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Senior Executive Assistant and Project Manager

2 months ago

Everett, Washington, United States Catherine Dambrosio, PHD, RN, & Associates LLC Full time
Job Overview

Position Title: Executive Assistant and Project Coordinator

Department: Clinical Department

Reports To: Clinical Director

Job Type: Full-Time

Location: Onsite

Position Summary:

The Executive Assistant and Project Coordinator plays a pivotal role in delivering high-level administrative assistance to the executive leadership within the Clinical Department while managing various projects to ensure their successful execution. This position demands an exceptionally organized and proactive individual who can handle multiple priorities and tasks with utmost professionalism and confidentiality.

Key Responsibilities:Administrative Support:
  • Oversee and organize executive schedules, including appointments, meetings, and travel logistics.
  • Draft and refine correspondence, reports, and presentations.
  • Safeguard confidential information with integrity and discretion.
  • Serve as a liaison between the executive team and both internal and external stakeholders.
Project Coordination:
  • Facilitate and oversee clinical projects from initiation to completion.
  • Create project plans that outline timelines, milestones, and resource allocation.
  • Monitor project progress and provide updates on status, challenges, and risks.
  • Encourage communication and collaboration among project team members.
Meeting and Event Coordination:
  • Prepare and organize materials for meetings, conferences, and events.
  • Document meeting minutes and follow up on assigned action items.
  • Manage logistics for departmental events and activities.
Staff Scheduling and Management:
  • Coordinate the schedules of clinical staff to ensure optimal coverage and operational efficiency.
  • Oversee the onboarding and offboarding processes for clinical personnel, including orientation and exit procedures.
  • Maintain accurate records of staff credentials and certifications.
Timesheet and Payroll Management:
  • Supervise and manage timesheets for clinical staff, ensuring accuracy and adherence to policies.
  • Coordinate payroll processing in collaboration with HR and Finance departments to resolve any discrepancies.
  • Assist in preparing payroll reports and necessary documentation.
Documentation and Reporting:
  • Maintain precise records and documentation related to projects, staff schedules, timesheets, payroll, and executive activities.
  • Generate regular reports and updates for executive review.
  • Ensure compliance with departmental and organizational policies and procedures.
Office Management:
  • Oversee office operations and administrative functions to promote efficiency.
  • Assist in managing supplies and equipment maintenance.
  • Support budgeting and expense tracking for the department.
Required Skills:
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Capability to work independently and collaboratively in a dynamic environment.
  • High level of professionalism and discretion.
Key Competencies:
  • Attention to Detail: Ensures accuracy and thoroughness in all tasks.
  • Problem-Solving: Identifies and resolves issues efficiently.
  • Interpersonal Skills: Builds and maintains positive relationships with team members and stakeholders.
  • Adaptability: Adjusts to changing priorities and manages multiple tasks simultaneously.
  • Proactivity: Anticipates needs and takes initiative to address them.