Executive Assistant

The Executive Assistant is a pivotal role in providing administrative support to the Executive Director and Senior Leadership team. The successful candidate will be a self-starter with a proven track record of professionalism, incorporating verbal and written communication skills as he/she functions within a fast-paced environment. Key objectives for this role: Ability to create and manage professional documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics using all components of Microsoft 365. Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information. Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Manage and maintain MDScheduler software for Physician and Advanced Practice Providers’ (APP) schedules. Track and coordinate Physicians and APP’s time off, including modifying scheduling templates. Runs reports from practice management software and creates reports tracking provider productivity. Works with other Administrative Team members to compile, distribute, and follow-up on patient needs as identified in patient satisfaction surveys and through direct communication with patients. Coordinate materials for the Board of Directors and various committee meetings. Accurately prepare grammatically-correct minutes for meetings. Regularly coordinates and sets up for leadership meetings. Coordinate and order meals for meetings. Maintain provider templates for the clinics. Manage conference room reservations. Ability to maintain strict confidentiality on all issues, interactions and correspondence. Oversees local office management activities, like coordination of deliveries, mail distribution, FedEx, scanning, email distribution list, site meetings, etc. Event planning, management and coordination. The ideal candidate will have: 5+ years of experience supporting executives with calendar, travel, administrative, and budget management. Outstanding interpersonal, communication (oral and written), and relationship-building skills with the ability to adapt messages and writing styles across varied media to effectively communicate with diverse internal and external audiences. Requires advanced working knowledge in Microsoft Office Suite applications such as PowerPoint, Word, and especially Excel. Knowledge of project management software helpful. Must be results-oriented and able to work on multiple projects simultaneously. Must be able to understand how decisions and actions impact all areas of the practice. Superior time management and prioritization practices. Well organized, resourceful, and results-driven. Extremely detail-oriented with impeccable follow-up and follow-through skills. Enjoys a fast-paced, continuously evolving and results-driven work environment. Flexible, adaptable team player with strong interpersonal skills who is open to feedback and a changing environment. Highly motivated self-starter with relentless work ethic. Great can-do attitude and energized by working in a dynamic, fast moving team environment. #J-18808-Ljbffr