Executive Assistant Jobs

Company Description

Heart & Vascular Partners LLC HVP is a leading, national management services organization built exclusively to support independent cardiology and vascular practices and their physician partners. HVP was founded by clinicians, for clinicians, to provide specialized supported services to meet the needs of cardiovascular care, including managed care contracting, facility development and operations, revenue cycle management, and marketing to both patients and referral partners.

HVP serves it partners through a national and scaled service delivery platform. The Company remains active in expanding its impact through the leading practices in the markets it targets for investment. Bringing together the most innovative, successful, independent cardiovascular clinicians across the country delivers unique insight, scale, and acceleration of realizing the potential value of each practice for its community, partners, and team members.

Role Summary

The Executive Assistant (EA) role at Heart & Vascular Partners is a critical, multi-faceted component of our corporate organization. The EA serves a variety of important needs for HVP, including a reception at headquarters, scheduling and calendar coordination for executives, office management, leadership on special projects, and several elements of preparing marketing materials or other presentations with the executive team.

The EA serves as an important connection point between the CEO, COO, CFO, and Vice Presidents throughout HVP. With a management team that is geographically distributed and a business model that supports practice partners across multiple states, there is a high demand for remote meeting management, travel coordination, and organizing calendars for HVP’s management processes.

The EA reports to the CEO and will have responsibilities for supporting the CEO, COO, and CFO directly. HVP is headquartered in Deerfield, IL, and this role is expected to be on-site 4-5 days a week.

Essential Responsibilities

Manage calendars and travel for the executive team

• Construct meeting invites and video conferencing formats, including communication with third parties
• Access and control to manage meeting schedules and solve coordination/conflicts in overlapping schedule demands for CEO, CFO, and COO

Lead office reception and management at the corporate office

• Coordinate with the Director of Marketing for selected conference registration, preparation of materials, and participation by HVP or portfolio practices
• Open office each day by 8:30 am cst; close up if last to leave by 5 pm CST
• Manage facility needs, appliances, and third-party vendors (water, coffee machines, copier/printer management and maintenance)
• Attend to the front desk and serve to greet visitors and answer the main phone line
• Help organize and schedule offsites, dinners, team meetings, and board meetings
• Serve as primary liaison with property management
• Support company-wide events and special projects
• Provide copy editing or proofing for marketing materials and internal communications
• Execute ad hoc assignments for creating slide presentations, company memoranda, and/or miscellaneous analyses in Excel for the executive team
• Help prepare presentations and analyses in Microsoft Office applications
• Maintain basic office supplies and inventory of consumables

Other Responsibilities

• Other duties as assigned by the CEO
• Support office IT needs by submitting and following up on tickets with third-party MSP

Essential Skills And Core Competencies

• Clear written, verbal, and non-verbal communication skills
• Servant leadership approach to managing and supporting teams; a high-energy, positive approach
• Ability to manage multiple projects simultaneously; including the establishment and adherence to related timelines and budgets

Education And Experience Required

• Minimum of three (3) years experience in supporting a professional office environment
• Ability to manage multiple work streams, projects, tasks, and goals

Supervisory Responsibility: None.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to see, talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability occasionally to lift files, office products, and supplies, up to 20 pounds. This position is primarily a desk position, requiring sitting long hours at the computer typing on a keyboard.

Days/Hours: This is a full-time position, the schedule of which is determined by the Supervisor. Can work varying or longer schedules, if needs require.

Dress attire required: Determined by HVP management.

Travel: Travel will be limited and by invitation (not requirement) only to off-sites or conferences that may be scheduled once or twice a year.

Other Duties: As assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PI223106791