Executive Assistant to CEO

Job Summary

Summary of Responsibilities: The person in this role will assist daily activities and performing a variety of administrative, coordination, and support duties for the CEO, and, as necessary, other members of the Practice management team or Providers.

Essential Job Functions:

• Monitors the current status of work for the CEO, maintains administrative files and assists in establishing office systems for administrative functions.
• Anticipates CEO's needs by gathering records, reports, correspondence or other specific information. Also assists in the care and maintenance of office equipment in the administrative offices.
• Handles confidential matters and prepares various documents concerning clinic policies and practices, including composing and disseminating correspondence to appropriate individuals.
• Answers phones in the CEO’s office as needed, informs the CEO of operational problems and determines action necessary in CEO's absence, handling with management team input matters not requiring executive disposition.
• Makes travel arrangements for the Doctors and management staff and maintains the appointment calendar for the Practice CEO. Arranges appointments, meetings and conferences for the Doctors and CEO. Contacts the appropriate persons to attend.
• Attends meetings as assigned, takes and distributes minutes and reports on major points, actions resolved or to be taken.
• Handles a variety of communication matters involving contact with various staff, board members, medical and functional management committees, and the public, including coordinating new brochures and internal materials for departments/satellites and/or refining existing materials; coordinating pricing, placement and publishing of ads, media announcements, marketing materials, publications; coordinating annual listings for phone and other resource publication listings; coordinating use of presentation software for sales/marketing presentations, coordinating direct mail campaigns, etc.
• Coordinates the development and maintenance of a management database to capture, report and review key data for the management team, including compiling marketing and planning data on competitors, referrals, patient origin and volume to provide the management team with data for internal and external analysis. Assists in producing materials for sales presentations, marketing seminars and training.
• Maintains strictest confidentiality.
• Able to work flexible hours as needed.
• Generate and distribute operational and performance reports for the Ambulatory Surgery Center (ASC) on a bi‑weekly basis.
• Coordinate the collection, tracking, and reporting of monthly Key Performance Indicators (KPIs).
• Lead and facilitate employee engagement meetings, fostering a positive and collaborative workplace culture.
• Manage conference room scheduling and ensure meeting spaces are prepared and organized.
• Provide administrative support for physician scheduling, mentoring sessions, and related activities.
• Maintain flexibility to support organizational events, including occasional evening and weekend commitments.
• Coordinate physician recruitment activities, guiding candidates through the interview, onboarding, and hiring processes.
• Create, post, and manage physician job advertisements across appropriate recruitment platforms.
• Serve as a liaison between physicians, leadership, and administrative teams to support operational efficiency and communication.

Competencies: