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Executive Coordinator
3 months ago
Qualifications:
NorthStar Anesthesia is seeking a Executive Coordinator to join our team.
This role offers the flexibility to be Hybrid based out of our Irving, TX 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
