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Executive Coordinator

3 months ago

Washington, United States NorthStar Anesthesia Full time

Qualifications:

NorthStar Anesthesia is seeking a Executive Coordinator to join our team.

This role offers the flexibility to be Hybrid based out of our Washington, D.C. office.

A Smarter Career Investment

NorthStar is the fastest growing anesthesia management company in the U.S. We run successful anesthesia programs with more than 2,500 clinicians across 20+ states. Whether you're a physician, CRNA or office professional, NorthStar is a great place to invest your career.

Summary/Objective:

The Executive Assistant will act as an extension of the executive team. The ideal candidate will be self-driven, flexible, and able to work with minimal oversight and guidance. This person will be comfortable with ambiguity and know how to take effective action when needed.

Executive Support

  • Manage executives calendars, including day-to-day and ongoing oversight, deconflicting schedules proactively where needed, and keeping all relevant logistical details updated.
  • Prioritize executive calendars and schedules based on business needs.
  • Maintain understanding of assigned executives priorities and responsibilities.
  • Work collaboratively with full EA team to schedule across multiple executives.
  • Coordinate travel (hotels, airfare, trains) for assigned executives.
  • Submit timely and accurate expense report submissions for assigned executives.

Meeting Management

  • Coordinate logistics for internal and external meetings, including calendar invitations, meeting room reservations, and A/V needs.
  • Coordinate distribution of agendas, supporting documents, and other information for internal and external meetings.
  • Take meeting minutes and distribute to attendees in follow-up.
  • Monitor progress against meeting action items and follow-up with stakeholders as appropriate.

Project Management and Event Planning

  • Create slide decks, meeting materials, collateral, and agendas for meetings and events.
  • Coordinate internal and external events, including but not limited to conferences, town halls, board meetings, and social gatherings.
  • Manage onsite and offsite events with high attention to detail and customer service orientation.
  • Manage tasks delegated and assigned by the executives and manager.
  • Maintain vendor maintenance communication for portfolio of assigned vendors.
  • Relieve Front Office Manager of duties when needed, including assisting with greeting guests and vendors.
  • Promote NorthStar Anesthesias Core Values

Key Deliverables:

  • Coordinate and prioritize multiple schedules, appointments, and office visits.
  • Handle a wide range of administrative-related tasks while being able to work independently and confidently under pressure.
  • Maintain a high degree of confidentiality.
  • Other duties and assigned responsibilities

Qualifications:

  • Bachelors degree from an accredited college or university
  • Minimum of three (3) years providing executive support at a high level
  • Demonstrated project management with the ability to partner with diverse stakeholders to meet ambitious timetables, milestones, and deliverables
  • Proficiency in Microsoft Office Suite programs including Word, PowerPoint, Excel, and Outlook
  • Ability to manage up and collaborate effectively with diverse
  • Ability to prioritize workload on daily, weekly, and monthly basis

Knowledge, Skills and Abilities:

  • Excellent written and verbal communication skills
  • Ability to think creatively, highly driven, self-motivated, highly organized
  • Ability to work accurately and timely, follow complex instructions, and produce demonstrated high-quality work with great attention to detail
  • Strong interpersonal skills, with ability to build relationships with stakeholders, act with tact and diplomacy, and demonstrate sound judgment
  • Proven ability to manage confidential information with discretion
  • Ability to maintain a friendly and professional demeanor and presence in all interactions