Executive Assistant
1 month ago
The Executive Assistant is a pivotal role in providing administrative support to the Executive Director and Senior Leadership team. The successful candidate will be a self-starter with a proven track record of professionalism, incorporating verbal and written communication skills as he/she functions within a fast-paced environment.
Key objectives for this role:
* Ability to create and manage professional documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics using all components of Microsoft 365.
* Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information.
* Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
* Manage and maintain MDScheduler software for Physician and Advanced Practice Providers (APP) schedules.
* Track and coordinate Physicians and APPs time off, including modifying scheduling templates.
* Runs reports from practice management software and creates reports tracking provider productivity.
* Works with other Administrative Team members to compile, distribute, and follow-up on patient needs as identified in patient satisfaction surveys and through direct communication with patients.
* Coordinate materials for the Board of Directors and various committee meetings.
* Accurately prepare grammatically-correct minutes for meetings.
* Regularly coordinates and sets up for leadership meetings.
* Coordinate and order meals for meetings.
* Maintain provider templates for the clinics.
* Manage conference room reservations.
* Ability to maintain strict confidentiality on all issues, interactions and correspondence.
* Oversees local office management activities, like coordination of deliveries, mail distribution, FedEx, scanning, email distribution list, site meetings, etc.
* Event planning, management and coordination.
The ideal candidate will have:
* 5+ years of experience supporting executives with calendar, travel, administrative, and budget management.
* Outstanding interpersonal, communication (oral and written), and relationship-building skills with the ability to adapt messages and writing styles across varied media to effectively communicate with diverse internal and external audiences.
* Requires advanced working knowledge in Microsoft Office Suite applications such as PowerPoint, Word, and especially Excel. Knowledge of project management software helpful.
* Must be results-oriented and able to work on multiple projects simultaneously.
* Must be able to understand how decisions and actions impact all areas of the practice.
* Superior time management and prioritization practices
* Well organized, resourceful, and results-driven.
* Extremely detail-oriented with impeccable follow-up and follow-through skills.
* Enjoys a fast-paced, continuously evolving and results-driven work environment.
* Flexible, adaptable team player with strong interpersonal skills who is open to feedback and a changing environment.
* Highly motivated self-starter with a relentless work ethic.
* Great can-do attitude and energized by working in a dynamic, fast moving team environment.
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