Senior Executive Assistant to Board and CEO

Established in 2001, Southeast Orthopedic Specialists is a regional leader in orthopedic medicine. We are dedicated to growing with our patients. Our reach will continue to expand to meet the needs of all patients, present and future. We desire to make industry-leading five-star orthopedic care accessible to as many people as possible.

At Southeast Orthopedic Specialists, we are dedicated to taking care of you so you can take care of business! We offer ourFull-Time Employeesa robustBENEFITS PACKAGEthat includes the following:

• Competitive Health & Supplemental Benefits
• Monthly $43 stipend to use toward ancillary benefits
• HSA with qualifying HDHP plans with company match
• 401k plan with company match
• Employee Assistance Program available 24/7 
• Employee Appreciation Days/Events
• Paid Time Off & Paid Holidays

As Southeast Orthopedic Specialists continues to grow, we are actively hiring a Full-Time Senior Executive Assistant to Board and CEO located in Jacksonville, FL! Please see below for the functions and requirements needed in order to be considered for this position:

GENERAL SUMMARY

Senior Executive Assistant to the Board and CEO, Southeast Orthopedic Specialists proactively is responsible for providing high-level administrative support to the CEO and Board members of the organization. May handle a variety of situations and conflicts involving the clerical and administrative functions of the office. Responsible for confidential and time-sensitive material and information. Relies on experience and independent judgment to plan and accomplish goals. This role requires exceptional organizational skills, discretion, and the ability to handle a wide range of administrative tasks with professionalism and efficiency.

ESSENTIAL FUNCTIONS

• Calendar Management: Manage and maintain the CEO's and Board's calendars, including scheduling meetings, appointments, and conference calls, while prioritizing conflicting requests and ensuring timely reminders. Arrange all appointments, meetings, board meetings, and conferences. Contacts the appropriate individuals to attend.
• Stakeholder Liaison: Acts as the primary point of contact for internal and external stakeholders, including board members, senior executives, and shareholders, and facilitates communication between parties as needed. Handles a variety of matters involving contact with various staff, board members, physicians, committees, agencies, and the public. Ability to communicate effectively.
• Communication Management: Answers and screens telephone calls. Returns telephone calls as needed. Composes email correspondence and distributes it to appropriate individuals. Anticipates needs by gathering records, reports, correspondence, or other specific information.
• Special Projects and Document Management: Assists with special projects and initiatives as assigned, which may include research, analysis, and coordination with other departments. Manage and maintain electronic and physical filing systems, ensuring easy access to important documents and information.
• Meeting Coordination: Organize and prepare materials for meetings including agendas, minutes, reports, and presentations in a timely and effective manner. Ensures that meeting rooms are set up appropriately. Attends meetings or conferences as assigned to take meeting minutes.
• Confidentiality: Maintains the strictest confidentiality and discretion regarding all matters. Handles sensitive materials and information including executive discussions, strategic plans, and other matters.
• Team Leadership: Provides leadership and guidance to other administrative staff members, delegating tasks and ensuring the smooth operation of the executive office.

EDUCATION

• Bachelor’s degree or higher in Business Administration, Management, or related field preferred.

EXPERIENCE

• Minimum of four years administrative experience supporting Executive level position, preferably the company CEO.
• Requires healthcare background/experience

KNOWLEDGE

• Knowledge of organizational policies, procedures, and systems.
• Knowledge of office management techniques and practices.
• Knowledge of research methods and procedures to compile data and prepare reports.
• Knowledge of computer systems, programs, and applications.
• Knowledge of grammar, spelling, and punctuation.

SKILLS

• Skill and experience in taking meeting minutes.
• Flexibility and adaptability to changing priorities and deadlines.
• Excellent skill in organizing and prioritizing the daily workload.
• Highly proficient in Microsoft Outlook, Word, PowerPoint, Excel, and other relevant software applications.
• Strong written and verbal communication skills, with a professional and polished demeanor.
• Extremely organized and efficient work style, attention to detail, accuracy, ability to work under pressure, and adherence to deadlines are required.

ABILITIES

• Ability to establish and maintain effective working relationships with team members and the public.
• Ability to communicate effectively and present information concisely.
• Ability to think strategically, anticipate the executives’ needs and proactively address issues.
• Ability to establish priorities and coordinate work activities.
• Ability to exercise initiative, problem-solving, and decision-making.

** This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as needs evolve. **

QUESTIONS?

CONTACTHR@SE-ORTHO.COM