Executive Assistant II (BMG)

Job Title: Executive Assistant II

Reports To: President, Beacon Medical Group
Department: BMG Administration
Position Type: Full-Time, In-Person

Position Summary

The Executive Assistant II provides high-level in-person administrative support to the President of Beacon Medical Group. This role requires initiative, discretion, and professionalism, supporting daily operations through calendar management, travel coordination, communications, event planning, and special projects. The Executive Assistant serves as a key liaison between executive leadership, internal staff, external partners, and the community.

💼 This is an on-site, in-person position requiring regular attendance at Beacon Medical Group’s executive offices. Remote or hybrid work is not available for this role.

Key Responsibilities

Administrative Support

• Manage the President’s calendar; schedule and coordinate meetings, appointments, and conferences.

• Prepare and finalize correspondence, presentations, statistical reports, and confidential documents.

• Take, transcribe, and distribute minutes for meetings as required.

• Prioritize and respond to incoming communications, including phone calls, emails, and mail.

Communication & Liaison

• Act as the first point of contact in person for internal staff, board members, community leaders, and visitors.

• Coordinate information flow and follow-up for meetings and projects.

• Respond to inquiries regarding Beacon Medical Group’s policies and procedures.

Travel & Event Coordination

• Arrange complex travel for the President, Board members, and medical staff (air, hotel, ground transportation, registrations).

• Prepare detailed travel itineraries and process expense reimbursements.

• Support event planning for internal meetings, board events, and external site visits.

Project & Board Support

• Collect and analyze data, assist in report preparation, and complete semi-complex administrative projects.

• Coordinate board meeting logistics, compile and distribute meeting materials.

• Maintain and track provider contracts and addendums as needed.

Collaboration & Support

• Partner with other administrative staff to ensure comprehensive executive support.

• Provide backup assistance to Directors within the President’s service line as needed.

Organizational Expectations

• Uphold Beacon’s Mission: We deliver outstanding care, inspire health, and connect with heart.

• Embody Beacon’s Values: Trust. Respect. Integrity. Compassion.

• Demonstrate Service Goals: Personally connect. Keep everyone informed. Be on their team.

• Participate in department meetings, mandatory education, and annual competencies.

• Adhere to organizational policies, regulatory standards, and safety procedures.

Required Qualifications

Education & Experience

• High school diploma or equivalent required; post-secondary training in office administration preferred.

• 5–7 years of progressive administrative experience, preferably in a healthcare or executive-level setting.

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Strong organizational, problem-solving, and time-management abilities.

• Excellent written and verbal communication skills.

• Ability to work with discretion, maintain confidentiality, and manage sensitive information.

• Demonstrated professionalism in interacting with executive leadership, staff, and external stakeholders.

Working Conditions

• This is an on-site, in-person role at the Beacon Medical Group executive office.

• Office environment with typical business hours; may require occasional overtime or schedule adjustments.

• Physical ability to perform standard office tasks and sit for extended periods.