Executive Assistant

3 weeks ago

Wausau, United States GastroIntestinal Associates, SC Full time

Position Summary

We are currently seeking a dedicated Executive Assistant to join our team and provide administrative support to our Chief Operating Officer (COO) and other members of the Leadership Team. This full-time position involves coordinating and supporting key committees, provides marketing assistant support and development of materials, coordinates updates and maintains policy and procedure manuals, along with other administrative-related functions.

Essential Job Functions and Responsibilities

* Provides daily administrative support to the Chief Operating Officer, including but not limited to typing letters and documents, faxing and scanning documents, arranging meetings and phone calls, etc.
* Coordinates meeting scheduling, agendas and minutes for GIA Board meetings, leadership council, safety committee, risk management committee, employee activities committee, and other committees as assigned.
* Assists with purchasing supplies as needed.
* Organizes catering for various meetings held internally.
* Updates and maintains policy and procedure manuals, facility contact list, GIA website, and other documents and/or sites critical to the overall operation of GIA.
* Manages Social Media (Facebook) page and responds to patient comments and reviews.
* Manages company apparel store.
* Coordinates marketing projects and works with outside vendors as assigned; including website maintenance and development, development of community and patient education materials.
* Completes projects in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro.
* Assists in the coordination and planning of all GIA events (including but not limited to purchasing / picking items up, tracking expenses, managing catering, creating and distributing event communication, etc.)
* Purchases physician scrubs, lab coats, and coordinates embroidery.
* In conjunction with Human Resources, coordinates conference travel planning, flights, lodging, etc. Distributes information to involved parties and audits reimbursement requests upon staff members return.
* Manages, tracks, and communicates with BOD, requests for external donations and/or sponsorships.
* Coordinates marketing for sponsorship approvals and responds to request denials.
* Coordinates the facility management with contractors, tracks and enters maintenance work orders, and assures quarterly maintenance is scheduled.
* Assists in reaccreditation surveys with the Joint Commission and AAAHC.
* Provides administrative support to other areas, as needed (i.e. fiscal, human resources, etc.)
* Performs other duties as assigned.

Minimum Qualifications

* Education
* Associate Degree in an Administrative, Marketing, or related program preferred.


* Licensure/Certification
* n/a


* Experience
* Three years of experience as an administrative/executive/marketing assistant highly preferred.



Competencies Required

* Knowledge
* Knowledge of efficient office procedures and organizational practices.


* Skills
* Possess interpersonal, communication, and listening skills necessary to deal effectively and courteously with physicians, coworkers, vendors and all levels of staff.
* Proficient computer skills, specifically Microsoft Outlook, Word, Excel, PowerPoint, Adobe Acrobat, and the Internet.
* Attention to detail, submitting work with confidence in its accuracy.
* Demonstrates professionalism and respect in all forms of communication and correspondence.
* Strong organizational skills, ensuring documents and information are maintained in an orderly manner.


* Abilities
* Exhibits professionalism and sound judgment in all matters as a member of leadership in the organization.
* Ability to practice integrity by showing an uncompromising adherence to strong moral and ethical principles and values. Ability to work in a fast paced, multi-tasking environment while managing rapidly changing demands and re-prioritizing as needed.
* Ability to maintain strict confidentiality of personnel, fiscal, and health information.
* Ability to gather information accurately and efficiently


*

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