Executive Assistant

Description

Who we are

Founded in 1999 Quantum Health is a privately-owned independent healthcare navigation organization. As the company that invented healthcare navigation Quantum Health continues to set the standard and in 2025 acquired leading healthcare technology company Embold Health. This further strengthens the AI and provider search capabilities to guide members to the right care. Together the teams lead the industry in healthcare navigation simplifying care journeys improving outcomes and controlling rising costs for organizations of all sizes. This role supports the Embold Health division.

Were committed to building diverse and inclusive teams across our so if youre excited about this position we encourage you to apply even if your experience doesnt match every requirement.

About the role

As the Executive Assistant you will be the cornerstone of support for our executive leaders ensuring their efficiency and effectiveness. You will proactively manage their time communications and logistical needs enabling them to focus on strategic initiatives and drive business results. Your ability to anticipate needs prioritize tasks and execute flawlessly will directly impact the executives productivity and the overall success of the organization. You will represent Embolds executives in a professional and positive manner both inside and outside of the organization. In most cases the Executive Assistant will handle confidential information which requires discretion and diplomacy.

Location: This position is located at our Nashville TN office with hybrid flexibility.

What youll do (Essential Responsibilities)

Executive & Administrative Support

• Provide day-to-day administrative support to assigned executives prioritizing strategic initiatives aligned with business objectives.
• Serve as primary calendaring and travel support for designated leaders including SVP of Health Plans and Partners and the Embold leadership team as a whole.
• Coordinate calendars meetings travel research itineraries conference participation and related logistics.
• Prepare review proofread and format correspondence and documents to ensure accuracy completeness and compliance with organizational standards.
• Support CRM-related administrative tasks as needed.

Travel & Expense Management

• Arrange and coordinate executive travel including lodging transportation and itineraries.
• Process travel and expense reconciliation including reimbursement support for Embold leadership and strategic advisors.
• Assist with corporate card reconciliation for executives.

Office Operations & Onsite Support

• Greet visitors coordinate parking validation and manage conference room setup and maintenance.
• Maintain inventory of office and breakroom supplies; coordinate ordering and replenishment.
• Order catering for internal meetings as approved by leadership.
• Collect mail and prepare shipments via FedEx as needed.
• Support onboarding and offboarding of new hires.
• Support initiatives for employee morale and recognition.

Events Marketing & Cross-Functional Support

• Assist with planning and execution of All-Team meetings and company events both internal and client-facing.
• Support recruitment coordination efforts for Embold leadership.
• Assist Marketing with swag research purchasing inventory and mailing materials.
• Submit new vendor requests through Quantum Procurement as assigned.

Confidentiality & Special Projects

• Ensure the confidentiality of employee customer and legal information at all times.
• Support Embold-wide initiatives and special projects as directed by the Chief of Staff.
• Perform other duties and administrative tasks as reasonably assigned to support business needs and company culture.
• Other duties as assigned

What youll bring (Qualifications)

• Experience: 5-7 years of executive administrative experience
• Strong administrative/technical skills; Comfort working on a PC using Microsoft Office (Outlook Word Excel PowerPoint) IM/video conferencing (Teams & Zoom) and telephones efficiently.
• A high degree of personal accountability and trustworthiness a commitment to working within Quantum Healths policies values and ethics and to protecting the sensitive data entrusted to us.

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Whats in it for you

• Compensation: Competitive base and incentive compensation
• Coverage: Health vision and dental featuring our best-in-class healthcare navigation services along with life insurance legal and identity protection adoption assistance EAP Teladoc services and more.
• Retirement: 401(k) plan with up to 4% employer match and full vesting on day one.
• Balance: Paid Time Off (PTO) 7 paid holidays parental leave volunteer days paid sabbaticals and more.
• Development: Tuition reimbursement up to $5250 annually certification/continuing education reimbursement discounted higher education partnerships paid trainings and leadership development.
• Culture: Recognition as a Best Place to Work for 15 years dedication to diversity philanthropy and sustainability and people-first values that drive every decision.
• Environment: A modern workplace with a casual dress code open floor plans full-service dining free snacks and drinks complimentary 24/7 fitness center with group classes outdoor walking paths game room notary and dry-cleaning services and more!

What you should know

• Internal Associates: Already a Healthcare Warrior Apply internally through Jobvite.
• Process: Application > Phone Screen > Online Assessment(s) > Interview(s) > Offer > Background Check.
• Diversity Equity and Inclusion: Quantum Health welcomes everyone. We value our diverse team and suppliers were committed to empowering our ERGs and were proud to be an equal opportunity employer .

• Tobacco-Free Campus: To further enable the health and wellbeing of our associates and community Quantum Health maintains a tobacco-free environment. The use of all types of tobacco products is prohibited in all company facilities and on all company grounds.
• Compensation Ranges: Compensation details published by job boards are estimates and not verified by Quantum Health. Details surrounding compensation will be disclosed throughout the interview process. Compensation offered is based on the candidates unique combination of experience and qualifications related to the position.
• Sponsorship: Applicants must be legally authorized to work in the United States on a permanent and ongoing future basis without requiring sponsorship.
• Agencies: Quantum Health does not accept unsolicited resumes or outreach from third-parties. Absent a signed MSA and request/approval from Talent Acquisition to submit candidates for a specific requisition we will not approve payment to any third party.

Reasonable Accommodation: Should you require reasonable accommodation(s) to participate in the application/interview/selection process or in order to complete the essential duties of the position upon acceptance of a job offer click here to submit a recruitment accommodation request.

Recruiting Scams: Unfortunately scams targeting job seekers are common. To protect our candidates we want to remind you that authorized representatives of Quantum Health will only contact you from an email address ending in @. Quantum Health will never ask for personally identifiable information such as Date of Birth (DOB) Social Security Number (SSN) banking/direct/tax details etc. via email or any other non-secure system nor will we instruct you to make any purchases related to your employment. If you believe youve encountered a recruiting scam report it to the Federal Trade Commission and your states Attorney General.