Executive Assistant

Summary:

The Executive Assistant is responsible for performing administrative duties for the Chief Executive Officer (CEO). Responsibilities include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations. This position requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters required.

The Executive Assistant conserves the C.E.O.’s time and promotes the clinic image by representing the C.E.O. internally and externally; providing liaison between the Chief Operating Officer, Clinic Manager, Administrative Financial Specialist and employees.   

Essential Duties and Responsibilities:

• Works closely with Management Leads on day-to-day operations
• Attends meetings on behalf of the CEO
• Troubleshoots and resolves operational problems
• Actively involved in P.R in the community
• Takes Board Meeting and Committee Meeting Minutes
• Prepares Board Meeting Minutes
• Communication with the Board
• Maintains sensitive files and records
• Plans and schedules meetings and appointments
• Prepares meeting materials
• Conducts research for various projects
• Prepares correspondence, reports, and presentations
• Makes travel and guest arrangements
• Provides quality customer service at all times
• Manages various projects as assigned while exercising discretion and independent judgement
• Punctuality, regular and reliable attendance
• Performs other duties as developed, directed or assigned

Supervisory Responsibility: N/A

Qualification Requirements:

Education and/or Experience:

• 3-5 years of experience in administrative work, preferably in a health care office.
• Ability to work independently with little or no supervision.
• Proficient with Microsoft Word, PowerPoint, Excel, and Outlook.
• Ability to multitask, prioritize, and work under deadlines.

Language Skill: 

• Demonstrated ability to use proper English, spelling, grammar and punctuation in business correspondence.
• Must have strong transcription skills.

• Requires strong organizational skills.

Reasoning ability: 

• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Equipment/Machinery: Fax machine, copier, personal computer, telephone, calculator, Microsoft Word/Excel, QuickBooks, EHR system, and other software as required.

Physical Demands:  The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Stand and walk or sit alternatively depending on specific needs of day. Estimate 20% of time is spent on feet and 80% sitting at desk.
2. Have occasional need to perform the following physical activities: bend/stoop/squat, climb stairs, push or pull, reach above shoulders.
3. Have occasional need to perform standing and walking activities.
4. Constant need to perform the following physical activities: writing/typing, grasping/turning, finger dexterity.
5. Lifting/carrying over 10 pounds occasionally. Lifting/carrying less than 10 pounds frequently.
6. Vision requirements: constant need to complete forms, read reports, view computer screen.  Frequent need to see small detail.  Frequent need to see things clearly beyond arm's reach.
7. Hearing requirements: constant need to communicate over telephone and in person.

Travel Requirements:  Occasional need to utilize personal transportation to visit sites, and attend meetings and conferences.

Work Environment:

The noise level in the work environment is usually moderate.