work with a high level of conscientiousness, thoughtfulness, and quality
• Relish the opportunity to support a growing organization and a dynamic team
• Cheerful demeanor is a must


The Whole Health Institute is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status of protected veteran, among other things or status as a qualified individual with a disability.

Basic Qualifications

• 3+ years full time processional experience providing senior-level support
• Exceptional organizational skills
• Excellent attention to detail
• Project management skills that reflect the ability to perform and prioritize multiple tasks seamlessly and follow-through consistently
• A passionate commitment to goals, and the ability/willingness to adapt as those goals evolve
• Strong technical skills, including knowledge of Microsoft Word, Excel, and Outlook
• Excellent written and oral communication skills under tight timelines
• Ability to build internal and external relationships
• Strong judgment, intellectual agility, and flexibility about overall priorities and day-to-day tasks