Administrative Assistant

Position Summary:     

Direct Supply is building the future of healthcare technology with industry-leading products, solutions and platforms to help improve the lives of millions of seniors and those who care for them.

In the Administrative Assistant position, you’ll provide proactive, high-level administrative support to several Vice Presidents and Directors. You’ll manage complex calendars, coordinate travel and meeting logistics, support executive communications, and help streamline workflows using both traditional and AI-enabled tools. This role is ideal for someone who thrives in a fast-paced environment, embraces AI-enabled tools to drive efficiency, enjoys balancing multiple priorities, and finds purpose in helping leaders and teams operate effectively.

Skills Needed:

• Communicates Effectively – Develops and delivers impactful communications for diverse audiences across channels. Excels in both small and large group interactions. Captures attention, actively listens, and guides discussions towards targeted goals.

• Delivers Results – Seizes new opportunities and tackles challenges head-on with urgency. Takes initiative and consistently hits goals. Zeroes in on key priorities for results. Drives progress through uncertainty and moves others to action.

• Mobilizes Resources – Efficiently marshals and utilizes resources - people, funds, materials, support - to meet objectives within deadlines and limits. Coordinates multiple activities and optimizes limited resources to achieve goals.

• Optimizes Work Processes – Streamlines workflows by harnessing data, AI, and technology. Identifies opportunities for efficiency and incorporates new processes and technology. Defines new success measures.

• Strong project coordination skills to manage multiple initiatives simultaneously while ensuring timely and accurate execution.

• Effectively manages competing priorities, anticipates leader needs, and ensures timely execution of critical activities.

• Demonstrated ability to maintain confidentiality and professionalism, especially when handling sensitive information.

What You’ll Do and Impact:

• Provide confidential administrative support to multiple Vice Presidents and Directors, enabling effective leadership and execution across the business.

• Manage and prioritize complex calendars, coordinate domestic travel, and oversee logistics for high-profile meetings, events, and leadership activities.

• Plan and coordinate internal events, off-sites, customer meetings, and department-wide sessions, including communications, agendas, catering, meeting materials, and space logistics to ensure seamless execution.

• Prepare polished customer-facing materials, business reviews, executive presentations, and meeting materials under tight deadlines.

• Leverage AI-enabled tools to automate workflows, draft communications, generate reports, and improve day-to-day team efficiency.

• Capture meeting notes and ensure action items, deadlines, and stakeholder responsibilities are tracked and completed.

• Continuously identify opportunities to optimize processes and improve leader and team efficiency.

• Partner across teams to coordinate initiatives, remove obstacles, and ensure seamless execution.

• Exercise sound judgment and discretion while handling sensitive information, shifting priorities, and executive requests.

Experience:

• 3+ years of experience supporting executives, senior leaders, or multi-department functions in a business environment

Additional Items of Interest:

• Bachelor’s degree in Business, Marketing, Communications, or related field preferred

• Experience with dashboards or reporting tools such as Power BI, Salesforce, or Smartsheet

• Previous exposure to marketing, sales, or operational leadership teams preferred