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 a relentless work ethic.
• Great can-do attitude and energized by working in a dynamic, fast moving team environment.