Executive Assistant

The Executive Assistant provides high-level executive and administrative support to the Chief Executive Officer and serves as a trusted partner to the executive leadership team. This role is responsible for managing complex schedules, coordinating communications, supporting meetings and special projects, and ensuring the efficient flow of information across the organization. The Executive Assistant I exercises sound judgment, discretion, and professionalism while maintaining strict confidentiality and supporting organizational priorities in a fast-paced environment.

ESSENTIAL FUNCTIONS

• Manage the CEO’s professional and personal calendar, including scheduling, agendas, email, mail, phone calls, and related logistics.

• Coordinate and support meetings by preparing agendas, materials, documentation, and meeting minutes.

• Manage complex scheduling and ensure timely, accurate flow of information to senior leadership.

• Coordinate CEO travel arrangements, including transportation, accommodations, meals, and itineraries, often in collaboration with other leaders or physicians.

• Prepare and submit expense reports and corporate credit card reconciliations.

• Provide administrative and office support, including email correspondence, spreadsheet creation, and maintenance of filing systems and contact databases.

• Prepare and edit documents such as reports, presentations, agendas, and special project materials using Word, Excel, and PowerPoint.

• Greet and assist visitors and callers in a professional manner; respond to or route inquiries appropriately and take accurate messages.

• Plan and lead internal events, including staff recognition initiatives, celebrations, and special events.

• Draft correspondence for internal communications, board meetings, and external organizations affiliated with the Company.

• Record meeting discussions and prepare accurate minutes as required.

• Proactively conserve the CEO’s time by researching, gathering, and analyzing information in advance of meetings and decisions.

• Interact professionally with shareholders, physicians, staff, and patients, exercising problem- solving skills when appropriate.

• Maintain the highest level of professionalism, discretion, and confidentiality with sensitive information.

• Organize team communications and coordinate internal and off-site events.

• Perform additional duties and responsibilities as assigned.

GENERAL COMPENTENCIES DESIRED

• Ability to perform effectively in a fast-paced, high-demand environment.
• Exceptional written and verbal communication skills.
• Strong organizational and time-management abilities with attention to detail.
• Demonstrated ability to manage multiple priorities and projects simultaneously.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint, with the ability to learn new systems quickly.
• Flexible, collaborative team player who adapts well to change and new challenges.
• Demonstrated commitment to confidentiality and professional integrity.

PHYSICAL DEMANDS

This position requires prolonged periods of sitting, with occasional bending, stooping, and stretching. The role requires manual dexterity and eye-hand coordination sufficient to operate standard office equipment, including a computer, keyboard, telephone, and photocopier. Normal hearing and vision are required to communicate effectively and prepare accurate documentation. The position may require the ability to work under stress and adjust to irregular hours to meet organizational deadlines.

CREDENTIALS DESIRED

Bachelor’s degree preferred; equivalent experience may be considered in lieu of a degree.

Minimum of five (5) years of proven experience providing high-level executive support, including executive assistant or office management experience.