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Administration Assistant

2 months ago

Tampa, United States Blackstone Medical Services Full time
Job DescriptionJob Description

Administrative Assistant to the CEO

About Us
Blackstone Medical Services is a dynamic and fast-growing medical device company dedicated to helping as many people as possible. We are currently the largest sleep apnea testing company in the nation We are seeking a highly organized and dedicated Administrative Assistant to support our CEO in managing daily operations, ensuring smooth business processes, and facilitating strategic initiatives.

Vick Tipnes our founder and CEO started Blackstone with less than $80 dollars in his pocket. He's now grown it to over 500 employees and one of the fastest growing companies in the Tampa Bay area. Vick is very popular is the entrepreneur, motivational speaking and social media world with close to 3 million followers on Instagram

 

**Job Overview:**
The Administrative Assistant to the CEO will be responsible for providing high-level administrative support to the CEO, managing a wide range of tasks and projects to ensure efficient and effective operation of the CEO’s office. This role requires exceptional organizational skills, attention to detail, and the ability to handle a fast-paced and often unpredictable work environment.

 

**Key Responsibilities:**

1. **Executive Support:**
   - Manage the CEO’s calendar, schedule meetings, and coordinate appointments.
   - Prepare and edit correspondence, communications, presentations, and other documents.
   - Handle sensitive and confidential information with discretion and professionalism.
   - Serve as a liaison between the CEO and other executives, employees, clients, and external partners.

2. **Travel Coordination:**
   - Arrange complex travel itineraries, including flights, accommodations, transportation, and logistics.
   - Prepare travel expense reports and ensure timely reimbursement.

3. **Meeting Coordination:**
   - Organize and prepare materials for executive meetings, including agendas, presentations, and reports.
   - Record meeting minutes, track action items, and follow up on deliverables.

4. **Project Management:**
   - Assist in the planning and execution of special projects and initiatives.
   - Monitor project timelines and ensure milestones are met.

5. **Office Management:**
   - Oversee the maintenance of office supplies and equipment.
   - Manage the organization and filing of important documents and records.

6. **Communication Management:**
   - Screen and direct phone calls and emails to the appropriate parties.
   - Draft and proofread internal and external communications.

7. **Personal Assistance:**
   - Assist with personal tasks and errands as needed to support the CEO’s work-life balance.
   - Be available outside of regular business hours for urgent matters and last-minute changes.

 

**Qualifications:**
- Proven experience as an administrative assistant, executive assistant, or in a similar role.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to work independently and prioritize tasks in a fast-paced environment.
- High level of discretion and confidentiality.
- Flexibility to be available outside regular business hours, including evenings and weekends.

 

Company DescriptionBlackstone Medical Service is the #1 home sleep apnea testing company in the entire country as well as one of the fastest growing companies in the Tampa Bay area Our owner and CEO, Vick Tipnes started this company 10 years ago out of his kitchen. Vick is a motivational speaker, entrepreneur and social media influencer with over 3 million followers on InstagramCompany DescriptionBlackstone Medical Service is the #1 home sleep apnea testing company in the entire country as well as one of the fastest growing companies in the Tampa Bay area Our owner and CEO, Vick Tipnes started this company 10 years ago out of his kitchen. Vick is a motivational speaker, entrepreneur and social media influencer with over 3 million followers on Instagram