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Executive Assistant

3 months ago

Reston, United States VSI Full time
Job DescriptionJob DescriptionSalary:

VSI (formerly Virginia Spine Institute), the leading concierge spinal healthcare practice in the Washington D.C. metropolitan area, is seeking an experienced Executive Assistant to join our award-winning team. This is a permanent, full-time position working out of VSI’s Reston, VA office. 


Essential Job Responsibilities:

  • CEO Efficiency: Collaborates with CEO to off-load any-and-all possible errands, renewals, payments and tasks possible to maximize CEO time for other functions.
  • CEO Family Scheduling and Calendar Management: Assists in coordinating the family schedules and coordinates with the spouse's calendar; Plans itineraries and schedules for family travel.
  • Social media and marketing support: Works with CEO to ensure that necessary social media and marketing needs are completed efficiently including assisting CEO with watching relevant posts, increasing followers and helping generate fresh content in conjunction with directives from VSI Marketing team.
  • Presentation Support: Edits and refines presentations created by the executive team. Develops supportive materials to enhance principal's public speaking engagements.
  • Calendar Management: Proactively coordinates to align schedules and identify optimal times for meetings and events. Ensures awareness of key work and personal commitments when scheduling activities.
  • Meeting Facilitation: Strategically schedules time on calendars to maximize productivity. Confirms meeting details with attendees in advance. Collaborates with team members (particularly medical Lead MA) to align on optimal meeting times.
  • Email Management: Maintains own professional email access to communicate on behalf of assigned executives. Provides timely follow-up responses to emails as delegated. Routinely reviews executive emails to prioritize critical items for their attention. Acts as an email gateway to efficiently handle communications on the executive's behalf.
  • Executive Email Management: Handles day-to-day management of the CEO's email communications, including timely responses, screening for priority items, and flagging messages that require the CEO's input. Composes draft correspondence on behalf of the CEO for review. Serves as a key point of contact to efficiently direct executive communications.
  • Inbox Organization and Management: Structures executive email inbox using folders, rules and filters to enable efficient triage and management of communications.
  • Travel Coordination: Arranges complete executive travel itineraries including flights, ground transportation, hotel accommodations, and supporting activities.
  • Loyalty Program Management: Manages all aspects of points programs and travel rewards to maximize value.
  • Social/Personal Recognition Management: Proactively manages gifts, flowers, and other arrangements for birthdays, anniversaries, and holidays.
  • Technical Support: Provides technical support such as assisting with tasks such as setting up and troubleshooting cell phones and wireless account
  • VSI Team Event Planning: Assists HR and Marketing teams to help plan and coordinate team-building activities and offsite outings
  • Legal Meeting Facilitation: Strategically schedules time on Physician calendars for calls with attorneys related to VSI patient care, work comp and expert witness testimony
  • Manage medical practitioner hospital credentialing at local hospital
  • Manage medical practitioner medical license, DEA number, and CME renewal cycle


Job Requirements:

  • Bachelor's degree preferred or equivalent experience
  • 2 years experience as a Personal/Executive Assistant (REQUIRED)
  • 2-4 years experience in a professional environment, healthcare experience desired but not required 
  • Social media/copywriting (PREFERRED)
  • Strong interpersonal, customer service, and communication skills
  • Ability to prioritize and multitask
  • Ideal candidate will be formal, conscientious, precise
  • Able to work effectively against deadlines with a preference for detailed, specialized work
  • Able to work in the office five days a week during normal business hours
  • Able to respond from home in evenings and on weekends as needed
  • Proficient in Microsoft Office suite, Google Workspace