Executive Assistant to CEO

2 weeks ago

Los Angeles, United States MedPOINT Management Full time
Job DescriptionJob Description

Summary
As an Executive Assistant to the Chief Operating Officer (COO) the Chief Executive Officer (CEO), you will be responsible for providing high-level administrative support to ensure the smooth functioning of the COO’s and CEO's work schedules and overall operations of the organization. The Executive Assistant will also collaborate with other Executive Assistants across the organization to ensure seamless communication and coordination between executive offices.

Duties and Responsibilities
• Manage both the COO’s and CEO’s Outlook calendar and email inboxes
• Schedule and organize meetings, including room reservations, preparation, and distribution of meeting materials
• Collaborate with other Executive Assistants, external stakeholders and clients, to ensure schedules align and logistics are in place
• Act as a liaison between the COO and CEO and internal/external stakeholders
• Draft and edit official correspondence, memos, reports, and presentations on behalf of the COO and CEO
• Record accurate and comprehensive minutes during executive or client meetings, as needed; also ensuring timely distribution of meeting minutes and follow-up on action items
• Ensure compliance with regulatory requirements related to all correspondence and documentation
• Maintain confidentiality of sensitive information and adhere to privacy and security policies
• Provide backup support for other Executive Assistants during peak periods or absences to maintain continuity in administrative support
• Assist in organizing and executing special events or projects as requested by the COO and CEO
• Building strong relationships with other administrative professionals and stakeholders to foster a supportive and collaborative working environment
• Manage office supplies, equipment, and other administrative tasks as needed

Minimum Job Requirements
• Bachelor’s degree, project management experience or certifications are a plus
• 3+ years of experience in an Executive Assistant position or as an Assistant to a C-suite position for a large company
• Experience working in the healthcare field and or client services business is a plus
• Proficient in Microsoft Office Suite and other relevant software

Skill and Abilities
• Strong organizational and multitasking skills with meticulous attention to detail
• Demonstrates aptitude for problem-solving and thrives in a high-paced, dynamic team environment
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information with discretion
• Strong interpersonal skills, with ability to collaborate effectively internal and external stakeholders

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