Executive Assistant

POSITION SUMMARY:

The Executive Assistant provides high-level administrative support primarily to the Chief Executive Officer and Chief Operating Officer. The position is responsible for helping executive leadership effectively manage priorities, schedules, meetings, communications, commitments, and follow-up  addition to direct executive support, the Executive Assistant serves as a coordination resource for the leadership team by supporting meetings, assigned projects, reporting, and cross-functional administrative initiatives as prioritized by the CEO or COO.

The position also maintains responsibility for designated organizational processes, including contract administration, physician call schedule coordination, and physician onboarding and offboarding coordination.

The position requires the exercise of independent judgment in prioritizing executive needs, coordinating organizational initiatives, resolving administrative issues, and determining when matters require escalation to executive leadership.

ESSENTIAL RESPONSIBILITIES:

Executive Support to the CEO and COOAnticipate the administrative needs of the CEO and COO, independently address routine matters within established parameters, and appropriately escalate matters requiring executive judgment or authority.

Manage the CEO's calendar and provide calendar support to the COO as requested, proactively coordinating priorities, meetings, appointments, and scheduling conflicts.

Coordinate internal and external meetings, including logistics, agendas, materials, and follow-up.

Track executive commitments, decisions, action items, and deadlines and proactively facilitate appropriate follow-through.

Prepare correspondence, reports, presentations, agendas, and other executive materials.

Coordinate executive travel and other administrative needs as required.

Maintain executive records and handle confidential and sensitive information with discretion.

Board, Shareholder, and Executive Meeting Support Coordinate Board, Shareholder, and designated leadership meetings, including scheduling, agendas, materials, logistics, and communications.

Attend designated meetings and prepare accurate minutes, decisions, and action items.

Maintain organized and confidential meeting records and supporting documentation.

Track outstanding leadership action items and follow up with responsible individuals regarding completion.

Leadership Project and Reporting Coordination Provide administrative and project coordination support for organizational initiatives assigned by the CEO or COO.Complete projects, research, reporting, and coordination activities requested by members of the Director group when delegated or prioritized by the CEO or COO.Coordinate information gathering across departments and consolidate information into reports, summaries, presentations, spreadsheets, or other material for executive review.

Develop and maintain project trackers, workplans, status reports, and other tools necessary to monitor assigned initiatives.

Monitor assigned initiatives, identify outstanding decisions, risks, barriers, and approaching deadlines, and independently facilitate follow-up with responsible parties.

Contract and Administrative Process Management Serve as administrative owner of the Contract Safe platform, maintaining contract records, supporting documentation, key dates, renewals, expirations, and alerts.

Maintain organized payer contract records, amendments, indexes, and related documentation.

Coordinate designated physician call schedules, including collection of availability, schedule changes, distribution, and identification of unresolved coverage needs.

Physician Onboarding and Offboarding Coordinate physician onboarding and offboarding activities across HR, Credentialing, IT, Revenue Cycle, Marketing, Operations, and other applicable departments.

Maintain onboarding/offboarding checklists, timelines, status reports, and supporting documentation.

Track departmental deliverables and proactively follow up regarding incomplete or delayed items.

Coordinate physician orientation, leadership meetings, and other administrative onboarding activities.

Provide executive leadership with status updates regarding outstanding items, risks, and potential delays.

Anticipate administrative needs and identify opportunities to improve organization, communication, and efficiency.

Develop effective working relationships with physicians, leadership, employees, vendors, and other stakeholders.

Maintain compliance with federal, state,…