Executive Assistant

Summary

The Executive Assistant is responsible for performing administrative duties for the Chief Executive Officer (CEO). Responsibilities include screening calls, managing calendars, making travel, meeting and event arrangements, preparing reports and financial data, training and supervising other support staff, and handling customer relations. This position requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Sensitivity to confidential matters is required.

The Executive Assistant conserves the CEO’s time and promotes the clinic image by representing the CEO internally and externally; provides liaison between the Chief Operating Officer, Clinic Manager, Administrative Financial Specialist and employees.

• Works closely with Management Leads on day-to-day operations
• Attends meetings on behalf of the CEO
• Troubleshoots and resolves operational problems
• Actively involved in P.R. in the community
• Takes Board Meeting and Committee Meeting Minutes
• Prepares Board Meeting Minutes
• Communicates with the Board
• Maintains sensitive files and records
• Plans and schedules meetings and appointments
• Prepares meeting materials
• Conducts research for various projects
• Prepares correspondence, reports, and presentations
• Makes travel and guest arrangements
• Provides quality customer service at all times
• Manages various projects as assigned while exercising discretion and independent judgement
• Is punctual, regular and reliable in attendance
• Performs other duties as developed, directed or assigned

N/A

• 3-5 years of experience in administrative work, preferably in a health care office.
• Ability to work independently with little or no supervision.
• Proficient with Microsoft Word, PowerPoint, Excel, and Outlook.
• Ability to multitask, prioritize, and work under deadlines.

• Demonstrated ability to use proper English, spelling, grammar and punctuation in business correspondence.
• Must have strong transcription skills.
• Requires strong organizational skills.

• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Fax machine, copier, personal computer, telephone, calculator, Microsoft Word/Excel, Quick Books, EHR system, and other software as required.

Occasional need to utilize personal transportation to visit sites, and attend meetings and conferences.

The noise level in the work environment is usually moderate.