Position Summary:

Seeking motivated individual with a proactive and detail-oriented personality to support the day-to-day activities of a successful, internationally known orthopedic surgeon both professionally and personally. In addition, this position will provide administrative support to the physician’s family and work with various members of the household staff. This position will use professional concepts and company objectives to resolve complex issues in creative and effective ways and will have an in-depth knowledge of the physician’s and the company operations, policies and procedures. The Executive Administrative Assistant will handle details of a highly confidential and critical nature. The Executive Administrative Assistant will make high level contacts of sensitive nature inside and outside the company.

Position Responsibilities/Standards:

General

• Attend department, clinic or company meetings as required
• Demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns
• Consistently work in a positive and cooperative manner with fellow staff members.
• Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary.
• Attend required annual in-service programs.
• Demonstrate knowledge and understanding of all company policies and procedures.

Specific Duties

• Collect and prepare information to use in discussions/meetings of executive staff and outside individuals: Organizes, takes minutes, and follows up on actions from these meetings. Prepares presentation materials, works with various members of the orthopedic practice on meetings, conferences, speaking engagements; works with practice management on an assortment of projects. Work with outside individuals on surgeon visits including visits with implant and instrument manufacturers, vendors, and representatives.
• Handle details of a highly confidential and critical nature; interact comfortably and skillfully with senior level executives, physicians, other medical personnel, and others within and outside the company.
• Resolve time sensitive issues with a high degree of precision and exhibit strong organizational, written, and verbal communication skills.
• Skillfully prepare statistical and written reports as well as presentations for management.
• Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors.
• Read and interpret basic accounting.
• Extensive calendaring and coordination of travel arrangements within the United States and Internationally including collaboration with other physician administrative assistants on scheduling use of corporate jet.
• Communicate effectively with all locations and diverse cultures.
• Answering phones, screening, and documenting incoming calls.
• Managing and responding to email.
• Collaborating with the other administrative team on physician’s schedule (surgical, clinical, and personal), Provides assistance in other areas of the practice as directed by physician and practice administrator. Oversee and manage physician assistant call schedule with other physician administrative assistants.
• Personal administrative support to physician and physician’s family.
• Prepare a “family” calendar to include all travel, personal appointments, and other items as needed to be communicated between family and physician.
• Accounting functions to include bank reconciliations, bill payment and compilation of various tax documents for accountants and financial advisors.
• Collaboration with physician on holiday and other celebrations. Will include working closely with household staff as well as making necessary travel and accommodation arrangements.
• Collaboration with physician on all family travel and vacations including arrangement for guests.

Education/Experience Required:

• Must have a minimum of a BA or equivalent work-related experience.
• 5 years as an Executive Assistant or equivalent C-Level experience.
• Job requires work to be done in a timely manner, which will require working 8:00am – 5:00pm) and occasional weekends as needed.
• Must be self-motivated, proactive, driven, and own the role.
• Ability to handle complex job responsibilities such as conducting research and analysis, preparing statistical data and spreadsheets, troubleshooting.
• Mastery skills in MS Word, Excel, and PowerPoint, along with experience composing a number of types of professional documents.
• High level of proficiency in grammar, spelling, punctuation, and excellent oral communications.
• Must have knowledge in all aspects of administrative duties.
• Excellent and mature interpersonal skills.
• Understands how to be an Executive Assistant for an Executive of a multi-billion-dollar company, including dealing pleasantly with a wide variety of individuals and to be able to handle difficult personalities with tact and diplomacy.
• Must have good interpersonal skills, discretion, good judgment, organizational and management ability, initiative, and the ability to work independently.

Physical Requirements:

Physical requirements for the position include the ability to frequently hear and communicate orally, see up close and at a distance, read and comprehend, stand, sit, walk, reach, handle, and/or feel objects. Must be able to climb, pull, push, and kneel. Maximum unassisted lift = 25 lbs. Average lift less than 10 lbs.