Chief Executive Officer's Administrative Coordinator

1 week ago

Tampa, Florida, United States Blackstone Medical Services Full time
Job Overview

The Chief Executive Officer's Administrative Coordinator will provide comprehensive administrative support to the CEO, ensuring the seamless operation of the executive office. This position demands outstanding organizational abilities, meticulous attention to detail, and the capacity to thrive in a dynamic and often unpredictable work environment.

About Us

Blackstone Medical Services is a leading and rapidly expanding medical device firm committed to enhancing the lives of individuals through innovative solutions. As the largest provider of sleep apnea testing services in the nation, we pride ourselves on our growth and impact.

Key Responsibilities

1. Executive Support:
- Manage the CEO's calendar, schedule meetings, and coordinate appointments.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Handle sensitive and confidential information with discretion and professionalism.
- Act as a liaison between the CEO and other executives, employees, clients, and external partners.

2. Travel Coordination:
- Arrange complex travel itineraries, including flights, accommodations, transportation, and logistics.
- Prepare travel expense reports and ensure timely reimbursement.

3. Meeting Coordination:
- Organize and prepare materials for executive meetings, including agendas, presentations, and reports.
- Record meeting minutes, track action items, and follow up on deliverables.

4. Project Management:
- Assist in the planning and execution of special projects and initiatives.
- Monitor project timelines and ensure milestones are met.

5. Office Management:
- Oversee the maintenance of office supplies and equipment.
- Manage the organization and filing of important documents and records.

6. Communication Management:
- Screen and direct phone calls and emails to the appropriate parties.
- Draft and proofread internal and external communications.

7. Personal Assistance:
- Assist with personal tasks and errands as needed to support the CEO's work-life balance.
- Be available outside of regular business hours for urgent matters and last-minute changes.

Qualifications

- Proven experience as an administrative assistant, executive assistant, or in a similar role.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to work independently and prioritize tasks in a fast-paced environment.
- High level of discretion and confidentiality.
- Flexibility to be available outside regular business hours, including evenings and weekends.

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