What are the responsibilities and job description for the Executive Assistant position at Orthopedic Institute?
Position Summary
The Executive Assistant serves as the primary support to the CEO and provides high-level administrative assistance to the COO. This role involves confidential duties such as complex scheduling, correspondence, report preparation, and document management, while coordinating Board meetings, physician call schedules, and facility management. Exceptional attention to detail, discretion, and cross-departmental coordination are essential.
Job Responsibilities
The Executive Assistant serves as the primary support to the CEO and provides high-level administrative assistance to the COO. This role involves confidential duties such as complex scheduling, correspondence, report preparation, and document management, while coordinating Board meetings, physician call schedules, and facility management. Exceptional attention to detail, discretion, and cross-departmental coordination are essential.
Job Responsibilities
- Proactively manage CEO and COO calendars, anticipating needs, resolving conflicts, and maintaining recurring meetings. Provide support to administrative team as directed.
- Maintain documents for committees, strategic planning, quality, charters and bylaws. Maintain confidentiality of all information.
- Develop and distribute Board/committee schedules, avoiding conflicts with external partners.
- Create and update monthly, annual, and multi-year physician call/holiday schedules according to medical leadership guidelines.
- Coordinate new provider onboarding and ensure affiliation agreements for students/residents.
- Maintain databases for stakeholders (board, physicians, partners, vendors).
- Centralize cross-functional projects (recruiting, outreach, strategic initiatives); track and report open items.
- Liaise with vendors for maintenance, cleaning, security, elevators, fire safety, equipment, sanitation, and snacks.
- Manage building/vendor logs, repairs, maintenance, painting, equipment, outreach needs, and vehicle/key scheduling.
- Handle annual licenses/renewals (SD/MN Secretary of State, SDBMOE) with legal counsel.
- Secure and update BAA records for compliance partners and terminated employees.
- Coordinate events, board meetings, staff appreciation (holidays, retirements), physician meals, food trucks, and recognition activities
- Associate or bachelor’s degree preferred, or equivalent experience.
- 5 years executive administrative experience with boards/shareholders required; healthcare background preferred.
- Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint), scheduling/AI tools, Adobe, Project Management Software and Athena.
- Strong analytical, organizational, communication, and interpersonal skills; manages priorities, deadlines, and confidentiality independently.