What are the responsibilities and job description for the Executive Assistant position at Scheduling Institute?
Executive Assistant to the President
Company: Scheduling Institute, soon to be New Patient Institute (SI/NPI)
Location: Alpharetta, GA (on-site)
Overview
The Executive Assistant (EA) to the President at Scheduling Institute acts as the guardian of time and focus and plays a pivotal role in ensuring executive effectiveness and organizational alignment. This person will directly support the President by maximizing his strategic capacity, enabling him to focus on driving growth and achieving the company’s overarching goals. The EA acts as a trusted partner, managing critical priorities, streamlining processes, and serving as the hub for communication and coordination across the organization. This role requires more than administrative support — it’s about filtering distractions, anticipating needs, and ensures the President is operating at maximum impact.
Key Areas of Ownership:
Executive Support & Time Management • Manage and optimize the President’s calendar, schedule, and travel (short- and long-term). • Prioritize competing demands, ensuring time is allocated to the most strategic initiatives and revenue-generating activities. • Proactively prepare the President for meetings, events, and deliverables. • Monitor expenses, budgets, and reimbursements related to the President’s activities.
Email & Communication Filtering • Monitor and triage the President’s inbox, ensuring only the most critical items rise to the top. • Draft professional, timely responses that reflect the organization’s voice and priorities.
Meeting & Communication Management • Oversee agendas, prep materials, follow-ups, and accountability for internal and external meetings. • Serve as the first point of contact for all scheduling, communication, and coordination requests. • Manage internal and external communication flow with discretion and timeliness.
Project & Initiative Management • Drive forward executive-led initiatives and special projects. • Monitor task and project completion rates, ensuring deadlines and commitments are met. • Partner with leadership on strategic planning and execution.
Process & Systems Improvement • Create and refine systems to enhance executive and organizational productivity. • Improve workflows for calendar, email, reporting, and information management. • Document and streamline processes for efficiency and scalability.
Accountability & Follow-Through • Track deliverables, ensuring both the President and leadership team honor commitments. • Maintain accountability across teams for preparedness, on-time delivery, and alignment with business priorities.
Stakeholder & Relationship Management • Manage relationships and communications with key internal and external stakeholders. • Ensure cross-functional alignment, awareness, and effective information flow across teams. • Represent the President with professionalism and executive presence.
Personal Support (10%) • Handle occasional personal appointments and commitments to maintain balance and efficiency. • Maintain confidentiality and discretion at all times.
Qualifications • 3-5 years’ experience in an Executive Assistant or similar role supporting a CEO, President, or other high-performing executive. • Exceptional organizational and project management skills. • High emotional intelligence, discretion, and professionalism. • Strong written and verbal communication abilities. • Strong ability to thrive in a fast-paced, entrepreneurial environment. • Advanced proficiency with MS Office, Teams, and other collaboration tools. • Proven experience working with Microsoft Suite for Mac, NetSuite, SharePoint, and Trello a plus.
What Success Looks Like • The President spends 80–90% of time on strategic, revenue-generating, and leadership activities — not admin. • Acts as the point of contact for all scheduling, communications and coordination requests for and from the President. • The calendar is organized, intentional, and friction-free. • Communications are clear, professional, and resolved promptly. • Travel and events run smoothly, efficiently, and without surprises. • The President feels prepared, focused, and protected — never blindsided. • Confidential information is handled with the utmost care and discretion.
Ideal Candidate Profile • Highly organized and thrives on bringing order to complexity. • Proactive problem solver with the ability to anticipate needs and take initiative. • Exceptional communicator with strong writing and interpersonal skills. • Detail-oriented yet capable of keeping the big picture in mind. • Confident decision-maker who can prioritize tasks based on revenue impact. • Discreet and trustworthy with sensitive business and personal information.
Company: Scheduling Institute, soon to be New Patient Institute (SI/NPI)
Location: Alpharetta, GA (on-site)
Overview
The Executive Assistant (EA) to the President at Scheduling Institute acts as the guardian of time and focus and plays a pivotal role in ensuring executive effectiveness and organizational alignment. This person will directly support the President by maximizing his strategic capacity, enabling him to focus on driving growth and achieving the company’s overarching goals. The EA acts as a trusted partner, managing critical priorities, streamlining processes, and serving as the hub for communication and coordination across the organization. This role requires more than administrative support — it’s about filtering distractions, anticipating needs, and ensures the President is operating at maximum impact.
Key Areas of Ownership:
Executive Support & Time Management • Manage and optimize the President’s calendar, schedule, and travel (short- and long-term). • Prioritize competing demands, ensuring time is allocated to the most strategic initiatives and revenue-generating activities. • Proactively prepare the President for meetings, events, and deliverables. • Monitor expenses, budgets, and reimbursements related to the President’s activities.
Email & Communication Filtering • Monitor and triage the President’s inbox, ensuring only the most critical items rise to the top. • Draft professional, timely responses that reflect the organization’s voice and priorities.
Meeting & Communication Management • Oversee agendas, prep materials, follow-ups, and accountability for internal and external meetings. • Serve as the first point of contact for all scheduling, communication, and coordination requests. • Manage internal and external communication flow with discretion and timeliness.
Project & Initiative Management • Drive forward executive-led initiatives and special projects. • Monitor task and project completion rates, ensuring deadlines and commitments are met. • Partner with leadership on strategic planning and execution.
Process & Systems Improvement • Create and refine systems to enhance executive and organizational productivity. • Improve workflows for calendar, email, reporting, and information management. • Document and streamline processes for efficiency and scalability.
Accountability & Follow-Through • Track deliverables, ensuring both the President and leadership team honor commitments. • Maintain accountability across teams for preparedness, on-time delivery, and alignment with business priorities.
Stakeholder & Relationship Management • Manage relationships and communications with key internal and external stakeholders. • Ensure cross-functional alignment, awareness, and effective information flow across teams. • Represent the President with professionalism and executive presence.
Personal Support (10%) • Handle occasional personal appointments and commitments to maintain balance and efficiency. • Maintain confidentiality and discretion at all times.
Qualifications • 3-5 years’ experience in an Executive Assistant or similar role supporting a CEO, President, or other high-performing executive. • Exceptional organizational and project management skills. • High emotional intelligence, discretion, and professionalism. • Strong written and verbal communication abilities. • Strong ability to thrive in a fast-paced, entrepreneurial environment. • Advanced proficiency with MS Office, Teams, and other collaboration tools. • Proven experience working with Microsoft Suite for Mac, NetSuite, SharePoint, and Trello a plus.
What Success Looks Like • The President spends 80–90% of time on strategic, revenue-generating, and leadership activities — not admin. • Acts as the point of contact for all scheduling, communications and coordination requests for and from the President. • The calendar is organized, intentional, and friction-free. • Communications are clear, professional, and resolved promptly. • Travel and events run smoothly, efficiently, and without surprises. • The President feels prepared, focused, and protected — never blindsided. • Confidential information is handled with the utmost care and discretion.
Ideal Candidate Profile • Highly organized and thrives on bringing order to complexity. • Proactive problem solver with the ability to anticipate needs and take initiative. • Exceptional communicator with strong writing and interpersonal skills. • Detail-oriented yet capable of keeping the big picture in mind. • Confident decision-maker who can prioritize tasks based on revenue impact. • Discreet and trustworthy with sensitive business and personal information.
Salary : $80,000 - $100,000
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