Executive Assistant

At Definitive Healthcare, our passion is to transform data, analytics and expertise into healthcare commercial intelligence. We help clients uncover the right markets, opportunities and people, so they can shape tomorrow's healthcare industry. Our SaaS platform creates new paths to commercial success in the healthcare market, so companies can identify where to go next.
Our employees are kind, collaborative, energetic, approachable and driven. On top of that, we value the unique perspectives, backgrounds and voices of our employees. Why? Because their diverse experiences drive new ideas and help us build a better community.
For over 10 years, we've built a collaborative culture driven by employees who share a passion for improving the healthcare ecosystem, enjoy giving back to the local community and value diversity and inclusion.
One of the hallmarks of our culture is our commitment to community service. Through the DefinitiveCares program, employees can work with their choice of more than 40 charitable organizations, supporting causes from hunger and homelessness to healthcare, LGBTQ+ issues, racial justice, women's initiatives and more. 2021 marked the sixth year that we had 100% employee participation in DefinitiveCares.
We also provide a range of opportunities for employees to connect with each other. Employees can join any of our employee run affinity groups supporting causes such as women's empowerment, LGBTQ+, Black, indigenous and people of color (BIPOC), disabilities and working parents and potential for many more. Affinity groups often enable greater education companywide through training, events and speaker series.
We're also a great place to work. For five years in a row, we've been recognized by the Boston Business Journal and the Boston Globe as a best place to work in Massachusetts. In 2022, Energage recognized us for Culture Excellence in Compensation & Benefits, Innovation, Great Leadership, Purpose & Value and Work-Life Flexibility!
Think you'd be a good addition to our team? Explore our available positions here. We'd love the chance to get to know you.
Your Challenge:
Definitive is looking for an experienced Executive Assistant to the CEO and CFO. This is an exciting role because, in addition to the day-to-day responsibilities of an Executive Assistant, this role also works with the CEO, CFO, and General Counsel to support Board Communication and Materials, Investor and Shareholder communication, as well as overseeing a small team of administrative assistants supporting other leaders. The ideal candidate is detail oriented, articulate, enjoys project management, and is capable of managing their workload and prioritizing tasks in a fast-paced corporate environment.
Here are some things you will tackle:
As a key partner to the Executive Team, this is responsible and accountable in four key areas.
1. Day-to-day administrative tasks

• Maintain calendar and schedule for executives
• Coordinate and book meetings and appointments, arranging sessions with multiple parties and groups
• Collect and prepare information, agendas, and presentations for meetings with internal staff and outside parties
• Design, produce and update complex documents, reports, slide decks, and presentations
• Coordinate and book travel, compile documents for travel-related activities, and complete expense reports
• When required, maintain minutes for meetings and uphold a strict level of confidentiality
• Research, prioritize, and follow up on issues and concerns directed by executives, including those of a sensitive or confidential nature. Assist in the appropriate course of action or response
• Provide general administrative/backup support, including covering reception and phone lines, welcoming guests and customers, scheduling conference rooms, and collecting mail, packages, or supplies
• Assist in internal and external audits
• Compose and prepare correspondence and craft first draft of certain emails
• Assist with special projects and deliverables in support of department initiatives (e.g., QBR's)

2. Board-level communication and materials

• Maintain the Corporate Calendar, including Board meetings, as well as the Audit, Compensation, and Governance committees
• Manage communication with board member availability for proposed dates, processing of expenses, and other miscellaneous needs.
• Review and upload final materials in to Diligent Secure Board Portal
• Track Board and Committee Meeting Minutes, attendance, obtain signatures and update log
• Assist the Legal department with D&O Questionnaires
• Create Disclosure Committee Questionnaires in Microsoft Forms
• Manage the Whistleblower Website, including tracking messages/complaints

3. Investor and shareholder communications

• Coordinate and participate in quarterly earnings calls
• Coordinate all Investor events including conferences, investor calls, analyst calls
• Track all dates of investor contact and notes
• Responsible for Investor Relations Website updates including Board and Committee members, Company Management and Company Policies
• Proof earnings press releases for correct date, time and dial in numbers

4. In addition to the above, you will lead our administrative team by managing 2 administrative assistants. This includes:

• Supervise and prioritize their efforts
• Assist in planning for the company and department-sponsored events (e.g., sales kickoff, President's clubs, holiday parties)
• For cross-functional efforts (e.g., board presentations), coordinate presentation updates and reviews while managing project timelines
• Coordinate executive-level meetings and company-wide meetings/town halls.

What you'll need:

• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities
• Proficiency in cross-departmental collaboration
• Ability to handle an unstructured, rapidly changing environment
• Advanced Microsoft Office skills (especially Powerpoint), with an ability to become familiar with firm-specific programs and software
• 10+ years of experience as an Executive Assistant reporting directly to senior management

Why we love Definitive, and why you will too!

• Industry leading products
• Work hard, and have fun doing it
• Incredibly fast growth means limitless opportunity
• Flexible and dynamic culture
• Work alongside some of the most talented and dedicated teammates
• Definitive Cares, our community service group, gives all of us a chance to give back
• Competitive benefits package including great healthcare benefits and a 401(k) match

What our Employees are saying about us on Glassdoor:
"Great Work atmosphere, great work life balance, excellent company to work for, amazing top notch product, incredible customer service, lots of tools to help you succeed."
-Business Development Manager
"Great team. Amazing growth. Employees are treated very well."
-Research Analyst
"I have waited 36 years to work at a dream job for a dream company and I am so happy to have finally got there."
-Profile Analyst
If you don't fit all of these qualifications, but believe you're still a great fit, feel free to apply and tell us why in your cover letter.
If you are a California, Colorado, New York City or Washington resident and this role is a remote role, you can receive additional information about the compensation and benefits for this role, which we will provide upon request.
Definitive Hiring Philosophy
Definitive Healthcare is an equal opportunity employer that celebrates diversity and is committed to creating an inclusive workplace with equal opportunity for all applicants and teammates. Our goal is to recruit the most talented people from a diverse candidate pool regardless of race, color, religion, age, gender, gender identity, sexual orientation or any other status. If you're interested in working in a fast growing, exciting working environment - we encourage you to apply!
Privacy
Your privacy is important to us. Please review our Candidate Privacy Notice which tells you how we use and process your personal information
Please note : All communications regarding the hiring process at Definitive Healthcare will come directly from one of our corporate recruiters or coordinators with an @definitivehc.com email address. We will never request any money transfer or purchase of equipment with a promise of reimbursement. If you receive any suspicious communications, please reach out to [email protected] to confirm your status in the application process.