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Executive Assistant to the President and Medical Director

4 months ago

Alpharetta, United States PHTC Full time
Job DescriptionJob Description

Overview:

We are seeking a highly organized, professional, and dedicated Executive Assistant to support the President and Medical Director of our prestigious cosmetic surgery practice. This role demands a proactive approach, exceptional communication skills, and the ability to handle confidential information with discretion. The ideal candidate will be adept at managing various administrative tasks and will play a key role in ensuring the smooth operation of the practice.

 

Key Responsibilities:

1. Administrative Support: Provide comprehensive administrative support to the President and Medical Director, including managing calendars, scheduling meetings, and coordinating travel arrangements.

2. Communication Management: Act as a point of contact for internal and external stakeholders. Manage correspondence, handle incoming calls, and ensure timely responses.

3. Document Preparation and Management: Prepare and edit reports, presentations, and other documents. Maintain organized filing systems and manage confidential records.

4. Meeting Coordination: Organize and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.

5. Project Management: Assist in the planning and execution of projects, ensuring deadlines are met and objectives are achieved.

6. Event Planning: Coordinate and oversee special events, including staff functions, professional conferences, and client events.

7. Financial Administration: Assist with budget tracking, invoice processing, and expense reporting.

8. Liaison Duties: Liaise with other departments, external partners, and suppliers to support various office activities.

9. Travel Planning: Oversee and manage all aspects of travel planning for accomidations and airlines for the Medical Director.

10. Staff Travel Arrangements: Coordinate and make travel arrangements for staff as necessary, ensuring cost-effectiveness and efficiency.

11. Executive Calendar Management: Manage and prioritize the executive calendar, ensuring optimal time management and scheduling efficiency.

12. Clerical Staff Oversight: Oversee the performance and activities of other clerical staff, ensuring productivity and adherence to office protocols.

13. Office Supplies Management: Maintain and restock office supplies for the executive, ensuring all necessary materials are readily available.

14. Information Formatting: Format information for internal and external communication, including memos, emails, presentations, and reports.

15. Meeting Minutes: Take and distribute minutes during meetings, ensuring accurate record-keeping and follow-up on action points.

16. Filing System Organization: Organize and maintain the office filing system, ensuring ease of access and confidentiality of documents.

 

Qualifications:

- Bachelor's degree in Business Administration, Communication, or a related field.

- Minimum of 3 years of experience as an Executive Assistant, preferably in a healthcare or cosmetic surgery setting.

- Excellent organizational and time-management skills.

- Strong communication and interpersonal abilities.

- Proficiency in MS Office and familiarity with office management software.

- Ability to handle sensitive information with confidentiality and discretion.

- Flexibility to adapt to changing priorities and manage multiple tasks simultaneously.

- Knowledge of CRM software such as Salesforce is beneficial

 

Benefits:

- Competitive salary commensurate with experience.

- Health, dental, and vision insurance.

- Paid time off and holiday pay.

- Professional development opportunities.

 

Application Process:

Interested candidates should submit a resume and cover letter detailing their qualifications and experience for the role. Applications will be reviewed on a rolling basis until the position is filled.

 

Equal Opportunity Employer:

Our practice is an equal-opportunity employer and values diversity. All employment is decided based on qualifications, merit, and business needs.

Company DescriptionPHTC has a 30-year history of providing world-renowned services related to hair restoration surgery. PHTC pioneered the most common surgical procedures globally, and PHTC remains at the forefront of advancements in this industry and regenerative medicine. Over the three decades, PHTC opened offices in multiple cities in the USA, Europe, and Asia. Instruments became an important commodity as PHTC created new procedures. PHTC created a company to design and manufacture instruments as procedures evolved. Today, PHTC remains focused on hair restoration surgery but desires to expand into other cosmetic procedures in limited markets. PHTC desires expansion, but only as the foundation is laid in a smaller number of markets.Company DescriptionPHTC has a 30-year history of providing world-renowned services related to hair restoration surgery. PHTC pioneered the most common surgical procedures globally, and PHTC remains at the forefront of advancements in this industry and regenerative medicine. Over the three decades, PHTC opened offices in multiple cities in the USA, Europe, and Asia. Instruments became an important commodity as PHTC created new procedures. PHTC created a company to design and manufacture instruments as procedures evolved. Today, PHTC remains focused on hair restoration surgery but desires to expand into other cosmetic procedures in limited markets. PHTC desires expansion, but only as the foundation is laid in a smaller number of markets.