Executive Assistant

The Administrative Assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient operations.Supervision Received: Reports to the Medical DirectorEssential Functions:• Manage the Medical Directors calendar and daily schedule.
• Check in with Medical Director at beginning and end of each day.
• Make appointments and schedule calls with internal and external parties.
• Conduct all travel arrangements and trip logistics.
• Other scheduling as needed.
• Answer calls for the Medical Director in a prompt and professional manner; direct calls to appropriate staff members.
• Respond to emails for Medical Director, as needed.
• Perform office administration tasks including printing, filing, faxing, shredding.
• Prepare and coordinate the creation of medical materials for meetings
• Assist with organization and help maintain medical electronic and hard files.
• Assist with office phone reception.
• Prepare weekly events binder and perform research related to upcoming events; participant in weekly events meetings.
• Manage inventory
• Assist with organizing events.
• Assist with development of daily media summary, as needed.
• Assist with data entry and filing.
• Run office errands, as needed.
• Offer general assistance, as needed.Education:Bachelors Degree strongly preferred.Experience:• Demonstrated experience in administrative role in a medical office setting.
• Command of Microsoft Office and Google Suite
• Database skills highly preferred.
• Extremely organized and detail oriented, with ability to problem solve and think logically.
• Ability to gracefully manage multiple projects, meet deadlines, and use good judgment.
• Flexibility and ability to embrace change.
• Outstanding written and oral communication skills.
• Excellent Internet research skills.
• Mature, discreet, and able to maintain confidentiality.
• Must be energetic, motivated, a self-starter, and able to function productively and effectively with a degree of autonomy.
• Speaks English and Chinese