• Patient Re-Engagement and Scheduling – Proactively identify and contact patients who require follow-up appointments, treatment plan adjustments, or re-engagement in care • Manage and optimize patient scheduling using Google Calendar, ORCHID (DaySmart) Spa Software, and CERBO EHR, ensuring accurate and timely appointment confirmations • Electronic Health Record (EHR) Management – Maintain and update patient records in CERBO EHR and Brite Hormone Prescribing, ensuring accuracy and completeness • Process and manage patient communications, including emails and secure messages, within the EHR system • Administrative Support – Manage and organize internal digital files and documents using Google Drive • Operational Improvement – Identify and recommend process improvements to enhance patient care coordination and operational efficiency • POD Team Collaboration – Participate in regular team meetings to discuss patient care, operational updates, and process improvements

• Maintain digital personnel files, ensuring all contracts, amendments, and legal documents are signed, filed, and easily retrievable. • Lead the administrative logistics for new hires (setting up accounts, collecting IDs) and departing employees (revoking access, exit documentation). • Monitor attendance logs, process leave requests, and prepare monthly payroll inputs (overtime, unpaid leave, bonuses) for the finance team. • Track mandatory certifications, visas, and policy acknowledgments to ensure the company remains audit-ready at all times. • Draft professional internal communications, including employment verifications, promotion letters, and policy updates. • Maintain HR trackers and generate weekly/monthly reports on headcount, turnover, and leave trends. • Ensure the HRIS is the "Single Source of Truth" by auditing data regularly and troubleshooting basic system errors.

• Handle client emails with impeccable tone and regulatory awareness • Respond to client inquiries (e.g., withdrawal requests) on behalf of the Executive • Manage monthly marketing distributions using Mailchimp and HubSpot • Validate data from fund administrators for accuracy before distribution • Update and maintain clean contact lists in both systems • Work with external designer to create marketing materials • Organize and sanitize Execuitve's multiple calendars (NorCap, personal, confidential) • Schedule meetings and manage Execuitve's availability • Ensure company-wide calendar visibility and coordination • Handle repetitive operational processes (insurance renewals, engagement letters, etc.) • Manage follow-up on incomplete tasks and ideas from Executive • Escalate nuanced or unclear assignments for clarification from Jonathan or Garth • Comfortable working with AI tools and understanding AI prompting • Ability to manage and validate Karen (the AI assistant) outputs • Willingness to learn custom software and new workflows

• Manage and prioritize the CEO’s complex and dynamic calendar to ensure strategic alignment with organizational priorities and initiatives. • Anticipate and prepare materials and briefings in advance of meetings; ensure the CEO is fully equipped and informed for each engagement. • Coordinate all aspects of CEO travel and logistics, including itineraries, preparation materials, and on-the-ground coordination when necessary. • Draft, proof, and edit correspondence, talking points, and executive summaries for internal and external audiences. • Track follow-up actions, ensure timely completion, and maintain systems for accountability across the CEO’s portfolio. • Serve as a professional liaison between the CEO and internal/external stakeholders, modeling discretion, diplomacy, and responsiveness. • Lead administrative and logistical support for the Board of Directors and committees, including scheduling, agendas, materials, and secure document distribution. • Serve as the primary staff lead for preparing polished, accurate Board and committee materials in collaboration with the CEO and key staff. • Draft meeting notes, recaps, and follow-up briefs summarizing key discussions and action items. • Maintain governance records and coordinate consistent communication between the Executive Office and Board members. • Manage logistics for in-person and virtual Board meetings, retreats, and committee sessions. • Work closely with the CEO’s direct reports to ensure follow-through on commitments, alignment on organizational goals, and effective internal communication. • Support the Executive Office’s planning and coordination of key organizational meetings, including all-staff meetings, leadership retreats, and major events. • Coordinate internal communication from the CEO, including staff updates, memos, and executive messages that build transparency and engagement. • Provide logistical support for internal and external engagements that include the CEO, such as conferences, site visits, and funder meetings. • Serve as a professional and gracious point of contact for high-level partners, funders, government officials, and child care network leaders. • Manage confidential information with the highest degree of discretion. • Coordinate with the Strategic Communications team to ensure the CEO’s participation in public events aligns with organizational messaging and goals. • Maintain organized systems for tracking the CEO’s priorities, commitments, and key deliverables. • Provide proactive recommendations to enhance efficiency, streamline communication, and improve workflows across the Executive Office. • Support special projects and initiatives as requested by the CEO or Senior Vice President of Strategy & Advancement.