Highlights and Benefits at Heartland Dermatology Center

• This position typically will work Monday through Friday, with paid holidays (six per year), paid vacation, paid sick leave, we offer flexibility in work schedules and value you as a team member. We provide training, and a comfortable fun working environment.
• To further enhance your experience, we provide the following Benefits: Health insurance, Dental insurance, Paid life Insurance, Vision insurance, Healthcare spending or reimbursement accounts such as Flexible spending accounts. Other voluntary insurance plans you can participate in, a fantastic 401 (k) plan with matching contributions, and you can enjoy various Employee discounts.

RESPONSIBILITIES: The executive assistant is responsible for providing high-level administrative support to the COO, CEO, and Leadership staff and the management team performing various complex clerical functions. This person serves as the primary point of contact for internal and external constituencies on all executive matters.

JOB DUTIES: 

1. Performs administrative duties for executives, including developing routine and confidential correspondence, drafts, reports, contracts, and memos.
2. Schedules appointments for the chief executive officer and members of the Leadership team. 
3. Manage executive travel and meetings; develop itineraries and agendas; book other transportation; arranges lodging and meeting accommodations.
4. Drafts letters and documents; collects and analyzes important information; creates reports for review; initiates telecommunications.
5. Prepares event briefing materials. 
6. Acts as liaison between departments to facilitate communication at all levels.
7. Attends quarterly Board of Directors meetings, annual Strategic Planning meetings, and weekly leadership team meetings. Records minutes in addition to attendance at these meetings.
8. Maintains governance documents and files, including those related to committees, quality assurance, strategic planning, finance, etc.
9. Protects operations by keeping information confidential.
10. Manages budgets and prepares budgetary requests.
11. Assist in maintaining current policies and procedures manuals as revisions are made.
12. Performs other duties as assigned.
13. Foster and model the behaviors that reflect and support the desired group culture (developing our people: serving others) for the organization. 
14. Constructively offer feedback to others in areas of responsibility when there is in congruence between behaviors and our desired culture.

Performance Requirements: 
Knowledge:

1. Knowledge of organization policies, procedures, systems.
2. Knowledge of customer service skills, both in person and over the telephone.
3. Knowledge of Microsoft Office 365

 
Skills:

1. Skill in building relationships with stakeholders, including staff, board members, external partners, etc.
2. Skill in written and verbal communication, including report presentation.
3. Skill in shorthand, dictation, or transcription to take meeting minutes.
4. Skill in travel logistics.
5. Skill in being a highly resourceful team player.

 
Abilities:

1. Ability to manage multiple and changing projects rapidly and effectively.
2. Ability to handle confidential information with discretion and adapt to competing demands.
3. Ability to think strategically, solve problems and propose solutions.
4. Ability to edit and review documents for typographical errors, omissions, or lack of clarity.
5. Ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
6. Ability to competently use Microsoft Office, including Word, PowerPoint, Excel, and appropriate practice management software.

 
Equipment Operated: Standard office equipment, including computers, fax machines, copiers, printers, telephones, postal machines, etc.
 
Work Environment: The position is an in-office position with the ability to work remotely as approved by the supervisor.
 
Physical Requirements:  Must possess the physical and mental abilities to perform the tasks normally associated with an Executive Assistant, such as sitting for 80 percent of the day; manual dexterity to operate office machines, including computers and calculators; stooping, bending to handle files and supplies; and mobility to complete errands or deliveries, lifting up to 20 lbs. Multiple staff demands and deadlines can trigger stress.