Executive Assistant

The Executive Assistant is a pivotal role in providing administrative support to the Executive Director and Senior Leadership team. The successful candidate will be a self-starter with a proven track record of professionalism, incorporating verbal and written communication skills as he/she functions within a fast-paced environment.

Key objectives for this role:

• Ability to create and manage professional documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics using all components of Microsoft 365.

• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information.

• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

• Manage and maintain MDScheduler software for Physician and Advanced Practice Providers (APP) schedules.

• Track and coordinate Physicians and APPs time off, including modifying scheduling templates.

• Runs reports from practice management software and creates reports tracking provider productivity.

• Works with other Administrative Team members to compile, distribute, and follow-up on patient needs as identified in patient satisfaction surveys and through direct communication with patients.

• Coordinate materials for the Board of Directors and various committee meetings.

• Accurately prepare grammatically-correct minutes for meetings.

• Regularly coordinates and sets up for leadership meetings.

• Coordinate and order meals for meetings.

• Maintain provider templates for the clinics.

• Manage conference room reservations.

• Ability to maintain strict confidentiality on all issues, interactions and correspondence.

• Oversees local office management activities, like coordination of deliveries, mail distribution, FedEx, scanning, email distribution list, site meetings, etc.

• Event planning, management and coordination.

The ideal candidate will have:

• 5+ years of experience supporting executives with calendar, travel, administrative, and budget management.

• Outstanding interpersonal, communication (oral and written), and relationship-building skills with the ability to adapt messages and writing styles across varied media to effectively communicate with diverse internal and external audiences.

• Requires advanced working knowledge in Microsoft Office Suite applications such as PowerPoint, Word, and especially Excel. Knowledge of project management software helpful.

• Must be results-oriented and able to work on multiple projects simultaneously.

• Must be able to understand how decisions and actions impact all areas of the practice.

• Superior time management and prioritization practices

• Well organized, resourceful, and results-driven.

• Extremely detail-oriented with impeccable follow-up and follow-through skills.

• Enjoys a fast-paced, continuously evolving and results-driven work environment.

• Flexible, adaptable team player with strong interpersonal skills who is open to feedback and a changing environment.

• Highly motivated self-starter with a relentless work ethic.

• Great can-do attitude and energized by working in a dynamic, fast moving team environment.