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Executive Assistant

4 months ago

San Antonio, United States Gonzaba Medical Group Full time
General Summary: The Executive Assistant will be responsible for managing the day-to-day operations of the Executive Office while serving as primary liaison to internal and external contacts on behalf of the CEO. Functions as an extension of the CEO by anticipating needs and proactively addressing issues with an emphasis on sound judgment, initiative, and confidentiality, with appropriate but minimal direction. This position facilitates efficient execution of the CEO's daily responsibilities by vetting internal and external requests, directing assignments to appropriate staff, working closely with the CEO's direct report team. The Executive Assistant will manage internal and external correspondence, monitor the Executive Office, spearhead special projects for the CEO, prepare and manage special events. Liaison must be able to interface successfully with internal departments and external contacts using diplomacy and discretion. The Executive serves as the CEO's ambassador in dealing with key external contacts, executive members, and other leaders of the organization.

Supervisory Responsibilities: This position has no supervisory responsibilities.

General Requirements: All duties performed will be done accurately and in a timely manner.

  1. Communicates the CEO's directives by coordinating and overseeing workflow in a fast-paced, rapidly changing work environment.
  2. Disseminates pertinent information to staff on behalf of the CEO.
  3. Advises the CEO on organizational and departmental priorities as appropriate and drives and supports necessary content preparation.
  4. Provides oversight of the preparation of all materials for the CEO's schedule including travel, speeches, presentations, correspondence, and other administrative functions.
  5. Serves as the liaison and gatekeeper to Executive team, Management team and staff seeking contact with the CEO's office, ensuring timely and appropriate management of all inquiries that come to the CEO's office.
  6. Monitors internal and external deadlines and action items for the CEO and provides appropriate reminders.
  7. Judiciously manages the CEO's demanding schedule.
  8. Coordinates mailings and drafts correspondence from the CEO.
  9. Manages special projects, including but not limited to special events, meetings, and other tasks as requested by the CEO.
  10. Communicates regularly with members of the Executive team on behalf of the CEO.
  11. Provides strategic input into the planning of all Executive committee and Leadership meetings based on the priorities and requests of the CEO.
  12. Works with the CEO to develop the meeting agendas and content, and to identify the specific action/follow-up items from each such meeting; may also be required to provide oversight of the development and distribution of the minutes from these meetings.


Education and Training: Minimum bachelor's degree in business or related field required. Masters preferred.

Experience: Six to eight years of experience supporting C-Suite executives required.

Other Requirements: Computer Skills: Skilled in use of computer/EMR systems. Knowledge of Word processing software, spreadsheet software, Internet, and database software.

Work Environment: Depending upon the area assigned may be 100% clinical setting or office setting in a clinic environment. Exposure to communicable diseases, bodily fluids, toxic substances, ionizing radiation, medicinal preparations, and other conditions common to a clinic environment.

Mental / Physical Requirements: Requires manual dexterity, sitting, standing, stooping, reaching, kneeling, crouching, bending, walking, lifting up to 15lbs. Close vision and ability to adjust focus. Must be able to work efficiently under pressure.

Additional Information: Gonzaba Medical Group is seeking team members who contribute as A-Players, demonstrate a strong work ethic, are committed to the culture and our core values.

Other Duties As Assigned: The above job description is not intended to be an all-inclusive list of duties and standards of the position. Team members will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Responsibilities, knowledge, skills, abilities, and work environments may change as needs evolve.