What are the responsibilities and job description for the Executive Assistant position at Ethos Health Group LLC?
We're seeking a dedicated Executive Assistant to support our Director of Operations in Ocala, Florida. This is a full-time, on-site position with occasional travel (approximately 20% per month) to support operational needs across locations.
As the right hand to our Director of Operations, you'll play a key role in keeping priorities on track, coordinating day-to-day activities, managing schedules, communications, and ensuring seamless execution of strategic initiatives.
Role and Responsibilities
Administrative Management
Maintain and coordinate the executive’s calendar, prioritizing appointments and resolving scheduling conflicts.
Prepare, proofread, and edit correspondence, reports, and presentations.
Organize and maintain files, records, and documentation in compliance with healthcare regulations.
Communication & Stakeholder Coordination
Act as the primary liaison between the executive and internal/external stakeholders, including healthcare professionals, staff, and patients.
Draft and manage high-level communications, ensuring timely responses and consistent messaging.
Screen and prioritize incoming calls, emails, and requests
Respond to emails as designated
Delegate emails to others and follow up for completion
Screen and prioritize emails.
Operational Oversight
Facilitate smooth daily operations by anticipating the needs of the executive and addressing challenges proactively.
Coordinate travel arrangements, including itineraries, accommodations, and transportation.
Manage expense reports, invoices, and budget tracking for the executive’s office.
Meeting & Event Coordination
Schedule, plan, and coordinate meetings, including virtual and on-site engagements.
Prepare agendas, presentations, and briefing materials for meetings and follow-up on actionable items.
Organize and oversee special events, including departmental retreats and stakeholder engagements.
Project and Initiative Support
Assist the executive with managing projects, ensuring timely delivery of milestones.
Track progress, handle follow-ups, and resolve issues related to project timelines and goals.
Research and analyze data to support strategic decision-making and prepare detailed reports.
Confidentiality
Ensure that all activities comply with organizational policies and healthcare regulations.
Executive level knowledge to keep confidential
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Qualifications and Education Requirements
Bachelor’s degree in Business Administration, Healthcare Administration, or a related field preferred.
3 years of proven experience as an executive assistant, preferably in the healthcare sector.
Strong proficiency in Google Suite and scheduling tools.
Familiarity with healthcare terminology, HIPAA regulations, and industry practices is an advantage.
Outstanding organizational, time-management, and multitasking abilities.
Excellent written and verbal communication skills.
Preferred Skills
High level of discretion and professionalism in handling confidential matters.
Strong problem-solving skills and adaptability in a dynamic environment.
Proactive, self-motivated, and capable of anticipating needs.
Excellent interpersonal skills and ability to interact with individuals at all organizational levels.