Executive Assistant Jobs

POSITION DESCRIPTION

We are looking for an exceptionally bright, well organized, seasoned and self-motivated Executive Assistant to become part of our best in class healthcare organization. Our company is dedicated to building anesthesia teams at hospitals and outpatient positions that consistently deliver optimized clinical, operational, and fiscal performance that can improve outcomes. We are seeking a driven, bright, and motivated individual with a history of high performance to support our executive leadership. This role requires superior attention to detail, great organization and prioritization skills, the ability to plan ahead and to meet tight deadlines, all while juggling multiple critical requests.

Candidates should have exceptional communication skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.

Flexibility and outstanding problem-solving skills are an absolute must. Stamina and dedication to executive level as this role is called upon day and night to support the required needs of company leaders.

This takes imagination, relentless service, and the tenacity to enable our clients to achieve their healthcare visions.

Position is flexible but does require some in office presence. Ideal schedule is hybrid with flexibility to support executives as needed.

RESPONSIBILITIES / TASKS

• Maintaining schedule for two executives, making calls/ appointments for schedules
• Keeping main reports on schedule by providing necessary information
• Act as the point of contact among executives, employees, and some clients
• Responsible for ordering office supplies for main office and administrators
• Maintain organization’s organizational charts, using the SmartDraw program
• Preparing / formatting documents/ proofreading documents
• Helping prepare for meetings
• Researching topics
• Assisting when necessary on RFPs, BD department
• Reserving and purchasing airfares / hotel rooms / car rentals, for 2 main reports and some administrators and employees when they travel
• Printing out annual reports as requested by hospital administrators and sending by UPS
• Maintaining information for trips in TripIt or TripCase for travelers
• Answering phones and routing calls to the correct person or taking messages
• Answering the main phone line when caller dials zero or responding to VMs left in emails on the same day to route to appropriate person
• Responsible for maintaining original contracts in safe and inputting on the server once signed
• Accurately recording minutes from meetings
• Opening, sorting and distributing incoming faxes, emails, and other correspondence
• Sending out emails to clinicians on behalf of direct reports as requested, maintaining distribution lists
• Provide general office administrative support
• Greeting visitors and deciding if they should be able to meet with executives

SKILLS/ QUALIFICATIONS REQUIRED

(includes Education & Experience)

• Outstanding organizational / administrative skills.
• A minimum of 4 - 5 years of work experience, preferably providing the same or similar administrative support to a corporate officer.
• Excellent secretarial skills.
• High school diploma required. An associate degree or Bachelor's Degree in Business Administration or Secretarial Certification is a plus.
• Develop and sustain a level of professionalism
• Excellent communication skills both verbal and written.
• Must be confident and trustworthy and uphold a strict level of confidentiality
• Excellent computer skills. Proficient with Microsoft’s Office Suite including Excel, PowerPoint, Word, Outlook etc.
• Must be flexible, able to multi-task and adjust work schedule as may be required.
• Excellent interpersonal skills.
• Must be detail oriented.