Executive Assistant (with Marketing Operations Oversight)

Employment Status: Full-Time

Location: 7100 Hayvenhurst Ave., Suite 204 Van Nuys, CA 91406

Work Location: On Site

CodeMax Medical Billing is seeking a highly organized, proactive, and strategic Executive Assistant to support the C-Suite. This role goes beyond traditional administrative support — it is a high-impact position responsible for executive coordination, cross-departmental project management, and marketing operations oversight.

The ideal candidate thrives in a fast-paced, growth-oriented environment and operates with discretion, professionalism, and initiative. In addition to supporting the COO, CFO, and CEO, this role will serve as the primary internal liaison to our external marketing agency and assist with marketing research, reporting, and conference logistics.

This is a key position within our organization that requires strong judgment, adaptability, and ownership mindset.

Key Responsibilities

Executive & Strategic Support

• Manage complex executive calendars, scheduling, travel coordination, and meeting preparation.
• Prepare executive briefings, reports, and presentation materials.
• Track and follow up on key initiatives to ensure timely execution.
• Act as liaison between executive leadership and internal teams.
• Support confidential projects and strategic initiatives with discretion.

Cross-Functional Project Management

• Assist in managing high-priority executive initiatives across departments.
• Monitor project timelines, deliverables, and accountability checkpoints.
• Conduct research and compile data to support executive decision-making.

Marketing Operations & Agency Interface

• Serve as primary internal contact for external marketing agency.
• Coordinate marketing campaign timelines, content approvals, and reporting deliverables.
• Assist with market research, competitive analysis, and data collection.
• Track marketing KPIs and prepare summary performance reports for leadership.
• Support website updates, content coordination, and brand initiatives as needed.

Conference & Event Management

• Manage conference registrations, sponsorship coordination, and vendor communications.
• Coordinate travel, lodging, shipping of materials, and on-site logistics.
• Track ROI and post-event performance metrics.

Office & Administrative Oversight

• Support smooth daily office operations.
• Liaise with vendors and manage office logistics as needed.
• Maintain organization-wide communication and administrative systems.

Required Qualifications

• 5+ years of experience supporting senior executives (C-level preferred).
• Strong project management and organizational skills.
• Exceptional written and verbal communication.
• Ability to manage multiple priorities with discretion and professionalism.
• High level of proficiency in Microsoft Office and collaboration platforms.
• Experience coordinating with external vendors or agencies preferred.

Ideal Candidate Traits

• Strategic thinker who anticipates needs before they arise.
• Comfortable operating with autonomy and accountability.
• Strong analytical skills with attention to detail.
• Professional presence and executive-level communication ability.
• Growth-oriented mindset with willingness to take ownership beyond core duties.

Benefits

·       Health Insurance

·       Vision Insurance

·       Dental Insurance

·       401(k) plan with matching contributions

CodeMax is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

CodeMax is a participating employer in the federal E-Verify program.